5 Company Space Management Problems That Can Be Solved With Automation

5 company space management problems that can be solved with automation | bookafy


Space management is a common challenge for many companies. Many businesses struggle with maximizing their space to improve workflow and productivity from planning to structure and utilization. However, while organizations adopt different mechanisms for efficient space management, often, they leave out a critical factor—automation. 

Rather than manual space management tactics, automation is an excellent way to save time, cut costs, and manage organizational space efficiently. Therefore, companies must go beyond manual planning to invest in excellent space management tools. 

This article examines companies’ five common space management problems and how automation can help. 

Let’s dive right in. 

What Is Space Management? 

Space management is how you plan, manage, and control your physical space. It involves tracking how much physical space you have, developing strategies to utilize and manage the available space, and more. 

Space management is critical for companies because it’s the basis for many organizational operations. For example, it determines employees’ structure, efficiency, productivity, and creativity. 

Common Space Management challenges & How Automation Helps

There are five major space management problems many companies face. Thankfully, these challenges can be solved by adopting specific automation tools. Let’s discuss them below: 

Parking Management 

A significant challenge many organizations face in space management is vehicle parking management. Many companies struggle with creating enough parking space for their staff. Also, they find it daunting to manage and track the parking system, leading to traffic congestion, delay, and disorganization. 

Consequently, it hampers workers’ efficiency and output. First, they are exhausted from traffic and delay from seeking available parking spaces and finding the right spot. Consequently, their concentration reduces from constant worry about vehicle safety. 

Companies can combat this challenge by adopting a parking management system. The parking management system automates the process to eliminate traffic. It enables an intelligent parking system that allows employees to book their parking space before arrival.

This feature lets workers plan their journey before they get to work, eliminating delay.  A parking management system informs workers of available parking spaces and if they should opt for alternative parking lots. 

Also, parking management tools facilitate allocation management. You can select a parking system that depicts how you would like to allocate parking spaces. For instance, if you’d like to prioritize the parking lots for specific employees based on the distance of their location, a parking management software can evaluate booking requests to optimize the parking spaces for these employees. 

It also minimizes obstructive parking and theft because the parking management software automates the parking arrangement to prevent obstructions. Also, workers will sign into the parking lot using their unique ID. Therefore, only authorized vehicles will access the parking lot, preventing vehicle theft. 

The parking management software automates the parking management system to simplify the management experience. It digitizes the entry and exit into the parking lot, preventing obstruction, maximizing space and enabling employees to drive freely in the facility. 

It also improves space allocation; employees can secure a parking space before arrival, improving the space management system. Therefore, parking management software is a must-have if you experience issues managing your parking system.

Space Planning 

It’s challenging for many companies to plan the right amount of space they need, especially when they are just setting out or during an expansion. They can’t visualize how much space employees’ will need to operate and move freely. Additionally, conducting an in-depth analysis of how the physical space will be used and who will use it can be challenging. 

However, automating the space planning process by adopting space planning software allows you to draw a comprehensive plan for the companies’ space. It will account for the potential uses of the area and how to structure the buildings to maximize the available space. 

You can visualize utilizing and optimizing the room for the best possible outcome. Also, it supplies accurate analytics to understand constraints and opportunities, enabling you to plan effectively. 

With space planning software, you can plan your facility space efficiently to prevent wasted space and organize the company’s structure to facilitate productivity. This helps to prevent congestion, underutilized space and other issues that result from ineffective space planning. What’s more? Automation also speeds up the planning process, saving time and producing the best results. 

Space Utilization 

Companies encounter challenges evaluating the amount of space that is being used and what is being wasted. Effective space utilization is essential because it boosts output. The more people can utilize the space in the building, the better the chances of higher productivity.

However, it’s daunting to maximize every space manually without a space utilization tool. It automates the procedure to calculate the company’s space utilization. In addition, it provides real-time space utilization data to monitor the occupancy level of your facility’s space. 

This empowers you to make smart space management decisions, including building a new structure and maintaining and developing new strategies to utilize the unused space. 

Generally, it optimizes employees’ experience. Effective space utilization improves the size, quality and functionality of your space. As a result, the staff can navigate the workplace environment conveniently and perform their responsibilities freely, increasing engagement and satisfaction. 

Space Optimization 

After successful space planning and utilization processes, many companies often have trouble optimizing their space. It therefore, becomes challenging to refine how the space is used or modify it for new development. 

While you can conduct space optimization manually, it’s time-consuming and produces less efficient results. However, automating the space optimization process by introducing optimization tools makes adjusting the company’s space easy and practical. With space optimization software, you can balance space types and reorganize with purpose. 

This allows you to maximize space to reach its full potential, eliminating wasted spaces, creating room for new operations, and redesigning to boost productivity. A space optimization system highlights all the factors involved in optimizing a space to achieve the desired objective.

Lastly, space optimization tools allow you to plan not just for your company’s immediate needs but for future space opportunities. Therefore, it gives insights into advanced possibilities of a space, allowing you to visualize how to make the most of your facility space for higher profitability. So, if you are stuck on how to enhance the company’s space for an optimized experience, the space optimization software is an excellent addition to your space optimization process. 

Room & Desk Arrangement 

Many organizations find it challenging to set the perfect room and desk arrangement for employees to explore their creativity and execute their roles without getting intom each other’s way. The right space management software can simplify this process through automation. It helps the company understand the type of workspace available, chart the ideal floor plan, and select appropriate furniture dimensions. 

You won’t have to worry about employees tripping over one another because space management software will help you structure the room and desk arrangement with the right proximity and density. So, by adopting an efficient space management software, you can facilitate the arrangement process and get the best insights on the correct floor plan and desking arrangement for employees’ convenience. 

The Perks Of Automating Your Company’s Space Management Process

There are several disadvantages to automating your business’s space management system. Let’s examine them below: 

It allows you to recognize the space you have and the space you need 

Planning the facilities’ space with space planning or other effective space management tools lets you know precisely the space available and what you need to run the company efficiently. It gives you answers to specific questions like how many rooms do employees occupy in your facility? Are there unused spaces? etc. These discoveries allow you to utilize and optimize the company’s space fully. 

You can plan before deployment 

Space management automation tools prevent errors at the final stage of building or restructuring facilities. They supply critical data to make the best decisions during space management, eliminating mistakes. It helps you to visualize obstacles, constraints and possibilities, allowing you to eliminate roadblocks to deliver outstanding space management procedures. 

Designers can review their actions when errors are identified during the visualization process to make necessary adjustments. The result is an enhanced space management process. 

It saves time and enhances productivity 

Automation streamlines repetitive and monotonous space management activities, saving time and enabling focus on other critical activities. Additionally, automation promotes an efficient space management system, creating the best environment for employees to produce optimal results. There would be enough room for workers to operate at their fullest, including an efficient parking management system that mitigates traffic and congestion. As a result, workers will experience a positive experience that maximizes time and increases workflow. 


Space management is a significant challenge for many organizations operating on-site. These problems range from parking management, space planning, utilization and optimization. It also includes room and desk arrangement. 

This article examines how these critical challenges can be solved with the right automation tools. Use the solutions discussed in this article to simplify your company space management activities.

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