Office space management software keeps two things and works one from the other: the inventory of what floor the organisation has, every floor, room and desk position with its area and its use, and the occupancy laid over it, how many people were actually in each space on each day. From those two it works the figures the lease and the layout decisions need: the utilization per floor, the square feet per person actually in, the desks spare on the busiest day, and the space a changed headcount would need. This guide walks what office space management has to keep and what the free worksheets on this site work from your own figures with no account, and draws the line at what an office space facilities management software adds on top.
The inventory: every space with an area, a use and an assignment
Buildings, floors, rooms and desk positions, each with its square footage, its use (desk, meeting, support, plant) and who or which team it is assigned to. This is the denominator under every other office space figure: utilization is attendance over the desks in it, cost per person is rent over the people it seats, and the case for giving up a floor is this list with the attendance laid over it. Office space management software that keeps the inventory loosely produces figures nobody can check.
The occupancy laid over it, week by week
Attendance counts filed against the floor turn the inventory into a utilization map: 140 desks with 84 in on an average day is 60%, 126 on the busiest day is 90%, 12,000 square feet over 84 people is 142.9 square feet per person actually in. Kept week by week rather than reconstructed each quarter, the map is the evidence behind a space decision, and the free space utilization worksheet works any one week of it from the counts you enter.
What office space management software free of charge can work
The arithmetic. The three worksheets on this site are free and need no account: the office space a headcount needs from your desk ratio and allowances, the utilization and the sharing ratio from your attendance, and the desks a return-to-office rule needs on its busiest day. For a single floor that is most of the job, and the answer is never behind a login. What the paid plan adds is the inventory and the counts kept as a record, for $24 a month for the whole team.
What an office space facilities management software adds, and what it does not
The facilities version adds the two records that change weekly: the desks and who is booked into them, and the contractors cleared to be on site with their dates. It does not add work orders or an asset register, which are the maintenance product's, nor room booking or visitor sign-in, which are other products'. HardFM Pro keeps the inventory, the occupancy, the desks and the clearances against the building and exports the lot; that is the whole of its scope.
Questions people ask about office space management software
What is office space management?
Keeping the inventory of floors, rooms and desks with their areas and uses, laying the attendance over it, and working the utilization, the square feet per person and the space a headcount needs from the two. HardFM works the arithmetic free on the page and keeps the record in the paid plan.
Is there office space management software free to use?
The worksheets on this site are free with no account: the space a headcount needs, the utilization from attendance, and the desks a return-to-office rule needs. They are the whole calculation. Keeping the inventory and the counts as a record is HardFM Pro at $24 a month for the whole team.
Does office space management software handle leases?
Not this one. Rent, leases, tenants and the landlord's side belong to property management products. HardFM keeps the space as a place people work and the figures the lease conversation needs, and leaves the lease itself to the product built for it.