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Product
EXPLORE EMS | Overview
Benefits for Admins
Powerful space management for expert planners and scheduling administrators.
Demo Videos
Explore EMS workplace management capabilities through our demo videos.
Mobile App
On-the-go desk, room and resource reservation from anywhere, at any time.
Web App
Reserve rooms, resources and technology via laptop or desktop computers.
INTEGRATIONS | Overview
Digital Room Signage & Kiosks
Digital signs for at-a-glance, on-the-move bookings and reservation information.
Software & Hardware
Integrate hardware and software systems through connectors and partner
solutions.
Video Conferencing
Empower your people with convenient, integrated video conference scheduling.
SERVICES | Overview
Custom Integrations
Integrate with student information systems (SIS), HVAC and facilities
management.
Pricing
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Services and Support
Enable your long-term success with Accruent's support and professional services
teams.
Solutions
SOLUTIONS | Overview
Analytics and Space Utilization and Optimization
Gain insights and make informed, data-backed decisions about your space usage.
Classroom, Campus & Exam Scheduling
Streamline and automate your on-campus class, meeting and exam scheduling.
Conference and Event Management
Impress your visitors, customers and employees with smoothly managed events.
Desk Booking
Implement office hoteling or hot desking initiatives for an efficient workplace.
Digital Signage
Deliver effortless scheduling and wayfinding in a visually impressive way.
Hybrid Workplace
Find the spaces that in-person or hybrid employees need to get work done.
IWMS Software
Digitally transform operations with integrated, connected systems.
Meeting & Conference Room Scheduling
Conference room, meeting room, board room — EMS has you covered.
Shared Space and Resources Scheduling
Book parking spots, lab equipment, pool lanes and other non-traditional spaces.
Space Management
Optimize your real estate and create great experiences for your people.
Video Conferencing
Gain insights and make informed, data-backend decisions about your space usage.
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Industries
INDUSTRIES | Overview
Corporate
Connecting employees to the right spaces for flexible, efficient workplaces.
Higher Education
Campus scheduling solutions designed for colleges and universities of all sizes.
Professional Services
Connect people to workspaces, resources, and technology in your legal,
financial, insurance, consulting, or other professional services.
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Resources
RESOURCES | Overview
Blog Posts
Learn how EMS helps you transform the ways people and spaces work together.
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Case Studies
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Blog
12 PRACTICAL WAYS EMS CAN HELP YOU ADAPT TO THE MODERN OFFICE
Desk BookingHybrid Workplace
Make the most of your current office environment. See how space management tools
like EMS can help you expand and improve your use of workplace spaces.
ShareFollow Us
From remote work to Zoom meetings to office sanitation routines, COVID-19 has
upended the way business gets done. The notion of “the office” has changed
significantly since the beginning of the last year, and at each stage of the
pandemic, organizations have used the EMS platform to manage their workspaces
and resources to achieve greater efficiency and gain insights to drive value.
As we enter the next phase, EMS is helping organizations get back to some
semblance of the life we used to know. For many companies, this includes
bringing employees and visitors back into office buildings. But the picture
often appears different from life before COVID, with revamped desk spaces,
modified cleaning procedures, new reservation policies and more.
For a successful transition, your company must make sure that you’re flexible
and preparing your environments as needed – and EMS technology can be an
important tool in achieving those goals. These practical tips for using EMS are
designed to help you adapt to the modern office environment.
12 TIPS FOR EFFECTIVE WORKSPACE MANAGEMENT
1. EXPAND YOUR USE OF AVAILABLE SPACES
The days of not knowing how every single space in your building is being used
are gone. Companies were looking for ways to make the most out of expensive real
estate investments long before the pandemic hit, but during the past 18 months
they have turned a laser focus onto understanding formerly unmanaged space and
determining how to best utilize it. Phone spaces, huddle rooms, “dead” hall
areas and more are being converted into managed space so that companies
can maximize space effectiveness and create an efficient workplace experience.
With EMS, it’s easy to add and track such spaces. You can add virtually any type
of space to the scheduling platform, whether it be a desk area, a hallway couch,
an outdoor patio – or even a workout machine in the company gym. By adding these
managed spaces to your system, you can ensure the right spaces are available to
the right people at the right time.
2. DISABLE SPACES TO MEET SOCIAL DISTANCING GOALS
In the wake of the pandemic, one long-time office trend that has seen recent
reversal is that of the square footage per on-site employee. Instead of
shrinking this number as they had been in the past, organizations had to quickly
increase it to comply with social distancing mandates. Now that employees are
returning to the office, the situation is changing once again. In some regions,
organizations are dropping social-distancing requirements – but in others they
are more important than ever as employees are wary of relatively close contact.
With EMS, you can use the Room Configuration wizard to make changes like:
* Disabling rooms entirely
* Restricting how furniture is arranged in a room
* Staggering available desk spaces
* Creating neighborhoods for staggered schedules
* Alternating available rooms
* Designating sets of spaces for different sets of hybrid employees
3. BUILD IN CLEANING TIME
More employees and visitors in the office means more cleaning as well. Make sure
spaces are ready for use by scheduling set-up and tear-down time for deep
cleaning and other sanitization processes, as well as possibly adding in buffer
time as folks leave and enter meeting rooms to eliminate congestion in hallways.
EMS has several options for accommodating additional cleaning or safe passing
time between meetings. From the desktop client, you can use the room
configuration wizard to add a default set-up and tear-down buffer time before
and after each booking.
You can also apply this to the everyday user applications by using a set of
parameters that will either override the default room setup or enforce what you
have set up on the room configuration. On the template itself, you can indicate
what set up and tear down you want for each reservation created from that
template.
4. REOPENING SPACES TO DIFFERENT CAPACITY LIMITS
If your buildings were closed and you’re now opening them back up, you may need
to enforce new occupancy limits. Or, if you globally reduced occupancy limits or
did so per space, you may need to revert those limits back to full capacity once
it is safe to do so
In EMS, you can use the Room Configuration wizard to enforce new, lower
capacities by creating a new setup type and using it as the default value. Let’s
say you wanted to make sure no more than 10 people could gather in a space at
once. You could create a setup with a maximum capacity of 10 individuals and
then apply it to the rooms of your choice. Once your organization no longer
needs to abide by those capacities, you can simply switch back to the original
setup type.
5. COMMUNICATE AND ENFORCE NEW GUIDELINES
As your company implements new guidelines – say, allowing 50% in some of your
conference rooms – a useful feature in EMS can be the ability to add in an
approval process that allows you to check every reservation, helping ensure any
new policies are enforced. For example, you can use room alerts that will
display as a popup within the web app and other everyday user applications. The
process doesn't prevent users from selecting a room, but you can force
information upon them.
You can also use EMS to communicate guidelines in other ways, including by
updating messages included in confirmations. You can edit existing headers and
footers, or even create your own new messages as it pertains to the new policies
that you want to enforce.
* Updating messages included in confirmations. You can edit existing headers
and footers, or even create your own new messages as it pertains to the new
policies that you want to enforce.
* Using group notification rules to communicate with your employees about
existing reservations tied to their accounts. For instance, you might want to
send a reminder email the day before their desk booking and enable a
cancellation link directly from that email.
* Including reconfirmation links in notifications so that if you have
requirements in terms of tracking the wellness of your employees, you can
require them to check off that they are well enough to come in.
* Enabling help text in the web app. This will help guide people guide them
through any new policies and procedures and workflows that you may have
established as a response to your reopening policies.
6. ENABLE AUTOMATIC, NO-TOUCH CHECK-INS
No-touch technology took center stage last year as people limited their contact
with communal surfaces to lower their risk of catching COVID-19. But
organizations also discovered it was simply good business practice to keep
employees healthier in general through more sanitized spaces. Here at Accruent,
we’ve worked to make it easier for our customers to enable automatic, no-touch
check-ins via a variety of methods such as email, the web app, the mobile app,
the EMS kiosk and the EMS room sign app.
We’re also partnering with additional technology to reduce and eliminate the
touching of digital devices such as room panels via:
* QR codes so that instead of typing in a username, the EMS mobile app can
enforce QR codes
* Bluetooth sensors that identify people by their cell phone usage
* Badge readers that enable users to simply swipe their badge to identify
themselves as being able to use a space for check-in
7. UPDATE CATERING OPTIONS
As we’ve talked with customers about how they can use EMS to adapt to their
changing business environments, one topic that comes up repeatedly is that of
catering. During event scheduling, companies are finding themselves needing to
remove any buffet or self-serve options while adding individually packaged
items, like box lunches, to their menus.
Adjusting catering options is straightforward in EMS. You can make these changes
to your offerings en masse through the wizard, removing items or inactivating
them completely. To add catering options into the system, you can use the import
functionality to create a tab delimited text file with the new service
offerings. You can also use the browser to search for catering items that are no
longer available so you can make additional changes to any existing
reservations.
8. STREAMLINE EQUIPMENT RENTALS
As with catering, you might need to limit your options or remove options that
can't be cleaned in between usage. In EMS, you can do this through the service
order schedule, which gives you a quick view of all of service orders so you can
review them in advance to make sure they are still available. You can also view
individual items via the resource schedule. So, for instance, you might look for
a requested projector, see the times in that particular day that it has been
requested, and then schedule its cleaning based on this that information.
9. UNDERSTAND YOUR NEEDS THROUGH AUTOMATED REPORTING
Organizations use EMS to gain better visibility into their space utilization,
thanks to its reporting and analytical tools that allow businesses to
comprehensively gather and interpret data. In the modern office, these reports
can help show audit compliance with capacity guidelines, assist in contact
tracing, and enforce social distancing mandates. And the better the data, the
more useful the report will be.
Take contact tracing, for example. In EMS, you can track where your employees
are sitting, who is booking space or who is attending a certain meeting.
Activity schedules of neighborhoods can show who sat next to an individual over
a certain time frame, reporting on that data to help with possible contact
tracing efforts.
10. TRACK CLEANING TIME
Several types of reports deserve special attention here; reports that allow you
track cleaning time are one such category. In addition to scheduling time for
cleaning, you’ll likely want to track it to show compliance with company
policies or local or regional regulations. EMS automated space usage reporting
capabilities enable you to demonstrate when a space has been cleaned after use.
Also, you can automate how and when reports are generated. Once you save a
particular report setup, the automate button allows you to set the schedule and
frequency for your reports, identifying what time you would like that report to
be sent and the reporting period it covers.
11. REPORT ON VISITOR MANAGEMENT
Another quick workflow that you may want to consider is visitor management,
which will allow you to track external visitors, both scheduled and ad hoc. EMS
has several canned reports that help you monitor and keep records as needed. In
the visitor management module, the attendee visitor report lets you search
through past visitors in case you need to get in touch with them for contact
tracing or other purposes.
12. EASILY RESCHEDULE
Lastly, keep in mind that although many organizations are reopening dormant
spaces and accommodating increased capacity, there are bound to be a few
potholes along the way. EMS makes it easy to reschedule events and spaces
individually or in bulk. If you need to postpone an event or cancel it
altogether – and even add a new status for tracking purposes that details why
the change is necessary, EMS has multiple options. The change status wizard,
reservation book and reservation navigator wizards are all tools you can use to
change the date and time or booking status of a reservation.
To learn more about how your organization can use EMS as you adapt to the modern
office, we invite you to discover EMS.
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