THE NEXT GENERATION OF IWMS - Facility Management Software ...€¦ · Software-as-a-service (SaaS)...

MADE FOR THE WORKPLACE. LOVED BY YOUR WORKFORCE.

THE NEXT GENERATION OF IWMS: PREPARING YOU FOR THE CONTINUAL NEXT

https://www.iofficecorp.com/


And in the timeless words of Charles Darwin, it’s not the strongest that survive, but the most adaptable.

Historically, facilities managers and

workplace leaders have used integrated

workplace management systems (IWMS)

to manage their real estate portfolios,

while striving to drive down the total cost

of ownership (TCO) of the workplace.

When it comes to the way we work and the technology we use, the pace of change

has never been faster — and it will only continue to accelerate.

Consider the fact that half of all companies on the Fortune 500 from 2000 are no

longer listed, and former Cisco Chairman John Chambers predicts 80% of today’s

businesses will no longer exist in 10 years.



While these systems may have been sufficient in the past, they are no longer enough

to keep up with the changing needs and expectations of the modern workplace.

They were primarily designed to manage buildings, not people.

IWMS was originally developed around five pillars:

Yet most of the IWMS solutions on the market

today were not built on this foundation.

Instead, each pillar competed for attention and

development dollars from the software vendors

that created IWMS solutions. What resulted

in most cases are large, foundationless, overly

complicated systems that metaphorically look

more like a leaning Tower of Babel than the sleek,

modern buildings they are meant to manage.

The hallmark of a modern, agile workplace

is the ability to choose how and where one

works. Ironically, workplace leaders are finding

themselves locked into rigid, expensive IWMS

solutions that don’t provide them with modern,

agile technologies that address the needs of the

modern workplace or today’s workforce.

Real Estate Management

Space Management

Capital Projects Management

Maintenance Management

EnvironmentalSustainability

The market demands a transformation — one that

recognizes how recent business and technology

forces have changed the workplace, which now

places employee experience at its center. In this

whitepaper, we’ll discuss how the workplace

technology landscape is shifting and why these

shifts demand a new model.





The concept of IWMS arose out of the need to connect

several related corporate real estate (CRE) functions

that were often managed in disparate, decentralized

systems. The goal was to streamline communication and

collaboration between CRE teams while driving down costs,

including space costs, lease costs, maintenance costs,

energy costs, etc.

Unfortunately, IWMS has driven up TCO in some cases due to the cost of

buying, self-hosting and maintaining these systems. Additionally, as the

workplace has evolved, it has become clear that this model has been slow

to adapt to several major shifts happening in the workplace.

WHAT HAS CHANGED?



Most traditional IWMS solutions capture basic

data on space occupancy. They tell you how many

workstations are assigned and how many are

unassigned in each office, allowing you to estimate

costs and plan moves. And in a traditional office

environment, that may have been sufficient.

However, many organizations are moving away

from assigned desks in favor of an agile work

environment. They are allowing employees to

work remotely more frequently, relying more on

contractors to fill talent gaps and encouraging

employees to move around the office throughout

the day depending on the work they’re doing.

While these are largely positive shifts, they also

mean more workstations are sitting empty even

though they appear to be occupied in an IWMS.

To more accurately depict costs in an agile

environment, workplace leaders need to use the

Internet of Things (IoT) devices and sensors to

capture true space utilization and automate

business processes.

It’s also important to remember that although

real estate is the second-largest expense for most

organizations, it’s only about 20% of total costs.

Traditional IWMS solutions leave the other 80% —

employee costs — out of the equation entirely.

JLL’s 3-30-300 rule states that for every square

foot of space, a company will spend $3 on utilities,

$30 on rent and $300 on payroll. This rule is a good

way to illustrate the impact each expense category

has on your company’s bottom line. While reducing

real estate expenses by 10% will yield a $3 return,

improving employee productivity by 10% will have

a far greater return in comparison, yielding $30.

All of this has resulted in CRE execs demanding a

move toward ABW that provides financial wins in

both domains, while also attracting and retaining

talent by providing flexible, agile workplaces.

SHIFT 1ASSIGNED SEATS > ACTIVITY BASED WORKING (ABW)





SHIFT 2While the intended goal of IWMS software was

to reduce expenses and streamline workplace

management, the technology has become

increasingly expensive and complex. These

systems have traditionally been built on-premise,

requiring significant IT investments and extensive

maintenance.

In the 2018 Verdantix Report, The Business Case

for Integrated Workplace Management Systems,

vendor data showed the cost of IWMS software

can range from $50,000 to $800,000 annually.

For a large organization hosting workplace

management software internally, the cost can be

even higher over time because updates typically

require a major IT overhaul. In an upgrade year,

costs can exceed $1.5 million.

Software-as-a-service (SaaS) solutions are

significantly less expensive to implement, manage

and maintain. Cloud-based software eliminates

many of the large, upfront capital costs involved in

deploying and updating it. It’s also much easier to

integrate SaaS solutions with other technologies,

which is essential to staying agile.

Additionally, the software development lifecycle

(SDLC) for most SaaS solutions is based on the

concept of continuous integration and continuous

delivery (CICD). What this means is that rather

than waiting for major release once or twice

per year from software vendors, CRE execs and

workplace managers can receive new functionality

quickly and incrementally over the course of time.

ON-PREMISE SOFTWARE >SOFTWARE-AS-A-SERVICE (SAAS)



SHIFT 3MANAGING BUILDINGS >MANAGING WORKPLACE EXPERIENCESTraditional IWMS solutions were created for

facilities professionals, not the workplace at large.

That was fine when a facility leader’s role was

primarily managing buildings, and employees didn’t

have many expectations of their workplace aside from

predictability and stability.

Today’s workforce looks very different than it did

even 10 years ago. Unemployment is at a 50-year

low, and many organizations are experiencing

talent shortages as a result.

The number of employees who voluntarily quit

their jobs has increased every year for almost the

past decade, nearly doubling from 22 million in

2010 to 40 million in 2018.

Alternative work arrangements are also more

commonplace, with 36% of U.S. employees now

working on a contract basis for their primary or

secondary job.



To do this, they are relying on digital

applications that create an engaging,

intuitive workplace experience. If

only there was a way to manage all

these applications with one simplified,

cloud-based platform…

Enter the integrated experience

management system.“Today’s workforce wants connected workplaces that offer flexibility, mobility and spaces customized for the work they are doing.

- Gartner, 2018 Market Guide for Integrated Workplace Management Systems

When employees can work anywhere they have an internet connection, they

expect more from their workplace. And as organizations become more diverse,

geographically dispersed and impacted by mergers and acquisitions, the ability to

collaborate and build trust has become more imperative.



The traditional IWMS has always integrated various

functions. While that “i” is a critical attribute, it is no longer a

differentiator. What is different today is the emphasis on the

workplace experience — the “X.” An integrated experience

management system (iXMS) is both a strategy and a solution

stack that respond to this new paradigm.

As a strategy, it’s about continually simplifying, optimizing and elevating

the workplace experience: both the employee experience (EX) and the user

experience (UX). The EX is all about your typical workforce employee, and one

of the core missions of iXMS is to provide that person with simple yet powerful

mobile solutions to make their workday a pleasant and efficient experience.

The UX is all about the workplace manager, and iXMS puts an equal focus

on making that person’s workday as easy and productive as possible by

empowering them with more simple yet advanced technologies that traditional

IWMS simply did not have at its disposal: things like better user interfaces,

artificial intelligence, virtual personal assistants, push analytics, etc.

WHAT IS iXMS?



As a solution stack, iXMS properly prioritizes space as the foundation to

everything else in workplace management, but it also expands well beyond

space and the other four pillars in IWMS. It is built on the principle that the

workplace is constantly evolving, and therefore, the iXMS solution stack is

designed to be flexible and to adapt easily over time.

For this reason, the basis of an iXMS is 100% cloud-based software that

reaches to the edge of cloud computing. iXMS is not on-prem. iXMS is not an

on-prem solution that has been put into the cloud. iXMS is 100% cloud-based

software that is built in the cloud from its inception.

Central to this system is the ability to connect people, places and things —

the foundation for driving positive business outcomes. This gives workplace

leaders the ability to measure key metrics essential for success, such as

space and asset utilization.

This system can easily integrate with other workplace applications, allowing

business leaders to simplify their technology stack and streamline workflows.

An iXMS is built to unify workplace leaders and employees,

meeting the needs of both and creating a continual feedback

loop between them. It includes mobile applications that

empower employees to interact with their workplace

and access everything they need to be productive.



CONNECTA modern, digital workplace relies on easy connectivity. To truly understand and reduce

the TCO of the workplace, leaders first need full visibility into the relationship between

their real estate, spaces, assets, maintenance, projects, sustainability and employees.

As a native cloud-based software, iXMS makes it easier, quicker and cheaper to connect all of these

workplace elements into one solution. As a native cloud-based software, iXMS also makes it easier,

quicker and cheaper to connect users to new functionality and technologies without the expense or

disruption of traditional on-prem upgrades.

S IMPL I FYiXMS prioritizes experiential simplicity over technological complexity. Rather than trying

to be all things to all people (and in the process creating that aforementioned leaning

Tower of Babel), iXMS focuses on keeping things as simple as possible. The user interface

for both a workplace manager and for a typical employee alike must be simple, elegant, mobile, easy-to-

use and require minimal training, if any at all.

INTEGRATEiXMS obviously maintains that internal integration is critical: space managers, real estate

managers, move managers, service and maintenance managers must all collaborate and

work within one, simple solution, whenever possible. But iXMS places equal importance

on standard integrations to other systems like finance, ERP, CAD/BIM, IoT devices and sensors, BMS

and even other legacy IWMS systems. iXMS is about productized integrations that can be easily

purchased in a Marketplace and rapidly deployed.

Finally, an iXMS allows for ongoing optimization with continual data collection using

IoT devices and sensors and other solutions.

Here’s a closer look at the five main objectives

an iXMS achieves.



ANALYZEWorkplace leaders need more than just static, tabular reports. They need rigorous and

flexible analytics that push alerts to them automatically so that minor problems don’t

become major catastrophes. They need smart technologies that can see trends in their

CRE and workplace data that the human eye cannot detect in simple lists and bar charts. They need

to know if the spaces they are building are attracting, retaining and grooming talent and, therefore,

positively impacting business performance. Therefore, powerful analytics that leverage big data in

order to predict future trends and actions are a must with iXMS and not a nice-to-have.

OPT IMIZEWith the advent of artificial intelligence, virtual personal assistants and machine learning,

the workplace will continue to evolve over the coming years with regards to how we build,

manage, utilize and experience it. iXMS is designed to leverage these nascent technologies

that will help workplace managers optimize how we design and reconfigure our facilities. And although

we are not entirely there today, we anticipate that iXMS will leverage these technologies to automate

the optimization of buildings and spaces.





iXMS is not one standard software system, but

a flexible framework with infinite potential. It’s

a way to unify many digital applications into

one platform. It’s a 100% SaaS, multi-tenant

platform, allowing for continuous integration

and delivery. Updates are released continually

by the provider, rather than every six months to

a year. This creates scalability while eliminating

the need for expensive upgrades.

It’s built to fit the needs of your workplace

and expand as your organization grows.

It can solve one specific challenge, or

completely transform the way

your company operates.

AN INF INITE UNIVERSE



3 COMPANIES, 3 UNIQUE iXMS DEPLOYMENTS

“

McKesson Adopts A Digital Workplace

The Challenge: Large healthcare company McKesson was using

58 different apps and software systems to manage its facilities, IT

and HR functions. This made it nearly impossible to uncover a single

source of trusted workplace data and analyze it to make property

management decisions.

The Solution: The iOFFICE team used an open API to connect the

company’s space management software to iOFFICE’s centralized

platform for managing room reservations, mail and visitors. This

enabled employees to shift from assigned seats to hot desking,

improving space utilization significantly. It also allowed the company

to create user-friendly dashboards visible to all departments.

The Result: McKesson reduced total costs of ownership by floor,

simplified its technology stack and improved response times to

service requests.

It’s not just an FM tool anymore. HR can use this for headcount planning. Risk Management can better look at our assets, and we can send work orders to our third-party providers. iOFFICE has allowed us to be more efficient and collaborate across the board.

- Sarah Baldi, VP of Global Workplace



Ultimate Software Connects Colleagues With Wayfinding

The Challenge: Ultimate Software consistently ranks among the lists

of Best Workplaces. But with numerous offices and an increasingly

mobile workforce, employees needed an easy way to find spaces

and colleagues.

The Solution: Ultimate Software implemented the iOFFICE

Hummingbird mobile app for wayfinding and service requests.

Employees can find their way around the office using digital floor

plans that always stay up to date. They can find a person, a room or

any other location within the office. And they can request service if

something is broken.

The Result: Employees are more connected, allowing for easier

collaboration, and the facilities team can fulfill service requests

more efficiently.

It’s been incredible. We see the impact from employees being able to find their way around and collaborate with each other more.

- Yitsy Montano, Campus Programs Manager“




NELSON Worldwide Creates Welcoming Office Environment

The Challenge: As a trusted architecture and design firm, it’s critical

for NELSON Worldwide to create a welcoming environment for

employees and visitors. Its original office building was located above a

pizza shop, and there was no way to manage visitors or

maintain security.

The Solution: When NELSON moved its corporate office into a large

shared building in downtown Philadelphia, it implemented iOFFICE

for visitor management and wayfinding. Now when visitors arrive,

they sign in through a digital system and can easily find people and

rooms with a large wayfinding display in the lobby.

The Result: Visitors feel safe and welcome from the moment

they arrive.

Security has really improved because we no longer have solicitors or unexpected guests. The only visitors we’re going to get are the ones we expect.

- Amy Leigh Hufford, Interior designer


“



A SWOT analysis can help your

organization identify your strengths,

weaknesses, opportunities and

threats, creating a roadmap for

digital transformation.

Here are 10 questions you can ask to help

you determine where your company’s

strengths and weaknesses lie:

EVALUATING YOUR WORKPLACE TECHNOLOGY NEEDS Digital transformation is a top priority for over two-thirds of enterprise and small-

medium companies, according to the latest TechTarget survey.

Is our company’s data remotely accessible to

the appropriate individuals but also protected

by user-level permissions?

How easily can our IT infrastructure be updated

to incorporate new software or applications?

Are our core business systems hosted on-

premise or in the cloud?

Do our processes and technological investments

support the mobility and agility of the workforce?

Is our company’s data secure from external

and internal threats such as cybercrime and

employee theft?

Do employees appreciate the processes and

technologies in the workplace or do they find

them to be frustrating?

How many different software platforms does

the average employee have to use throughout

the day?

Do our primary software solutions

communicate with each other?

Does our existing technology stack enable

data-driven decision-making?

How easily can we update our workplace

technology to meet our changing needs?

Of the more than 600 IT

professionals who responded to

the survey, nearly 70% said their

workplace was in some phase

of digital transformation, and

nearly half (46%) had formal

projects underway.

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The opportunities to reduce costs, improve employee engagement

and productivity and improve processes using new technology are

virtually limitless. Greater automation, predictive analytics and new

ways of collecting data from IoT will continue to transform the way

we work.

Gartner predicts that over the next several years, the greatest competitive advantage for 30% of organizations will come from the workforce’s ability to creatively exploit emerging technologies.

No matter what the future holds, iOFFICE will ensure your workplace

is prepared for it. We have the technology and expertise to connect

your people, places and systems to help you create a workplace that

grows with you.

THE FUTURE OF WORKPLACE TECHNOLOGY

BE READY FOR THE CONTINUAL NEXT WITH START YOUR FREE TRIAL.

SCHEDULE TODAY


https://www.iofficecorp.com/free-trial



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