Evolving Space Management Practices – What’s coming next?

June 21, 2022

Space Management best practice and technologies stand still for no one. With the industry regularly developing new capabilities, it’s vital that organizations keep current with the latest advancements to ensure workplaces are meeting external pressures and internal demands.

There are several technologies gaining greater traction through Corporate Real Estate (CRES) such as Artificial Intelligence (AI) and Internet of Things (IoT) connected devices. Deploying proactive and reactive technology through facilities and apps for building users will forever alter the user experience and drive greater operational and strategic efficiencies.

Evolving Space Management – Building User Side

Presenteeism and fixed desk methodologies are, hopefully, dead. Yes, they will continue to have a place and they certainly do enable cost efficiencies deploying spaces. But, adopting agile and activity based working is a more effective deployment for employees to complete all the tasks with all the stakeholders associated with their workflow.

As desk assignment and fixed workstations become a smaller part of space deployment, building user friction will increase. If sitting in a new location, users will struggle, firstly, finding their location and, secondly, to orientate themselves on their surroundings. AI apps support employees to streamline and manage their days – think a pocket PA.

AI can quickly and easily guide their ‘boss’ to their booked space and help them when needed. Beyond that, AI can streamline an employee’s admin – from scheduling regularly occurring lunches with work colleagues to completing time sheets and document retrieval.

Additionally, employees can review environmental conditions where they are and adjust their micro-environment to better suit their personal preferences.

Evolving Space Management – Facilities Management Side

The proliferation of smart devices rages on – both in personal goods and for organizations.

In-industry, IoT devices automate data capture. Deployment is relatively easy with devices capturing a tremendous breath of information from building user movement to environmental performance including air quality, temperature and lighting. Further uses includes supporting strategic planning.

Smart Buildings

Retrofitting and designing facilities with smart capabilities will foster a better user experience, but, almost more importantly, will greatly decrease a building’s and organization’s carbon footprint.

AI is not a novelty built to do well at Go. It has practical, real-world applications that significantly adds value. AI fed big data sets and trained to look for opportunities will increase portfolio efficiencies – from real-time occupancy analysis shutting down unused floors reducing energy costs to supporting strategic planning through trend analysis.

Smart Devices Improving the Building User Experience

The deep data sets captured very easily through IoT devices creates a rich narrative on facility usage and environmental conditions.

In isolation, data will enable FM’s to identify trends and make changes as required. Pairing passive data capture with user perceptions on facility deployment will enable FM’s to accurately identify the cause-and-effect relationships impacting a building user’s experience. For instance, if building users relay their productivity declines from the mid-afternoon onwards, IoT sensors may capture that natural lighting reduces in that area of the building across those timeframes helping FM’s identify correlations for remediation.


Think Siri for facilities.

Chatbots are becoming more and more ubiquitous. By 2020, Business Insider predicts 80% of organizations will use chatbots.

And, with the increase in voice supported search – FM teams and building users will be able to simply talk to devices (desktops, mobiles and devices through facilities) to retrieve files, while guiding employees to their booked workstation.


Buildings and how they’re managed is rapidly changing, impacting FM’s. Facility Managers need to assimilate new practices adjusting processes to maximize the benefits that AI and IoT will enable. FM’s will derive operational and strategic benefits improving BAU and space planning. Conversely, the FM’s customer – building users – will also greatly benefit from capabilities.

Agile Working: The Complete Guide

Practically everything you need to know about implementing agile cultures in your organisation

Subscribe To The Changing Workplace