A group of employees enjoy a cozy office set up thanks to workplace management.


Key takeaways

  • Workplace management involves organizing and operating a company’s physical workplace.
  • The benefits of effective office space management include increased productivity, cost efficiency, and better time management for employees.
  • ​​Some considerations for successful workplace management include accessibility, layout, sustainability, adaptability, infrastructure, and future planning.
  • In order to manage a workplace more efficiently, you need to embrace new technologies, give employees options in the office, and communicate with employees as much as possible.


Workplace management jobs are often filled with exhausting tasks. From developing a productive office layout to creating a visitor management system, you’ve got your hands full. Our guide will help you manage workplaces more effectively.

First, we’ll define workplace management. Then, we’ll go over the top three workplace management software systems and alternatives. Next, we’ll review the benefits of workplace management. Finally, we’ll provide you with tips on how to manage a workplace more efficiently.

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ButterflyMX Access Control CTA


What is workplace management?

Workplace management is the process by which companies create practical and functioning workspaces for both employers and employees. This space should increase productivity and personal satisfaction.

Workplace management can take on different forms, depending on:

  • The size of the building and office spaces
  • The number of employees
  • Regional location
  • Company culture
  • Current WFH (work-from-home) policies
  • The nature of a company’s work
  • Company size
  • Visitor policy
  • The workflow of employees
  • Hours of operation

The importance of workplace management training will likely vary depending on the common needs of a company. However, this training won’t be exhaustive of what different companies might expect from a workplace manager.


Who needs workplace management?

Organizations with physical workspace in their building — such as office space or a lobby — can benefit from workplace management.

Additionally, workplace management software translates well to visitor management tasks. This means that your workplace management system can also help organize and verify visitor credentials as they enter.


Why is workplace management important?

Workplace management is important because it creates an environment that promotes productivity and comfort for employees. Without adequate management, there is potential for little direction, flexibility, or organization.


What is the benefit of workplace management?

The benefit of workplace management is a system that promotes productivity within a company’s internal management.

Benefits of workplace management include:

  • Employee well-being. Workplace stress is at an all-time high. But, a well-organized and accommodating office environment can do wonders to make employees feel comfortable.
  • Security. This includes the obvious: that employees are physically safe from potential office dangers such as fire hazards and tripping. However, it also includes the not-so-obvious, such as cybersecurity. Workplace managers ensure that an office is running on fast and secure WiFi.
  • Better communication. Effective workplace management results in employees communicating clearly and efficiently with one another.
  • Improved organization. An organized environment always leads to higher productivity.
  • Office costs. A well-managed workspace cuts down on operating expenses across the board.
  • Time management. Workplace managers handle everything that isn’t part of an employee’s job duties. For example, they make sure the kitchen is stocked with towels, thus allowing employees to focus on their work.


workplace management


Top 3 integrated workplace management software & alternatives

As modern companies navigate the complexities of fostering a collaborative work environment, along with working with flexible schedules, and diverse teams, the need for robust management software becomes increasingly valuable.

Here are our picks of the three best workplace management software platforms and alternatives:

  1. ButterflyMX
  2. IBM
  3. Accruent


1. ButterflyMX

The ButterflyMX video intercom and front desk station is a robust alternative to a workplace visitor management system that streamlines workplace visitor management. ButterflyMX empowers you to manage visitor access right from your office’s front desk — or from anywhere else in the world.

Here’s how ButterflyMX streamlines workplace visitor management:

  • Streamline workplace communication. Speak directly to your visitors and staff for increased transparency and communication.
  • Enhance security. Authenticate guest access credentials and share live video with staff. As a result, this significantly reduces the risk of unauthorized visitors accessing your property.
  • Property management software integrations. Integrate your ButterflyMX intercom with property management systems for a unified and cohesive workspace.
  • Share virtual keys. Send temporary digital keys to guests, service providers, and delivery couriers.
  • Manage access from anywhere. Because the ButterflyMX software is cloud-based, you can monitor and grant access from anywhere in the world.
  • Live video feed. The ButterflyMX front desk station software allows you to monitor a live video feed of your property’s intercoms, so you always know who’s visiting your offices and can chat directly with them remotely.


ButterflyMX front desk station


2. IBM

IBM TRIRIGA software offers an integrated workplace management solution that allows you to manage portfolios and critical assets with a single platform.

The IBM workplace management platform offers benefits like:

  • Reduce maintenance costs. To reduce maintenance costs, automate your maintenance scheduling to preserve the quality of your assets.
  • Manage capital projects. Oversee project lifecycles, monitor budgets, and conduct risk analyses.
  • Identify energy management opportunities. Monitor and reduce energy consumption and emissions at your office.
  • Optimize your workspace. Capture floor plan images to maximize your space and improve efficiency at your workplace.


3. Accruent

Accruent offers integrated workplace management software that increases productivity and reduces costs for corporate environments.

Here’s what Accruent corporate management software provides:

  • Data-driven decision-making. Track KPIs, manage your real estate portfolio, and use reporting tools to stay on top of business goals and make transparent and informed decisions.
  • Centralize documentation processes. Access important documents like leases, accounting reports, and compliance regulations.
  • Boost productivity. Increase efficiency and gain valuable insights on performance metrics, budget optimization, and more.
  • Optimize your collaborative workspace. Receive insights on smarter space utilization and manage reservations for meeting rooms.


Discover the 5 best office automation products & software for your building:


What is the most important aspect of workplace management?

When analyzing a workplace management job description, it’s important to consider the unique values of your company.

Depending on the company, there are many important aspects of managing a workplace. For example, some companies will place more value on certain responsibilities over others.

Workplace management examples include being in charge of:

  • Security
  • Office layout
  • Comfort
  • Equipment (such as laptops, printers, pens, staplers, etc.)
  • Accessibility
  • Employee satisfaction
  • Restroom functionality
  • Kitchen stocking and functionality
  • Package management
  • Visitor management


Considerations for successful workplace management

Successful workplace management focuses on the following core categories:

  • Accessibility. There are two ways of looking at accessibility in the workplace: physical and technological. The first is physical accessibility, which involves making sure that the office is accessible to people with physical disabilities. The second is to ensure that all technology in the office is compatible with each other (such as computers being able to connect to printers).
  • Design and layout. Office furniture and workstations are your responsibility to purchase and organize for the workspace.
  • Sustainability. Ensuring that the workspace is environmentally friendly and eliminates needless waste is your responsibility. This can be as simple as installing recycling bins.
  • Adaptability. Employees’ needs can change overnight depending on restructuring that may occur within a company. Your goal is to meet their needs by adapting to these changes as soon as possible.
  • Infrastructure. This involves making sure everything from plumbing to electricity is running flawlessly.
  • Future planning. Change is always on the horizon, and a successful workplace manager is always anticipating what needs their office will one day have to meet.


Tips for more efficient workplace management

Highly efficient workplace management leads to a highly efficient company. In many ways, in order to be the best workplace manager, you have to be the best at everything.

However, that’s not realistic. Instead, pay attention to the following tips to improve every workspace.

Here are ways to solve common workplace management issues:


Embrace technology

The most useful tip for efficient workplace management is to incorporate modern technology into the role.

Workplace management technologies to consider are:

  • Workplace management software. A workplace manager’s job gets a whole lot easier when they use workplace management software to organize everything — from supply orders to the office layout. In fact, modern software can make planning a breeze with individualized spreadsheets and customizable categories.
  • Visitor management systems. Visitors to an office are typically a big distraction, as well as a potential security threat. Make sure to invest in an access control system, such as a video intercom, that doubles as a visitor management sign-in tool. With a cloud-based video intercom, you can remotely control which visitors come in and out of the building. What’s more, a modern access control system also features touchless entry, allowing employees to come and go without touching anything.
  • Package management systems. Depending on the company, they likely receive a high volume of mail. A package management system, such as a package room, secures packages in a room locked by a keypad. Employees with the correct access credentials can retrieve the package. Further, robust package rooms feature time-and-date stamped photo audits for every entry event, cutting down on package theft concerns.
  • Integrated workplace management systems. Also called an IWMS, this software helps workers optimize workplace resources. As a result, offices reach their highest ROI (or return on investment) potential of their real estate purchase.


Create options

Employees love having options, and by that, we don’t just mean plenty of snacks to choose from in the kitchen. However, there should be an abundance of snack and drink options at all times.

Work-from-home culture has become a trending topic that will likely never go away. In response, employees should be given the same options that they have at home.
Employees love having the flexibility to work from different places in the office. While an open floor plan doesn’t work for every company, ensuring that employees have plenty of comfortable spaces to sit aside from their desks is a must.



Our thoughts on the best way to manage a workplace and your thoughts on the best way to manage a workplace don’t actually matter.

Because your office employee’s thoughts on the best way to manage a workplace are what you need to prioritize. Often, the people who have to work in the office will have the best advice on how to manage it.

You should always listen to the needs of office employees and meet them to the best of your ability. Do employees dislike a certain drink that you keep stocked in the fridge? Stop buying it. Is the lobby couch not soft enough? See what the budget is to buy a new one.

Employees will often tell you exactly what they need to be productive. Conversely, be sure to communicate with your employees about all of the options available to them in the office.

Let employees know everything that you can do for them. Make sure they’re aware of all office guest policies.

And when ordering anything for the office, ask for feedback constantly. As long as employees don’t have to do the actual ordering, they’ll likely be thrilled that their opinion is valued.


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Nick Manzolillo

I'm a Rhode Island-based writer fascinated with real estate development, the inner workings of the real estate industry, and how real estate and technology blend together.

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