PLANON SPACE & WORKPLACE MANAGEMENT. For a modern workplace strategy

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1 PLANON SPACE & WORKPLACE MANAGEMENT For a modern workplace strategy

2 Planon s Space & Workplace Management solution includes: Space Management Workplace Management CAD Integration Meeting Room Management Kiosk Solutions and Apps The world of business constantly changes and only the most flexible organisations can be successful in the long-term. Mergers and acquisitions, changing roles and rapidly evolving information and communication technology have a clear impact on how organisations work. Employees typically spend only 30% of their time at a fixed workspace. As a result many organisations retain more than twice the office space they actually need. With a typical workspace costing c. 10,000 annually, there is a clear opportunity for cost reduction. The Planon Space & Workplace Management solution facilitates the implementation of efficient space management processes and innovative workplace concepts that are in line with the changing needs of today and tomorrow s organisations. Move and Change Management 2 PLANON SPACE & WORKPLACE MANAGEMENT planonsoftware.com

3 SPACE MANAGEMENT: OPTIMISE THE USE OF SPACE CoreNet Global research shows that on average only 45% of available office space is used effectively. With the more efficient use of space, there are significant opportunities for cost saving. The Planon Space Management solution helps organisations realise these savings by managing, monitoring and even predicting the use of space for an organisation s real estate portfolio. Analyse current and future use of space and avoid costly vacancies. Match the available space to the needs of departments and tenants. Charge costs accurately to the right cost centre, department or tenant. Integrate existing AutoCAD drawings into the accommodation process. Perform surface analysis based on industry-specific standards. WORKPLACE MANAGEMENT: REALISE SAVINGS WITH INNOVATIVE WORKPLACE CONCEPTS Recent research shows that knowledge workers typically spend no more than 30% of their time in a fixed workspace. The Planon Workplace Management solution enables organisations to leverage the full potential of using workplaces more efficiently through controlled processes to provide greater flexibility. Show which workplaces are available for short-term reservation or shared use. Allow employees to reserve a workspace easily through their smartphones. Analyse the actual occupation of workplaces and schedule support services such as cleaning and maintenance accordingly. Make savings through more efficient use and management. Provide the organisation with appropriate workplaces for the organisation s needs. CAD INTEGRATION: INTEGRATE DRAWINGS AND SPACE MANAGEMENT Reliable insight into the actual use of space is required to plan and execute space management and internal relocations efficiently. This information is often stored in different locations and document types, making it difficult to get a holistic overview. The Planon CAD Integration solution enables the integration of existing CAD drawings into the Planon solution. This provides both graphic and alphanumeric data for the use of space, relocation projects and accommodation processes. Easily visualise floor plans, space usage, vacancies, flexible workspaces, escape routes, technical information, inventories and dimensions. Import CAD drawings into the Planon database initially or periodically (when modified) without the need for an AutoCAD licence or any AutoCAD training. Meeting room utilisation September Executive room (20 seats) Conference room (30 seats) Conference room (80 seats) Auditorium Project room A (8 seats) Project room B (8 seats) Project room C (18 seats) Project room D (20 seats) Video Conferencing Legal (8 seats) Video Conferencing Sales (8 seats) Occupancy meeting rooms September planonsoftware.com PLANON SPACE & WORKPLACE MANAGEMENT 3

4 Plan, analyse and assess multiple accommodation scenarios in AutoCAD and import the selected scenario into the Planon solution. Make CAD drawings available to your employees via your intranet. Use CAD drawings in combination with Planon Apps to find and reserve a free desk or meeting room. MEETING ROOM MANAGEMENT: IMPROVE THE OCCUPANCY RATE Optimally leveraging the capacity of meeting rooms, project spaces and bookable facilities will provide the business with the highest return on these assets. The Planon Meeting Room Management solution improves occupancy rates and provides your employees with efficient access to meeting rooms and the associated support facilities. Enable employees to reserve meeting rooms (and book catering or AV equipment) via Planon s Self-Service web portal or with Planon Apps. Benefit from standard integration with Microsoft Outlook, so that employees can access all of the familiar meeting booking tools. Optimise the use of meeting rooms and project spaces through detailed analysis and reporting features. Integrate your building management system with this solution to control meeting room lighting and climate control automatically and reduce your energy cost and consumption. Automatically chargeback the cost for using the meeting rooms and services (including no shows ) to the relevant department or cost centre. Space stacking analysis London, Columbus Square Fourth floor m m m 2 Third floor Second floor First floor Ground floor 800 m m m m m m m m m m m m m 2 Sales (3.750 m 2 ) Services (3.050 m 2 ) Finance (2.200 m 2 ) Facilities (2.950 m 2 ) Flexible space (1.500 m 2 ) Vacant (1.550 m 2 ) Stacking & Blocking-analysis planonsoftware.com PLANON SPACE & WORKPLACE MANAGEMENT 4

5 KIOSK SOLUTIONS AND APPS: IMPLEMENT ALTERNATIVE WORKING PRACTICES Flexible workplace concepts require an easy to use booking system. The Planon Kiosk Solutions offer intuitive applications that enable employees to find and reserve a workspace that matches their requirements. Planon Apps provides further functionality that enable employees to use their smartphone to search for meeting spaces or workspaces that they can reserve or use. These Planon solutions encourage operational efficiency and allow maximum flexibility in using workspaces and meeting rooms. Enable employees to scan a QR code or an RFID tag to use a workspace or meeting room. View CAD drawings or find colleagues with Planon Apps. Enable employees to report incidents or maintenance requests easily via their smartphone. Access administrative information in the Planon software for charging costs, analysis and reporting. Benefit from integration options with building management systems, safety systems and sensor technology. MOVE AND CHANGE MANAGEMENT: ENABLE MAXIMUM CONTROL OF MOVES Relocations are costly and can easily disrupt an organisation s key business. Whether it s relocating one person, a department or the whole organisation, the Planon Move and Change Management solution guides the project from start to finish ensuring minimum disruption to day-to-day operations. Manage the entire relocation process from a single central platform and guarantee a plan-based, integrated approach. Register corporate assets when new employees are hired and ensure that they are returned when employees leave. Track estimated costs, tasks to be executed, the number of employees and timelines to predict the required assets. Manage internal or external moves and coordinate and monitor all key aspects. On completion of the project, generate an up-to-date and detailed cost overview for charging costs or benchmarking purposes. Flexible workplace utilisation per day year to date Monday Tuesday Wednesday Thursday Friday Saturday Sunday Booked Used Available Occupancy flexible workplaces per day 5 PLANON SPACE & WORKPLACE MANAGEMENT planonsoftware.com

6 Planon Space & Workplace Management is one of the five solutions in Planon s Integrated Workplace Management Solution: Planon Universe. These ready to use Planon solutions encapsulate over 30 years of experience combined with leading market standards which together enable Planon to deliver, manage and maintain proven solutions, that are characterised by: A home grown integrated by design solution based on a single source of the truth Future-proof solutions that evolve with your organisation Globally standardised software that allows for local customisation Fast, ready to use processes to deliver valuable management information Experience, knowledge and market standards combined in one integrated solution planonsoftware.com With over 30 years of facilities management experience, Planon is the leading global provider of software that supports organisations who aim to optimise workplaces, services and assets. Planon delivers innovative software, proven best practices and professional services that increase workplace productivity and cost efficiency. Planon s software is in-house developed and all components are fully integrated to deliver reliable management information. Gartner the leading independent technology research organisation has consistently rated Planon as a global leader in their Magic Quadrant for Integrated Workplace Management Systems (IWMS). Planon has implemented its comprehensive solutions for over 2,000 clients, supported by offices around the world. To learn more about Planon s IWMS software visit planonsoftware.com or follow us INTERNATIONAL Tel.: info-int@planonsoftware.com CANADA Tel.: info-ca@planonsoftware.com HONG KONG Tel.: info-hk@planonsoftware.com THE NETHERLANDS Tel.: info-nl@planonsoftware.com AUSTRIA Tel.: info-at@planonsoftware.com FRANCE Tel.: info-fr@planonsoftware.com INDIA Tel.: info-in@planonsoftware.com UNITED KINGDOM Tel.: info-uk@planonsoftware.com BELGIUM Tel.: info-be@planonsoftware.com GERMANY Tel.: info-de@planonsoftware.com SINGAPORE Tel.: info-sg@planonsoftware.com UNITED STATES Tel.: info-us@planonsoftware.com