An Integrated Workplace Management System (IWMS) offers large organizations the ability to streamline and better manage their real estate and facility management processes. However, the successful implementation of such a system requires careful planning and execution. Below, we present best practices to help organizations maximize the value of an IWMS system.

1. Define Clear Goals

The first step in implementing an IWMS system is to define clear goals. Without clear objectives, the implementation process may become inefficient, and the full potential of the system may remain untapped. Possible goals include:

• Cost Reduction: Lowering operating costs through more efficient use of real estate resources.
• Space Optimization: Improving office space utilization through flexible workspace concepts.
• Enhancing Maintenance Processes: Automating and digitizing maintenance tasks to minimize downtime.
• Sustainability Goals: Reducing energy consumption and CO₂ emissions.

Defining these goals ensures that all stakeholders share a common understanding of the desired outcomes.

2. Engage Key Stakeholders

An IWMS system impacts several departments within an organization, including facility management, IT, HR, and finance. Early involvement of key stakeholders is crucial to address their needs and foster acceptance of the system. Regular workshops and feedback sessions during the planning phase can help identify and resolve potential issues early.

3. Careful Vendor Selection

There are numerous IWMS solutions on the market, differing in functionality, user-friendliness, and scalability. When selecting a vendor, organizations should consider the following criteria:

• Integration: The IWMS system should seamlessly integrate with existing IT infrastructure.
• Scalability: The system should be able to grow with the organization and adapt to new requirements.
• Support and Training: A good vendor provides comprehensive support and training for end users.

4. Phased Implementation

Instead of rolling out the IWMS system company-wide immediately, it is advisable to start with a pilot project. This allows organizations to gather initial experience and optimize processes before expanding the system to other locations and departments.

5. Training and Change Management

Since implementing an IWMS system often involves changes to existing workflows, structured change management is essential. Training should not only cover how to use the system but also explain the benefits and goals of the new approach.

6. Continuous Optimization

An IWMS system is not a static tool. Organizations should regularly review and adjust the system to meet new requirements and further unlock efficiency potential.

A well-implemented IWMS system can significantly enhance efficiency and reduce costs, providing a solid foundation for strategic real estate management decisions.

Key Benefits of an IWMS System

• Improved asset and maintenance management
• Enhanced space planning and utilization
• Streamlined lease administration
• Comprehensive reporting and analytics

By following these best practices, large organizations can ensure a smooth implementation process and derive maximum value from their IWMS system.

At Ditenso, we specialize in guiding organizations through every step of the IWMS implementation journey. With our expertise in Planon and other leading IWMS platforms, we can help tailor solutions to your specific needs and ensure a seamless integration into your existing processes. Contact us to learn more about how we can support your IWMS strategy.