Integrated Workplace Management System (IWMS) software can provide a wealth of advantages for government agencies including improved productivity, greater operational control over facilities, and real estate portfolio cost savings. When selecting an IWMS solution, it’s important to consider the features and benefits that are unique to your organization.

We’ll explore these benefits and essential features, including the cost-saving potential of an effective system. Plus, we’ll provide tips on how to choose the right IWMS software for your agency needs — to help you get the most out of your investment.

Overview of government IWMS software

Government IWMS software provides agencies with an effective and efficient way to manage their real estate, facilities, and workplace needs. An IWMS platform combines all the different elements of facility management into one comprehensive system. This enables government agencies to track and analyze data related to asset management, space planning, lease management, reservations and room assignments, move management, building maintenance, floor plans and other aspects of facility operations.

With access to accurate data on your property assets, you can manage the costs and improve the overall efficiency of your operations more effectively. An IWMS system can also help reduce downtime by automating processes, such as lease expirations or equipment repairs.

Furthermore, it can enable government agencies to better monitor employee utilization rates for each area of the organization to optimize workspace occupancy levels while still meeting user needs.

The features and capabilities offered by IWMS solutions vary widely depending on the type of system you choose. Most systems will include:

  • Tools for tracking assets throughout a facility
  • Creating detailed floor plans
  • Setting up reservations
  • Scheduling employees’ moves within a building
  • Monitoring workplace utilization rates
  • Tracking leases and lease expirations
  • Managing inventory levels
  • Creating accurate reports on key performance metrics
  • Integrating with existing enterprise systems, such as ERP (Enterprise Resource Planning) or accounting software packages
  • Providing data security measures to protect sensitive information from unauthorized access
  • Offering cost savings through improved energy efficiency measures at your facility

By using an effective IWMS solution, government agencies can eliminate many manual methods of managing workspaces. They can help reduce energy bills via the system’s analytics capabilities. You may also be able to reduce long-term costs associated with leasing new properties or managing current leases more effectively thanks to increased visibility into all aspects of your real estate portfolio.

It’s important to consider all the essential features required before making any decisions about the right provider, especially if your goal is to manage multiple locations.

The benefits of using IWMS software for government agencies

IWMS systems provide real-time data on facility maintenance and performance, enabling better decision making. It also facilitates effective asset management and space utilization, allowing governments to reduce costs associated with real estate.

Moreover, IWMS systems improve collaboration between departments within an agency by providing a centralized platform for file storage that can be accessed remotely from any device or location.

Finally, IWMS systems allow you to streamline the reservation process for rooms or locations – saving time and money.

10 must-have features for IWMS software for the government

Government agencies are increasingly integrating IWMS software into their operations to streamline facility management and increase operational efficiency. To ensure the best value for money, there are several features that must be taken into account when selecting the right platform for government use.

  1. Space management. Every square foot of space in government facilities is important. Facility managers need a top-down view that allows them to see which spaces are static, which are dynamic, and which offer flex potential, so they can manage the sum of facilities appropriately.
  2. Emergency preparedness. Government facilities are beholden to strict emergency preparedness. IWMS software enables emergency planning for everything from inclement weather, to threats of violence, to facility failures, and beyond. Moreover, it makes these plans accessible to everyone who needs them. It’s easy to update, disseminate, and train against these materials when they live alongside floor plans and other facility data.
  3. Lease management. Government facilities are taxpayer funded, which means maximizing ROI (Return on Investment) and value. Lease management tools help ensure taxpayer dollars are spent wisely, and that the facilities they’re funding deliver value to the communities they serve. At a higher level, IWMS brings a broad perspective to portfolio management across all government buildings within a certain jurisdiction.
  4. Fleet and asset management. Here again, government assets are the result of taxpayer dollars. It’s in the best interest of municipal building managers to keep track of assets and fleets in a way that shows upkeep, cost, ROI, utilization, and other important metrics that justify continued investment or new investments. This is important for everything from budgeting to cost-benefit analyses that may eventually become public information.
  5. Sustainability tools. Sustainability is paramount in government facility management. From energy conservation to recycling programs and waste management, IWMS platforms provide tools to ensure efficiency. They’re also instrumental in providing evidence-based insights into the efficacy of such programs. Combined with BIM (Building Information Modeling) and other modeling tools, sustainability metrics are part of next-gen building governance.
  6. Wayfinding tools. There’s an indisputable need for wayfinding in government buildings. An IWMS is central to a myriad of wayfinding integrations—everything from interactive facility maps to employee directories, to point-by-point directional apps. IWMS lends facility context to wayfinding, to make it more robust and versatile. This is vital for municipal facilities large and small alike.
  7. Move management. Government facilities aren’t as static as they’ve historically been. In fact, the shift to more dynamic spaces has resulted in no small amount of relocation within buildings. Then move management tools within an IWMS help bring fluidity to agility, and unlock the utility of spaces that might otherwise remain closed-off or static. It’s also an important consideration during periods of remodeling or improvement to facilities.
  8. Hoteling and room booking. Private space is essential in a municipal setting. Employees need an opportunity to book space and reserve rooms they can use uninterrupted. Hoteling and room booking are a fundamental part of IWMS usage in government buildings, and the gateway to maintaining privacy and confidentiality when people are on the move.
  9. Access control systems. Most municipal facilities already have some form of access control. IWMS brings that control into a single system that makes managing it simpler. Whether it’s badging and ID passes or more advanced biometrics, IWMS is instrumental in creating accessibility for those who need to and restrictions against unwanted access.
  10. Maintenance management. Government buildings face significant need for maintenance, upkeep, and restoration given their age and rate of use. Orchestrating maintenance tickets and service logs is a fundamental must-have from an IWMS, and an important part of keeping facilities safe, accessible, useful, and clean.

How to choose the right government IWMS software

The best government IWMS software will include a majority of these 10 features—if not all of them. And even if you don’t need or use them all, it’s still vital to have them. Municipal buildings are still evolving and will continue to evolve alongside other traditional workplaces. As they do, more and more of these features will become relevant to facility managers. It’s best to get familiar with them now.

To ensure you select a system that is tailored to your specific requirements, take the time to read customer reviews and research providers. Consider features such as asset management, space utilization, energy management capabilities, sustainability tracking, and emergency preparedness tools before making a purchase. Allow greater control over your operations while providing long-term cost savings.

First, governments need to assess unique requirements and determine what features and functionalities are most needed. This includes evaluating all the features to isolate the ones most important to you. Once these have been identified, then governments can shortlist potential providers.

The next step is comparing vendors. It’s important to ensure good value for money when selecting an IWMS system – looking at both short-term costs such as implementation and installation fees as well as long-term costs associated with ongoing support or upgrades. Governments should also research the customer service offerings of potential providers – understanding how problems will be addressed quickly if they arise – before making a final decision.

It’s also important to look at user reviews of each vendor to gain real feedback from those who have used the product or service before committing to purchase it. This can provide insight into how well the system works in practice as opposed to theory.

Additionally, security should not be overlooked when selecting an IWMS platform – governments should check that any data stored is encrypted using industry best practices and that all compliance regulations are met, such as FedRAMP, SOC2, GDPR (General Data Protection Regulation), and others.

By following these steps, you can be confident you’re picking a platform that meets your needs while providing cost savings over the long term.

 

What will the workplace of tomorrow look like for government organizations? Join us at Flex/23 D.C. to discover how Archibus is built to support the unique needs of these vital services

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Jonathan writes about asset management, maintenance software, and SaaS solutions in his role as a digital content creator at Eptura. He covers trends across industries, including fleet, manufacturing, healthcare, and hospitality, with a focus on delivering thought leadership with actionable insights. Earlier in his career, he wrote textbooks, edited NPC dialogue for video games, and taught English as a foreign language. He holds a master's degree in journalism.