Facility management tools
- Desk positions needed
- 84
- Desk area, square feet
- 5040
- Net area before circulation, square feet
- 8340
Every figure on this page is computed from the inputs entered, by the method stated below it. HardFM publishes no space standard, no square feet per person that any body recommends, no attendance rate and no insurance requirement: the desk ratio, the area per desk, the circulation allowance, the attendance and what a contractor must hold are your organisation's own figures and rules.
Facility management tools, in the plural, are the toolkit a facilities team reaches for on the day the floor plan, the desk list, the attendance count and the folder of contractor certificates stop fitting in one person's head. What the tools have to do is not complicated. Work how much space the headcount needs and what it costs a person, measure how much of the floor is actually used once attendance rather than headcount is counted, decide how many desks a hybrid rule needs and on what sharing ratio, and keep the contractors cleared to be on site with the date each credential expires. This guide walks what facility management tools have to keep and work for the workplace side of the job, and the free office space per person worksheet on this site sizes the floor from your own headcount, desk ratio and allowances with no account.
Open the Office space per person calculator Free to use. No account, no card, no trial clock.
The space requirement: how much floor the headcount needs
Headcount times the desk ratio is the desk count; desks times the area per desk, plus meeting and support space, plus circulation, is the floor. The worksheet works it from your own ratio and allowances and publishes no standard; the tools keep the floor plan the count sits on.
The utilization: how much of the floor is actually used
Attendance against desks is the utilization, on the average day and on the busiest one, and the busiest day is the number that decides whether a floor can go. The tools keep the attendance count from the door, the wifi or the bookings, week by week, so the figure is measured rather than remembered.
The desks and the contractors: who sits where, who may come on site
The desk record is which desks exist, which are shared and who is booked into them. The contractor record is who is cleared for which building, what insurance and induction they hold and when each expires. The paid plan keeps both against the building, with reminders before a credential lapses.
Facility management tools: common questions
What do facility management tools actually do?
They work the space a headcount needs, measure the utilization the floor sees from attendance, decide the desks a hybrid rule needs, and keep the spaces, desks, occupancy and cleared contractors in one record against the building. HardFM does the arithmetic free on the page; HardFM Pro keeps the record.
Is this the same as facility maintenance software?
No. Maintenance software keeps the asset register, the work orders and the preventive schedule for the plant that keeps the building running; that is the neighbouring product at fmlane.com. HardFM is the workplace side: the floor, the desks, the attendance and the people cleared to come on site.
Are there free facility management tools?
The worksheets on this site are free and need no account: office space per person, space utilization from attendance, and the desks a return-to-office policy needs. Keeping spaces, desks, occupancy and contractors against the building is HardFM Pro at $24 a month for the whole team.
HardFM Pro
Keeping what you make
The worksheets are free forever. Pro turns them into the record: every space and desk kept against the building with who is booked into it, the occupancy the floor sees week by week, every contractor cleared to be on site with the insurance, the induction and the date each expires, and every worksheet you save reopened under your own name.
- Download as PDF
- No HardFM watermark
- Save every worksheet and reopen it later
- Your organisation's name and logo on the paperwork
- Export every worksheet and policy in one go
- Expiry reminders emailed to you before a contractor's insurance or induction lapses
- Connect your own Stripe account and get paid online
- Connect your QuickBooks Online or Xero
$24per month, whole team
Start HardFM Pro PricingRenews monthly at the price above until you cancel. We email you before any price change.
Will it do what you need for Facility management tools?
Tell us what your workplace team needs and we will tell you straight whether HardFM Pro does it today, whether it is coming, or whether you need a space planner or a broker instead. A person reads these and replies.
Cite or embed this figure
On the worked example, 120 people at 7 desks per 10 and 60 square feet a desk, with 1,800 square feet of meeting space, 1,500 of support and 25% circulation, need 84 desks and 10,425 square feet, 86.9 square feet a person.
Office space per person calculator (Desk positions needed): 84, HardFM, worked example.
Cite as: "Facility management tools, HardFM", updated 2026-09-05, https://hardfmly.com/facility-management-tools/.