Choosing the Right IWMS Software: A Guide for Facility Managers

Choosing the Right IWMS Software: A Guide for Facility Managers

As a facility manager, having the right tools and technology to manage your facility effectively is crucial. One such tool that has become increasingly popular in recent years is Integrated Workplace Management Systems, and it is designed to help facility managers streamline their operations, improve efficiency, and enhance the overall management of their facilities.

Typical platforms are comprehensive solutions combining various functionalities, such as space management, maintenance management, real estate management, and environmental sustainability, into one platform. With IWMS, facility managers can have a holistic view of their facility and make data-driven decisions to optimize resources, reduce costs, and enhance the overall workplace experience.

Understanding the Benefits of an IWMS Platform

Adoption can bring numerous benefits to facility managers. First and foremost, it provides a centralized platform to manage all aspects of facility operations. This means facility managers no longer have to rely on multiple systems or spreadsheets to keep track of different processes. All relevant information is in one place, accessible anywhere, saving time and effort.

Another significant benefit is the ability to automate routine tasks. Facility managers can set up workflows and processes within the software to automate tasks such as work order generation, asset tracking, and preventive maintenance scheduling. This automation saves time, reduces the risk of human error, and ensures consistency in operations.

Furthermore, a comprehensive IWMS enables facility managers to generate real-time reports and analytics. They can track key performance indicators (KPIs), monitor resource utilization, and identify areas for improvement. These insights help facility managers make informed decisions, allocate resources effectively, and optimize the overall performance of their facility.

Key Features to Consider When Choosing an IWMS Platform

Considering the key features that will best meet your specific needs is essential. Here are some important features to consider:

  1. Space Management: Look for a platform that offers robust space management capabilities. This includes features such as floor plan visualization, space utilization tracking, and occupancy management. Effective space management can help optimize space allocation, improve workplace efficiency, and ensure compliance with occupancy regulations.
  2. Maintenance Management: A critical aspect of facility management is maintenance. Comprehensive maintenance management features include work order management, preventive maintenance scheduling, and asset tracking. This will help you streamline maintenance operations, extend the lifespan of assets, and reduce downtime.
  3. Real Estate Management: If your facility includes leased spaces or multiple locations, consider a solution that offers real estate management capabilities. This includes lease management, rent calculation, and portfolio analysis. Real estate management features enable facility managers to effectively manage leases, analyze costs, and make informed decisions regarding their real estate portfolio.
  4. Environmental Sustainability: In today’s environmentally conscious world, sustainability is a top priority for many organizations. Look for a software solution including energy management, carbon footprint tracking, and sustainability reporting. These features can help you monitor and reduce energy consumption, assess your facility’s environmental impact, and comply with sustainability regulations.

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Factors to Consider When Selecting the Best IWMS Software
for Your Facility

Several factors to keep in mind include:


  1. Scalability: Will it be able to accommodate your facility’s future growth and changing needs? Ensure the software can handle more users, increased data volume, and additional functionalities as your facility expands.
  2. Integration: Evaluate the compatibility and integration capabilities of the IWMS software with your existing systems. It should be able to seamlessly integrate with other software solutions such as accounting systems, HR systems, and building automation systems. This integration will enable data sharing and eliminate the need for manual data entry.
  3. User-Friendliness: The platform should be intuitive and easy to navigate, with clear instructions and minimal training required. User-friendly software will ensure a smooth implementation process and higher user adoption rates.
  4. Vendor Support: Consider the level of support provided by the IWMS software vendor. Ensure they offer ongoing technical support, regular software updates, and training resources. This support will be essential for successfully implementing and utilizing the software.

Expertise Across Multiple Industries

We also help streamline your processes and align your software configuration to best meet your business needs. We further support you with ongoing training, discovery workshops, and clear and consistent communication. Our services include:


Global Corporations


Commercial Clients


Federal, State & Local Governments




K-12 Schools

Steps to Evaluate and Compare Workplace Management Software Options

To evaluate and compare different IWMS software options, follow these steps:

  1. Identify your facility’s needs: Determine the specific features and functionalities essential for your facility. Consider factors such as the size of your facility, the complexity of your operations, and any unique requirements.
  2. Request demos and trials: Contact an integration partner, like AFS, to help shortlist platforms based on your needs and determine if any customization might be involved, then request demos or trials. This will allow you to assess the software’s usability, functionality, and compatibility with your facility.
  3. Evaluate pricing and ROI: Consider the pricing structure and evaluate its return on investment (ROI). Look for software that offers a balance between cost-effectiveness and functionality.
  4. Check references and case studies: Reach out to existing customers of the integrator or software companies and request references or case studies. This will provide insights into their experience with the software and its impact on their facility management operations.
  5. Make an informed decision: Based on your evaluation and comparison, select the software that best meets your facility’s needs and aligns with your long-term goals. Ensure that the chosen software integration partner or vendor offers the necessary training and support for a successful implementation.

Use Cases for Successful Implementation of IWMS Software

To truly understand the benefits of Integrated Workplace Management Systems, let’s take a look at a couple of case studies showcasing successful implementations:

  1. For corporations: Company A is a multinational corporation with multiple office locations. They implemented an IWMS to streamline their space management processes. By utilizing the software’s space utilization tracking and occupancy management features, they could optimize their office space allocation, resulting in significant cost savings and improved employee productivity.
  2. For Healthcare Facilities: Company B is a healthcare facility that implemented IWMS software to enhance its maintenance management processes. With the software’s preventive maintenance scheduling and asset tracking capabilities, they could streamline their maintenance operations, reduce equipment downtime, and ensure regulatory compliance. This resulted in improved patient care and increased operational efficiency.
  3. City Planning Department: Consider a City Planning Department aiming to optimize the management of its office spaces and assets. By implementing IWMS software, they can efficiently track space utilization, manage occupancy, and plan office layouts. This leads to reduced operational costs, improved resource allocation, and enhanced productivity in government operations.
  4. Public Works Department: Another case might involve a Public Works Department leveraging IWMS software to streamline maintenance operations. They can maintain public infrastructure more effectively with preventive maintenance scheduling and asset tracking features. This extends the lifespan of critical assets and ensures regulatory compliance, resulting in cost savings and safer, more reliable public services.
  5. University Campus Management: Sprawling university campuses seeking to enhance facility management and end-of-year reporting can adopt IWMS software to effectively manage their diverse facilities, track space utilization, and monitor assets. Moreover, this software streamlines end-of-year reporting by providing comprehensive data and analytics. This leads to optimized space allocation and reduced operational costs and enables the university to prepare comprehensive reports for stakeholders, promoting transparency and informed decision-making. The result is a more efficient and accountable university environment, benefiting students and administrators.

These case studies highlight the diverse benefits and successful outcomes that can be achieved through implementation. By leveraging the right features and functionalities, facility managers can optimize their operations, reduce costs, and enhance the overall effectiveness of their facility.

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Why Our Team Selected Archibus for our IWMS Partnership

While we offer several solutions from different vendors, one of the larger and more robust platforms is the Archibus IWMS platform. Archibus offers a comprehensive solution that empowers facilities managers to meet their auditing and compliance goals efficiently. Its robust tools for tracking space attributes, assets, and maintenance provide the necessary infrastructure to maintain compliance with regulatory requirements. The platform ensures that facilities are always up to code, whether adhering to safety standards, monitoring space utilization, or managing healthcare-specific equipment. Its flexibility also allows customization to meet specific regulatory criteria, offering a tailored solution for facilities worldwide. Additionally, Archibus simplifies the auditing process by providing real-time data and documentation, enabling facilities managers to respond to auditors’ inquiries quickly and demonstrate compliance, leading to smoother audits and reduced penalties risk.

Automation is at the heart of Archibus, helping facilities managers streamline their tasks and boost operational efficiency. Routine tasks such as preventive maintenance, space allocation, and asset management become seamless. By automating these processes, facilities managers can save time and resources while ensuring that critical operations are consistently carried out. It also provides a user-friendly interface and clear instructions, reducing the need for extensive training and making task automation accessible to many users. Furthermore, the platform allows facilities managers to generate comprehensive reports effortlessly. These reports are essential for tracking performance, making data-driven decisions, and satisfying reporting requirements. The combination of automation and reporting capabilities makes Archibus an indispensable tool for facilities managers seeking to optimize their operations and achieve their goals efficiently.

Training and Support for Users`

Implementing IWMS software requires proper training and support to ensure its successful utilization. The chosen software vendor should provide comprehensive training resources and ongoing support to facilitate a smooth transition and maximize the benefits of the software.

Training programs should include initial training for new users and continuous training for existing users. This can be through on-site training sessions, online tutorials, user manuals, and helpdesk support. The training should cover all platform aspects, including its features, functionalities, and best practices for implementation.

In addition to training, the software vendor should offer ongoing technical support. This includes timely responses to user queries, regular software updates, and bug fixes. A dedicated support team should be available to address any technical issues or challenges faced by facility managers during the implementation and utilization of the software.

Conclusion: Making an Informed Decision for Your
Facility Management Needs

By understanding the benefits, key features, and factors to consider, facility managers can make an informed decision that aligns with their facility management needs. We hope this article will help you select the best IWMS software for your facility and leverage its features effectively; you can streamline operations, optimize resource allocation, and enhance the overall management of your facility.

Contact our team at AFS to discuss how we can help you manage your facility and increase the utilization of your assets or for a no-obligation demo.