20 Best Office Space Management Software Systems of 2025
10 Best Office Space Management Software Shortlist
Here's my pick of the 10 best software from the 20 tools reviewed.
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Struggling with underused or overcrowded spaces, manual booking processes, or managing hybrid work arrangements? The right office space management software can transform your workplace, making it more efficient, flexible, and easy to manage.
In this guide, we’ll explore the best tools to help you streamline space allocation, reduce inefficiencies, and create a workplace that adapts to your team's needs.
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Best Office Space Management Software: Pricing Comparison Chart
This comparison chart summarizes pricing details for my top office space management software selections to help you find the best system that works for your budget and business needs.
| Tool | Best For | Trial Info | Price | ||
|---|---|---|---|---|---|
| 1 |  deskbird Quickly see meeting rooms and their availability and click on a free slot in the room calendar view to book it. | Best office space management software for integrating with MS Teams & Outlook | 14-day free trial | From $1.80/user/month | Website |
| 2 |  Tactic Tactic empowers hybrid teams with transparent in-office schedules. | Best office space management software for collaboration between hybrid team members | 14-day free trial | From $2.50/desk/month | Website |
| 3 |  OfficeSpace OfficeSpace lets you see the current state of floors and seats and test new layouts. | Best office space management software for scenario planning | Free demo available | Pricing upon request | Website |
| 4 |  Skedda Skedda allows users to place desk bookings and meeting room bookings based on a variety of customized filters. | Best office space management for speed of implementation | 30-day free trial | From $99/month | Website |
| 5 |  Floor Plan Mapper Floor Plan Mapper lets you navigate through different office spaces with its interactive maps. | Best for interactive office maps | Free trial available | From $28/month | Website |
| 6 |  NSpace Nspace allows you to select the rooms you want to book and displays a layout of what to expect. | Best office space management to increase office utilization in hybrid work environments | Free demo available | From $3/desk or $15/room | Website |
| 7 |  Officely Officely provides data on office usage, such as peak times and popular desks, which can inform decisions about office layout and capacity planning. | Best for simple desk booking in Slack and MS Teams | Free plan available | From $2.50/user/month | Website |
| 8 |  Smartway2 Smartway2 allows users to specify needs for furniture configuration when placing a meeting room booking. | Best office solution to optimize occupancy and make data-driven decisions | Free demo available | Pricing upon request | Website |
| 9 |  HubStar HubStar analyzes your occupancy data to make suggestions for additional expansions or space reductions, as needed. | Best for analyzing planned versus actual office space usage | Free demo available | Pricing upon request | Website |
| 10 |  Zynq Zynq provides enterprise-grade analytics capabilities with adaptive intelligence that transforms data into predictive insights for forecasting future employee needs. | Best office space management with guest/vendor check-in features | Free demo available | From $2/desk/month | Website |
How to Choose Office Space Management Software
Office space management software can help you manage your office space more effectively, providing a smoother and better experience for your hybrid employees. To help you figure out which office space management platform best fits your needs, keep the following points in mind:
- What office space challenges are you trying to solve? Identifying your current challenges will help you understand the features and functionalities you want in your new office space management software.
- What outcomes are important and how will you measure success? Being clear on your desired outcomes upfront is crucial to avoid wasting valuable time. For example, you may want to entice your hybrid employees to return to the office more frequently, replace your current clunky desk booking system, or make better use of your floor space so you can reduce (or sublet) unused physical space.
- Who are your main users? Consider your different user groups — power users, administrators, managers, employees, etc. — and their unique needs, to ensure they're all met. For office space management software, you'll probably want access for your entire workforce, with special access for your HR administrators and other support staff.
- What is your budget? Determining a realistic budget for your new office space planning software up-front is crucial, so you don't waste time considering software that's too expensive.
- Do you require specific software integrations? Clarify whether your new space management solution will replace any existing tools or need to integrate with them, such as digital calendars, internal communication like Slack or Microsoft Teams, or your HR management system.
- Does the software satisfy your technical requirements? Consider the software selection alongside your existing workflows and office systems. Evaluate what's working well, and any problem areas that need to be addressed.
Remember, every business is different — don’t assume that an office space management system will work for your organization just because it's popular.
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Willo
Visit WebsiteThis is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.4.8 -
ClearCompany
Visit WebsiteThis is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.4.6 -
Guru
Visit WebsiteThis is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.4.6
Best Office Space Management Software Reviews
Here’s a brief description of each office space management software that showcases each tool’s best use case, their noteworthy features, and some pros & cons. I’ve also included screenshots to give you a snapshot of their user interface too.
deskbird
Best office space management software for integrating with MS Teams & Outlook
Deskbird is a modern office space management software designed to make managing your workspace facilities and equipment simple. It has an intuitive user interface that makes it easy for users to book desk spaces and other resources online, plus drag-and-drop booking capabilities for quick adjustments on the fly.
Why I picked Deskbird: Deskbird lets you book rooms and desks and immediately sync this data to your Outlook or Google calendar, Slack, or status updates within the Deskbird platform. That means any team member can scroll through a list of employees and see who is working where, as well as any special notes like if someone is away using PTO or sick days. This team schedule overview means capacity planning and meeting management can account for remote/hybrid workforces.
Deskbird Standout Features & Integrations
With Deskbird, organizations can easily create and manage workspaces, assign seating arrangements, and track resources such as desks and meeting rooms. In addition, the software offers powerful analytics tools that help administrators quickly analyze their workspace utilization data to make better decisions about how they use their office resources.
Features include data visualization, external integrations, Google apps integration, notifications, calendar management, data export, email integration, scheduling, vacation & absence calendar, API, and multi-user.
Integrations include Google and Outlook calendars, Microsoft 365, MS Teams, SAP, and Personio.
Pros and cons
Pros:
- Work location sharing
- QR codes for on-the spot bookings
- Easy to use and intuitive
Cons:
- Integration with HRIS locked to Enterprise plan
Tactic
Best office space management software for collaboration between hybrid team members
Tactic encourages collaboration in hybrid workplaces by streamlining tasks like desk booking and meeting room booking.
Why I picked Tactic: It’s not always easy to gather all the members of your hybrid team in the same place at the same time. Tactic provides interactive maps that share information in real-time, allowing team members to see who is in the office, and book desks according to current availability. Meeting room bookings and desk bookings can also be conducted in advance.
Tactic Standout Features and Integrations
Features include office insights, visitor management, desk booking, meeting room booking, and interactive floor plans. Plus, their mobile app is available on iOS and Android, making it easy for employees to conduct self-serve bookings.
Tactic grants you access to in-depth data via analytics and reporting. You can pull reports on pandemic-related issues like vaccination status and office health logs, or items like desk and room utilization, visitor logs, and reservations by day or team.
Integrations are extensive and include BambooHR, bob, Google Calendar, Gusto, Outlook, Okta, Rippling, SCIM 2.0, Slack, Workday, and Zoom.
Pros and cons
Pros:
- Real-time booking data
- Links well to Microsoft 365
- Detailed interactive maps
Cons:
- Available solely in English
Best office space management software for scenario planning
OfficeSpace is a workplace management platform that caters to the complexities of hybrid work environments by providing tools for space planning, day-to-day operations, and fostering employee connectivity.
Why I picked OfficeSpace: I selected this platform after evaluating its extensive set of features, which includes a distancing planner and desk booking, crucial for today's dynamic work environments. What distinguishes OfficeSpace is its scenario planning tools, portfolio reports, and real-time analytics that support data-driven decisions for optimizing space utilization and maintaining an organized, accessible workplace.
OfficeSpace Standout Features & Integrations
Features include a comprehensive set of tools for managing office spaces effectively. First, Desk Booking enables employees to reserve workspaces and see which colleagues are present. Then, Distancing Planner assists in configuring office layouts to adhere to social distancing protocols. Finally, Visual Directory diplays an interactive map for locating colleagues and available desks.
Integrations include HR and employee management systems like Active Directory, Google Workspace, SAP, and Ultipro. For interactive floor plans, real-time room booking, AI support, in-building logistics, and occupancy monitoring, OfficeSpace integrates with tools such as ELO, Google Calendar, Microsoft Teams, Moveworks, and SCLogic.
Pros and cons
Pros:
- Extensive reporting capabilities
- Real-time information sync across the platform.
- User-friendly interface
Cons:
- Limited online knowledge base
- Requires training to fully use all features
Skedda is a mobile-friendly office space management software with custom, interactive floor plans.
Why I picked Skedda: Skedda’s customer assistance team is available 24-hours a day to help you implement their space management solution and start booking right away. You can access bookings via mobile or desktop with interactive maps that provide real-time availability data. Scheduling insights allow you to pull trends and forecast needs for the future as well.
Skedda’s cloud-based system allows you to set up rules and restrictions to dictate how and when users can book spaces. Things like visibility and booking length permissions can be configured according to what works for your hybrid workplace. And their booking calendar can be adjusted into several different views for maximum insight, including day, month, grid, and list views.
Skedda Standout Features and Integrations
Features include a booking calendar, mobile self-service, expert support, interactive floor plans, user management, automation rules, and data reporting.
Integrations are extensive and include FreshBooks, Google, MailChimp, Microsoft Teams, Slack, Stripe, Xero, and Zoho.
Pros and cons
Pros:
- Easy to add reservations
- Flexible set-up
- Simple interface
Cons:
- No drag-and-drop feature on calendars
Floor Plan Mapper is a cloud-based tool that transforms your static office floor plans into interactive, searchable maps. It allows you to assign desks, meeting rooms, and other resources to employees, making it easier to manage your office space.
Why I picked Floor Plan Mapper: One feature that stands out is its hot desking and desk booking capabilities. You can easily see which desks are available and book them for specific time periods, whether it's for an hour, a day, or a recurring schedule. This flexibility supports a hybrid workplace by allowing team members to reserve workspaces as needed.
Another useful aspect is the ability to upload floor plans in various formats, such as PDF, CAD, or JPG. Once uploaded, you can add employees, desks, printers, and meeting rooms directly onto the floor plan through the admin portal. This feature simplifies the process of creating and updating your office layout, ensuring that your space management is always current.
Floor Plan Mapper Standout Features and Integrations
Features include seating plans, rapid implementation, area of interest mapping, custom symbol uploads, employee profile synchronization, meeting room assignments, printer location mapping, emergency exit mapping, floor plan uploads in multiple formats, admin portal access, automated booking reminders, and desk availability filters.
Integrations include Office 365, Azure Active Directory, Microsoft Outlook, Microsoft SharePoint, and Google Calendar.
Pros and cons
Pros:
- Integrated desk booking capabilities
- Works on various devices, including desktops and laptops
- Offers the ability to visualize and optimize space
Cons:
- Could offer more advanced desk booking features
- Initial learning curve during setup
NSpace
Best office space management to increase office utilization in hybrid work environments
Nspace is a software as a service (SaaS) product that provides a solution for managing office spaces. It's a tool that's designed to help businesses optimize their workspace, manage desk bookings, and keep track of occupancy. It's a nice tool if you're dealing with a flexible workspace or if you're trying to implement a hot-desking policy in your office.
Why I picked Nspace: It offers a comprehensive and user-friendly solution for efficiently managing office spaces, meeting rooms, and resources. Nspace provides a seamless experience for both employees and administrators, with features such as easy booking and scheduling, real-time occupancy tracking, and robust analytics. Its intuitive interface and mobile app make it accessible to a wide range of users, ensuring smooth operations and optimizing space utilization.
Additionally, Nspace offers customizable options to adapt to various office layouts and needs, making it a versatile and scalable choice for businesses looking to streamline their office space management processes.
Nspace Standout Features & Integrations
Features include real-time occupancy tracking and analytics. Real-time occupancy data allows users to monitor and manage space utilization effectively. By offering up-to-the-minute insights into space utilization, Nspace enables businesses to make informed decisions about office space allocation and resource planning. The analytics module can help you notice if certain areas of the office are consistently underutilized. Then, you can decide to repurpose them for something else and what you need to optimize your real estate footprint.
Integrations include a white-glove service where the implementation team can help you connect your current tools. The Nspace API is also available if you want to build custom integrations.
Officely is a desk booking and office management tool that integrates with Slack and MS Teams to facilitate the coordination of hybrid workplaces.
Why I picked Officely: Officely helps companies manage their office space by allowing employees to see and select available desks on a visual floor plan, thus avoiding overbooking and ensuring that space is used efficiently. The tool also allows office managers to set and control office capacity limits to comply with health and safety guidelines. The software additionally includes analytics to track office usage patterns, which can also inform decisions about space planning and cutting costs.
Moreover, by integrating with Slack and MS Teams, Officely simplifies the process of managing office space in a hybrid work environment, making it accessible for employees to coordinate their in-office presence with their team's schedule. For example, Officely's check-in feature ensures that only employees who have confirmed their attendance occupy space, releasing unclaimed desks for others to use.
Officely Standout Features and Integrations
Features include a team visibility tool that shows which team members will be in the office on a given day, allowing employees to coordinate their schedules for collaboration. Other features include meeting room bookings, car park bookings, health screenings, and visitor management. I also like its Smart Office Day suggestions which tell employees which days are the best to come into the office.
Integrations include Slack, Microsoft Teams, and Google Calendar.
Pros and cons
Pros:
- Easy to implement and use
- Good value for money
- Provides excellent customer support services
Cons:
- Limitations in reserving meeting rooms within the app
Best office solution to optimize occupancy and make data-driven decisions
Smartway2 is an office space management software that ensures maximum desk utilization to boost collaboration and productivity.
Why I picked Smartway2: Smartway2’s Smart Desk Recovery feature allows you to release unused desks in real-time to increase availability as needed. Desks can be permanently assigned to certain individuals who may have specific needs (whether related to pandemic health measures or accessibility requirements). QR codes and contactless check-ins make the office entry process smooth and efficient.
Smartway2 enables you to optimize your workspace utilization by measuring via wifi, sensors, or badge data. Their reporting feature will help you understand how space is currently being used, and identify under-utilized spaces that could be freed up for hybrid work. Data can be visualized by displaying interactive floor plans and heat maps.
Smartway2 Standout Features and Integrations
Features include mobile desk booking, analytics and reporting, smart desk recovery, meeting room displays, mobile booking app, workplace analytics, and visitor management.
Integrations are not explicitly listed on the Smartway2 website, but an Outlook integration is mentioned.
Smartway2 Plans and Pricing
Custom pricing for Smartway2 is available on request, along with a free demo.
Pros and cons
Pros:
- Excellent training and support
- User friendly
- Highly customizable
Cons:
- Parking space management lacks efficiency
HubStar is a dynamic workplace management platform that caters to the needs of hybrid work environments. It's designed to balance space supply with the complex demands of hybrid work, enabling businesses to manage attendance, occupancy, and the workplace experience effectively.
Why I picked HubStar: I included HubStar in this list due to its ability to analyze complex hybrid work patterns and suggest space optimizions for maximum office occupancy. If your actual occupancy consistently falls below your planned occupancy, it will suggest space reductions to help you reduce your overhead costs. In short, its ability to standardize floor plans and assign hybrid occupancy profiles to match supply with demand makes it stand out.
HubStar Standout Features and Integrations
HubStar's platform is modular, with several distinct products that merge into their all-in-one platform called HubStarOne.
HubStar Utilization leverages patented algorithms to measure and predict occupancy, integrating data from badge swipes, booking systems, sensors, and Wi-Fi to offer comprehensive analytics for space management.
HubStar Scheduling facilitates resource management, including meeting rooms and desks, by integrating with existing calendars and providing analytics to support decision-making.
HubStar Space offers next-generation space management tools to right-size offices and assign spaces to hybrid workers, enhancing productivity and collaboration.
Additionally, HubStar adheres to ISO 9001, ISO 27001, and ISO 27701 standards, and is GDPR compliant, meets WCAG 2.1 AA accessibility requirements, and ensures secure hosting.
Integrations are available with systems covering WiFi infrastructure, occupancy sensors, and access control systems to provide comprehensive data for workplace management. HubStar also supports integration with BI platforms, authentication & user provisioning systems, and productivity tools such as Outlook, Zoom, and Teams.
Pros and cons
Pros:
- Also enables bookings for parking spaces and lockers
- Robust data management procedures
- Supports advanced occupancy data analysis
Cons:
- Unclear if you can purchase individual modules or not
- Pricing details are not transparent
Zynq is a provider of workspace/office space management software systems that are geared towards hybrid teams. It is a collaborative office management solution that caters to SMBs and large enterprises that employ remote and hybrid workforce.
Zynq is equipped with robust workforce management features on top of the office space management software systems. This includes smart desk bookings, buddy attendance alerts, and the proprietary Magic Meetings™. The software also provides smart suggestions to notify users which days they are required to work at the office, which in turn enables office managers to boost in-office employee days.
Why I picked Zynq: Zynq’s Floorplans functionality is completely custom-designed by in-house experts and can be submitted in any desired format. This makes it easier and quicker for users to get started with their office space management process and saves companies a lot of money, time, and effort. The software has a control dashboard that provides the right tools for administrators to efficiently manage seating arrangements, monitor usage, create attendance schedules, and generate in-depth reports.
Zynq allows SMBs and large enterprises to leverage detailed historical data to help them make informed decisions when it comes to future office space usage. This includes adding more office desks, meeting rooms, and other multi-purpose office spaces. The software utilizes industry-grade encryption to provide data security and protection for companies. Moreover, Zynq’s office space management software system is SOC2 Type II, CCPA, and GDRP certified.
Zynq Standout Features & Integrations
Features office management, collaboration tools, desk booking, health and wellness tools, live floorplans, schedule look-up, meeting room booking, capacity management, calendar sync, visitor management, predictive insights, and reporting.
Other features include booking tools for conference rooms, desks, and parking spaces, plus health screenings, visitors, surveys, and smart desk bookings. Zynq is fully compatible with Web Apps, Android, and iOS devices.
Integrations include Slack, Outlook, Azure, Google, and Microsoft tools.
Pros and cons
Pros:
- Heath checks & monitoring
- Guest/visitor sign-in features
- Low per-desk cost
Cons:
- Site map updates require Zync staff help
Other Office Space Management Software
Here are a few more options that didn’t make the best office space management software list:
- Ronspot
Office space management software for all-in-one flexible office space management
- Condeco
Office space management software for flexible booking
- Cloudbooking
Office space management software for global businesses with multi-language needs
- Accruent EMS
Office space management software for enterprise
- OfficeRnD
Office space management software for employee self-serve OfficeRnD
- Tango Space
Office space management software for visualizing + maximizing office space utilization
- Eden
Office space management software for small teams and startups
- Kadence
Office space management software for coordinating projects, people, and spaces
- Dibsido
Tool for managing desk and parking space bookings
- Othership
Office management tool for optimizing office use and collaboration time
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Selection Criteria for Office Space Management Software
As we’ve seen, office space management software comes in a variety of configurations. Some (like integrated workplace management software) offer a multitude of features. Others keep it simple, offering primarily hot desking functionality best suited for coworking spaces.
My approach to choosing the best office space management software is grounded in thorough research and my years of office admin experience using meeting room booking software (an ancestor to office space management software) to pinpoint the features that add a lot of value for administrators and employees alike. Here are the details I evaluated to decide on my final picks:
Core Office Space Management Software Functionalities (25% of total score): To be considered for inclusion in this list, each solution had to offer the following basic functionalities first:
- Digital tools to manage bookings for desks, meeting rooms, and other workspaces
- Tools to customize your booking policies for your business needs
- Tracking tools to analyze space utilization to inform space optimization and office layout decisions
- Features to manage maintenance requests and schedules to ensure a functional and safe workspace
- Mobile app functionality to enable bookings via mobile devices
- Real-time updates and notifications to gauge space availability
- Software integrations with digital calendars and communication tools
Additional Standout Features (25% of total score): To help me uncover the best office space management software out of the numerous options available, I also took note of any unique features, including:
- Innovative use of AI or machine learning for predictive analytics and space optimization
- Advanced health and safety monitoring and compliance tools
- Advanced analytics and reporting tools that offer deeper insights into space utilization and efficiency
- Environmental monitoring features that help in maintaining optimal working conditions
- Integration capabilities with other workplace tools such as HR systems, access control, and HVAC for a holistic management approach
- Interactive maps with wayfinding features for complex workspaces
- The ability to manage multiple office spaces within one platform
- E-commerce features that allow you to offer workspaces for rent
- Advanced physical hardware like digital signage and scannable QR codes to help users check in at physical spaces
Usability (10% of total score): To evaluate the usability of each office space management system, I considered the following:
- An intuitive design that simplifies the booking process, including on mobile devices (both Android and iOS mobile devices)
- A clean, user-friendly interface with features to make bookings using interactive office maps or through drag-and-drop functionality
- Clear, concise, and contextual help documentation within the platform
- Features that operate smoothly in Windows and Mac environments
- Role-based access control that's straightforward to configure
Onboarding (10% of total score): To get a sense of each software provider's customer onboarding process, I considered the following factors:
- Quick setup processes and clear configuration guidelines
- The availability of training materials such as videos, interactive tutorials, or live chatbots to quickly bring new users up to speed
- Support for migrating employee data into the new platform
Customer Support (10% of total score): To evaluate the level of customer support each vendor offered, I considered the following:
- The availability of multiple support channels, including email, phone, and chat
- The existence of a self-service knowledge base, FAQ repository, or other self-help resources to speed up troubleshooting
- The overall quality, responsiveness, and helpfulness of the support team during customer onboarding and post-purchase, as inferred from customer reviews
Value for Price (10% of total score): To gauge the value of each software, I considered the following factors:
- The availability of free trials or demos to test the software before purchasing
- Transparent pricing models that clearly explain which features are included at each level
- Tiered pricing plans that cater to different business sizes, from small to medium-sized businesses (SMBs) up to enterprise-level organizations
- Competitive pricing models that offer volume-based discounts for large-scale workspaces
- The total cost of ownership, including setup, monthly fees, and any additional fees for advanced features, hardware, or customer support
Customer Reviews (10% of total score): Evaluating customer reviews is the final element of my selection process, which helps me understand how well a product performs in the hands of real users. Here are the factors I considered:
- Whether a product has consistently high ratings across multiple review platforms, indicating a broad level of user satisfaction
- Specific praises, criticisms, or trends in customer feedback that indicate the software's strengths or areas for improvement
- Whether customer feedback specifically mentions issues with ease of use, customer support responsiveness, or lacking key features
- Any user reviews that highlight improvements in space management practices or how specific pain points were addressed
By using this assessment framework, I was able to identify the office space management software that goes beyond basic requirements to offer additional value through unique features, intuitive usability, smooth onboarding, effective support, and overall value for price.
Trends in Office Space Management Software for 2025
As organizations continue to adapt to hybrid work models and seek to optimize their physical workspaces, the technology underpinning office space management software has advanced to meet these needs. Here are several key trends that are shaping the future of office space management software:
- Advanced Utilization Analytics: There's a clear trend towards advanced analytics capabilities, with software now providing deeper insights into space usage and occupancy patterns. This functionality helps organizations make data-driven decisions about space planning and optimization, ensuring that they can adapt to changing workplace dynamics efficiently.
- AI and Machine Learning for Space Optimization: Novel and unusual functionalities include the use of AI and machine learning algorithms to predict space needs and suggest optimization strategies. This cutting-edge feature allows for dynamic space allocation, improving the overall efficiency of office space use.
- Environmental and Health Monitoring: Another in-demand feature is the integration of environmental and health monitoring tools within office space management software. This includes air quality sensors, occupancy sensors to ensure social distancing, and contact tracing functionalities, reflecting the ongoing concern for health and safety in the workplace.
These trends demonstrate a clear shift towards creating more adaptable, efficient, and employee-centric workplaces. As you narrow in on the best software for your needs, keep an eye out for these features to ensure you're making a solid choice.
What is Office Space Management Software?
Office space management software is a tool that helps companies manage their office spaces for maximum efficiency. It includes tools to help plan office layouts, allocate bookable spaces, and track utilization trends. Hybrid employees who want to come into the office can use the integrated booking system to reserve desks or meeting rooms according to their personal preferences, even from mobile devices.
Office space management software helps organizations remain flexible and adaptable in the face of changing work preferences, improving employee satisfaction. They also help companies maximize their space usage and make data-driven decisions that help reduce costs by eliminating unused physical spaces.
Features of Office Space Management Software
Office space management software can play a pivotal role in streamlining your space allocation practices and offering a more flexible and productive work environment. Here are the features I considered essential when evaluating which office space management software platforms to include in this list:
- Booking and Reservation System: This feature refers to tools that help employees book workspaces, meeting rooms, and other resources, including capabilities such as hot desking or hoteling. It supports flexible working arrangements by allowing employees to reserve the spaces they need, when they need them, enhancing overall efficiency and satisfaction.
- Interactive Floor Plans: This feature gives users the ability to view and interact with floor plans digitally. This makes it easier to allocate, reconfigure, and optimize spaces based on current needs and future growth, without the need for physical walkthroughs.
- Real-time Space Utilization Data: This feature provides immediate insights into how office spaces are being used. Understanding real-time occupancy rates and patterns helps in making informed decisions about space allocation, ensuring that every square foot is utilized optimally.
- Mobile Accessibility: Software with a smartphone interface allows you to book directly via mobile devices. This allows employees and managers to manage and book spaces on the go, supporting a dynamic and flexible working environment.
- Usage Analytics and Reporting: The feature describes the ability to pull data on usage across your real estate portfolio for improved facility management. These insights can drive strategic decisions about office layout changes, identify underutilized areas, and help in forecasting future space requirements.
- Customizable Permissions, Roles, and Rules: Customizable permissions ensure that the right people have the right level of control and visibility over space allocation, maintaining security and privacy where necessary. Since hybrid workforces often have employees with permanent desks, the ability to set rules and restrictions allows you to block those spots off from hot desk bookings.
- Environmental Controls Integration: Integrations with lighting, heating, and cooling systems can enhance employee comfort and reduce energy costs by adjusting the environment based on actual space usage.
- Cloud-based / SaaS: Though many of these software solutions do also have hardware components (for sign-in, or motion sensors for usage data), you’ll want to choose a platform that operates primarily on the cloud for ease of use.
- Notifications and Cancellations: This feature ensures that all affected parties are immediately informed about any changes in space reservations, reducing confusion and optimizing space usage by quickly reallocating canceled desk reservations.
- Visitor Management & Wayfinding: Visitors should have a seamless, ideally contactless check-in experience that includes wayfinding support. This enhances the visitor experience by simplifying check-ins and providing clear directions to meeting locations, thereby reflecting a well-organized and professional workplace environment.
Selecting office space management software with these features is essential for organizations looking to streamline their space allocation practices and create a more flexible, efficient, and employee-friendly workplace.
Benefits of Office Space Management Software
Office space management software is a modern tool that helps organizations optimize their physical workspace and enhance employee satisfaction. Here are several benefits you can expect to gain by investing in the best office space management software for your needs:
- Increased Employee Satisfaction: By allowing employees to book their desks, meeting rooms, or work areas in advance, the software ensures that everyone has the space they need when they need it, boosting overall job satisfaction.
- Improved Resource Management: Office space management software helps in tracking and managing office resources like meeting rooms, projectors, and other assets, ensuring they are used efficiently and are always available when needed.
- Cost Savings: By optimizing space usage, companies can lower their operational costs related to real estate, energy consumption, and maintenance, contributing to a healthier bottom line.
- Real-time Data and Analytics: Access to real-time utilization data and analytics helps businesses understand space usage patterns, informing future office layout decisions and investments.
- Improved Health & Safety: During the pandemic, it became pertinent that visitors minimize contact with office staff. Contactless booking mitigates the number of contacts a visitor has to interact with at check-in.
As you can see, office space management software can help you provide a more flexible workplace while also positively impacting your bottom line through more efficient use of your resources.
Costs & Pricing for Office Space Management Software
These platforms offer a range of functionalities designed to optimize the use and management of physical office spaces, from desk booking to space utilization analytics. Pricing and plans vary widely, depending on the features, scalability, and level of support you require.
To help you understand the pricing landscape, I've compiled the average price ranges for each plan level into a comparison table.
Plan Comparison Table for Office Space Management Software
| Plan Type | Average Price | Common Features |
|---|---|---|
| Free | $0 | Basic desk booking, limited space analytics, and community support |
| Basic | $5-10 per user/month | Desk booking, room reservations, basic analytics, and email support |
| Professional | $10-25 per user/month | Advanced booking, analytics, integration capabilities, and priority support |
| Enterprise | Custom pricing | Customizable features, full analytics suite, dedicated account manager, and 24/7 support |
When considering which plan to choose, you should assess both your immediate needs and potential future requirements. Opting for a scalable plan that offers room for growth can prevent the need for a disruptive platform change as your organization expands.
Frequently Asked Questions
Still wondering how office space management software can help you create a better workplace experience? These answers to frequently asked questions should set you straight:
How does office space management software work?
Office space management software automates many of the administrative tasks associated with managing a hybrid workforce. It allows employees to directly book meeting rooms, hot desks, and parking spaces, and enhances collaboration by improving visibility on who is in the office when. These solutions will also help you maximize space utilization across your real estate portfolio by identifying underutilized spaces that can be repurposed for better use.
Why is office space management important for hybrid teams?
In many ways, hybrid work represents the best of all worlds. Work from home when you need to focus. Pop into the office when you need to collaborate with the team. However, to make sure that hybrid work works, a little extra planning is required. The best office space management software systems automate the repetitive administrative tasks associated with a hybrid workspace management to ensure the configuration remains a win/win for everyone.
Most office space management software solutions provide the nitty-gritty functionality like direct desk booking and meeting room booking. But the best space management software platforms go above and beyond to also provide valuable insight into space utilization. They’ll help you identify underutilized spaces across your real estate portfolio so you can repurpose them.
How customizable are these software solutions to fit unique office layouts?
Most office space management software options offer a good level of customization to adapt to various office layouts and needs. These solutions typically allow you to map out your unique office space digitally, including different rooms and areas, so you can manage everything from desk assignments to meeting room bookings effectively. Some platforms will even allow for booking parking spaces and other unique or custom space types.
The degree of customization can vary between software, but many provide tools to tailor the software to your specific workspace configuration, ensuring it fits your organization’s unique structure and requirements. Always check with the provider to understand the full extent of customizable features to make sure it aligns with your needs. Details about customizability can be found in my specific reviews above.
Can these software tools track and report on space utilization over time?
Yes, many of these software solutions are designed to track and report on space utilization over time, and offer analytics and reporting features. These tools enable HR professionals and managers to understand how office spaces and resources are being used. This can include data on factors like:
- Peak occupancy times
- Frequently used meeting rooms
- Underutilized areas
By analyzing this data, you can make informed decisions about space planning, identify opportunities for optimization, and improve overall workplace efficiency. It’s a valuable feature for strategic planning and ensuring your office space meets your team’s needs.
How do these solutions manage conflicts in booking resources like meeting rooms?
Office space management solutions typically handle booking conflicts through real-time availability checks and automatic conflict resolution mechanisms. When someone tries to book a resource like a meeting room, the system immediately checks for prior reservations. If a conflict arises, it either prevents the booking or suggests alternative times or resources.
Some tools also offer waiting lists or priority booking features for high-demand resources, ensuring fair access and efficient utilization of office amenities. Other tools have access controls to differentiate which employees can book which types of spaces. This streamlines the booking process, making it seamless and conflict-free for all users.
What's the difference between office management software and office space management software?
The key difference between office space management software and office management software are in their primary functions:
Office Space Management Software: This is specialized in managing the physical space within an office. It includes features for space allocation, desk booking, conference room scheduling, tracking space utilization, and planning office layouts. It’s used to optimize how the office space is used.
Office Management Software: This focuses on overall office operations, including tasks like employee scheduling, communication, task delegation, document management, and office workflows. It’s designed to help manage day-to-day administrative activities in an office.
Office management software is for operational workflows, while office space management software handles the physical office environment.
Other Resources
Curious about the difference between hoteling vs. hot desking? Or eager to learn more about the best hot desk booking software? Look no further, because People Managing People has you covered there too. This list of the best hot desk booking solutions is full of solid options to alleviate the hassles of booking sharable workspaces.
Final Thoughts
78% of workers say they prefer a hybrid workspace. Effective office space management makes it easy to balance the needs of remote employees, in-office employees, and everyone in between by automating the tedious administrative tasks associated with desk booking and meeting room booking.
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