Space management

What is meant by Space management?

The term “space management” refers to the systematic recording, organization and optimization of space within a company or organization. This can include office space, production halls, storage areas, agricultural land or outdoor facilities. The aim of space management is to make efficient use of existing space, reduce costs, plan resources and meet legal or operational requirements. It is a typical component of facility management, real estate management, agriculture or industrial planning processes.

Typical software functions in the area of “space management”:

• Area recording and classification: Digital recording and categorization of areas according to usage types (e.g. office, warehouse, technical area).
• Visualization using CAD/GIS integration: Display of floor plans, building structures and usage plans.
• Space allocation: Allocation of spaces to departments, cost centers or tenants.
• Occupancy management: Management of occupancy units, users and their workstations.
• Space optimization: Analysis of space utilization and suggestions for increasing efficiency.
• Utilization and cost analysis: Evaluation of space costs per unit or use.
• Cleaning and maintenance: Planning and documentation of space-related services.
• Interfaces to CAFM/ERP systems: Integration into existing facility management or business solutions.
• Utilization analysis: Determination and visualization of vacancies and utilization levels.
• Relocation management: Planning and implementation of relocations within the managed areas.
• Cost allocation: Allocation of space costs to cost centers or users.
• Reporting and evaluation: Creation of reports and graphical evaluations on space utilization.
• Reservation system: Management of temporary space utilization such as meeting rooms.

Examples of "space management":

• A company analyzes the occupancy rate of its office areas following the implementation of hybrid work models.

• A property manager digitally assigns commercial rental space and manages contracts and operating costs automatically.

• A manufacturing company plans an expansion of its production and simulates the required space needs.

• A municipality manages green spaces, playgrounds, and traffic areas digitally to optimize maintenance efforts.

• A logistics provider plans warehouse occupancy based on turnover rates and seasonal fluctuations.