Why Big Organizations Need Effective Office Space Management

Hybrid working environments are forcing office coordinators to rethink their space management procedures. Learn how to revamp your working environment.

You may have noticed that the former rigidity of the typical office environment has fallen by the wayside. Employees have gained greater flexibility through more fluid arrangements such as hybrid workplaces—while at the same time, businesses can maximize the utility they garner from every square foot of office space. But despite the general benefits that fluid working environments bring, they also present significant space management challenges for front-office teams.

The efficiency of the working environment directly affects the productivity of your workforce. Workspaces that can quickly and effectively streamline the now-fluid workday will be able to boost overall output. But workplace disorganization can foster a chaotic environment that creates unnecessary roadblocks. Needless to say—this type of environment can dramatically impact overall output.

So how do you fundamentally alter your approach to office space management to meet the demands of an evolving work environment? Luckily, there are solutions that can help you create structure within an ever-changing office.

office handling open space management
Source: Shutterstock

Maximizing Space Utilization With Effective Room Booking

It’s costly and inefficient to hold space every day for employees that only utilize it a few times a week. A hybrid environment can often maximize workspace usage by allocating space based on need rather than having a chair for every employee. However, this creates a need for a way to coordinate hundreds of shifting individual daily schedules, meetings, and workspaces at the same time.

This is obviously a daunting prospect, but it’s possible—so long as you have the right tool for the job. Meeting booking software, which allows employees to access daily schedules detailing available spaces and book appropriate rooms, is essential for large hybrid offices. This software clarifies space usage for employees and allows them to fit their working needs into a shifting office map.

Facilitating Seamless Teamwork through Space Management

Allowing your employees to be active in the space management process via tools such as room booking systems helps them get more of their needs met. For instance, an individual may be able to book a private workspace for a client call, or teams might reserve a room to work more collaboratively on a project. Making it easy for workers to access the spaces they need can improve outcomes across the board.

Of course, visitor management is also an essential component of office space coordination. Contractors, clients, or interns need to fit into the daily schedule as well. Luckily, the same digital booking management platforms can be leveraged to service external parties, allowing them to seamlessly fit into the daily schedule.

But you also need to create the technical infrastructure necessary to foster efficient space management. Consider placing digital front desk displays in highly trafficked areas to provide both employees and visitors with a digital check-in solution and building information; the Sentry Interactive Tower even allows users to speak face-to-face with a remote receptionist who can assist them and answer questions regarding their daily schedule.

Ideally, you can place displays outside of conference rooms to truly optimize and clarify the daily schedule for each room.

Also, consider integrating an access control system with your meeting booking platform to enhance security and ensure authorized space usage. This way, you maintain control over who can book available spaces to create a structured system.

space management through conference room booking system
Source: Shutterstock

How Space Management Streamlines Meetings and Minimizes Downtime

The goal of any office manager is to curate environments and schedules that assist the organization in creating the most conducive space for productivity. Not having access to proper spaces can degrade the efficiency and output of teams across an organization; on the other hand, providing easy access to correctly outfitted and situated rooms can reduce productivity lags.

Meeting booking software can provide valuable analytical information on each room’s usage. For example, you may notice that one room consistently hosts continuous back-to-back meetings, while another room sits empty. This may be backing up the schedule as meetings run over, causing other groups to waste time waiting for space.

To resolve this insight, you can look into the outfitting of the unused room to discover if there’s a reason for its unpopularity—perhaps poor lighting, temperature issues, broken technology, or a lack of equipment. Then, you can fix the issue and reduce the backlog clogging up the booking schedule.

You should also consider integrating readerless mobile access control with your space management system to reduce potential delays caused by system errors. Mobile access makes it easy for teams to get into booked and authorized spaces without delay by eliminating the need to pick up physical credentials; users’ phones can scan an NFC door tile to provide access once they have been granted permissions following a successful booking.

How Optimized Space Management Results In Efficient Resource Allocation

Your office space is ultimately an investment—meaning that you need to ensure your usage spawns a positive ROI. Resources in your office, such as desks, meeting rooms, and collaborative workspaces, can be maximized to improve output—but you need access to usage data to understand where you can cut back and where to improve.

Digital space management software can track factors such as visitor influxes to help you allocate resources effectively. You can see which desks and rooms are being utilized most, and determine where you’re wasting potential space.

CEO discussing metrics with team inside conference room
Source: Shutterstock

Finding the Right Mobile Access Control Solution

Integrated mobile access control solutions, such as Sentry Mobile Access, can work alongside booking and property management software via an open SDK and APIs embedded into 3rd party applications. This allows employees to book and access authorized spaces quickly and efficiently via their building and property management mobile platform. Sentry Mobile Access integrates with a number of market leading flex workspace management applications, like Nexudus and Coworks, as well as tenant experience applications such as HqO and Equiem. This allows both individuals and teams to create a work environment that’s conducive to greater productivity with less friction points and fewer delays. Plus, you’re maintaining greater security measures by restricting access solely to authorized individuals through biometric controlled smartphone access which is inherently more secure than keycards or fobs which are easily lost or shared.

Overall, advanced digital solutions can resolve the inherent confusion of a hybrid work environment. This eliminates administrative burdens, as tasks such as managing user permissions and tracking access logs are automated.

Although, you need advanced and reliable tools to ensure that these critical functions are being effectively managed. Integrated workplace access technology solutions like Sentry Interactive’s are a great example of an all-in-one access and visitor management system that can integrate into space management software, from readerless mobile access, to digital communications, and a round the clock visitor support solution with their digital receptionist.

So if you’re ready to adapt to hybrid work environments, reach out to Sentry Interactive today to learn more.

William Bainborough

Board of Directors

William is an experienced British entrepreneur, founder, and accomplished board executive and advisor for a number of businesses. He is the CEO and co-founder of Doordeck, the world’s only true cloud-based access control aggregator. He is also the managing director and founder of Group Secure, a leader in providing security, CCTV, and access control solutions, products, and installation for high-net-worth individuals in the UK. 

William established his first business at just seventeen and brings 20-plus years of in-depth experience and industry knowledge. He has a proven track record for building businesses from the ground up—and then leading them to profitability and a successful exit across a myriad of sectors including hospitality, retail, security, telecommunications, and e-commerce. William’s leadership, vision, and experience in creating cutting-edge SaaS-based technology platforms will prove invaluable for Sentry Interactive moving forward.

Denis Hébert

Board of Directors
Hébert began his career at Honeywell International where he held several leadership positions including Managing Director for the Automation and Controls business in France and eventually President of the NexWatch Corporation from 1999-2002. Hébert led HID Global as President & CEO over a transformative 12-year period from 2002-2015, where he provided strategic guidance and grew the business tenfold through a mix of strong organic and acquisitive growth. Most recently, Hébert was President of Feenics Corporation which is a cloud-based access control company that was successfully sold to ACRE LLC at the end of 2021. Hébert also served on the Board of Directors for the Security Industry Association (SIA) from 2009-2020 and was nominated to be Chairman of the Board for SIA from 2016-2018. He is currently Chairman of the Board for Nightingale Security based in Newark, CA.

Stephen Taylor Matthews

Board of Directors
Stephen is a very accomplished attorney, member of the Texas State Bar, licensed commercial real estate broker, and an avid philanthropist. He is an experienced executive board member, serving in leadership positions for more than 20 community councils and corporate boards—ranging from Boy Scouts of America to the ABBA Business Leaders Council, and most recently the American Bank BOD, the Real Estate Council of Austin, and the Marbridge Foundation BOT. With more than 35 years experience, Stephen and his firm, Barrond & Adler, L.L.P. are devoted to eminent domain cases in Texas.

Jon Davis

Board of Directors

Mr. Davis is an Experienced corporate board member, having served on boards of public, private equity-backed, and venture-backed companies. Jon possesses deep industry expertise in dairy, food processing, food technology and manufacturing, and food, beverage, and entertainment services. 

During Jon’s tenure of 25 plus years, he’s led operations, research and development, and mergers and acquisitions. He’s served as CEO and has been the founder and active board member for many successful enterprises—from startups to billion-dollar corporations. While COO and CEO of Davisco Foods International, Jon built a state-of-the-art cheese plant which was awarded the United States Dairy processing plant of the year in 2005 by Dairy Foods magazine. Currently, Jon is active with several non-dairy projects, including investments in local real estate, the Wayzata Brewworks, and his latest venture the new CōV restaurant in Edina’s Galleria.

Joe Caldwell

Founder and Chairman of the Board

Joe is an American entrepreneur, investor, and accomplished executive. He has co-founded, founded, and led many successful businesses, including US Internet, a leading fiber internet service provider, Securence, a leading provider of email filtering software, and Ravon, an industry-leading digital voice communications service. 

It was Joe’s venture, Municipal Parking Services (MPS), that inspired him in 2020 to start Sentry Interactive, an advanced touchless and staffless detection platform.

Caldwell currently serves as CEO and Chairman of the Board for Municipal Parking Services (MPS), a global tech company based in Austin, TX responsible for inventing and patenting technologies that assist in parking and security enforcement.

Joe was named one of Minnesota’s 500 Most Powerful Business Leaders for the past two years—and is a seasoned corporate board member. He’s served on boards of public, private equity-backed, and venture-backed companies—and has deep industry expertise in all aspects of digital technology.

Jason Bohrer

Jason Bohrer

President and CEO
Jason Bohrer is one of the visionaries behind our mission to bring people back together safely and securely, in any environment, through Sentry’s advanced digital communications and detection platform. With over two decades of senior leadership experience, Jason’s track record of success spans across sales, operations, product innovation, strategy, and technology for domestic and global companies like Bexar Technology Partners, CPI Card Group, HID Global, and Motorola, Inc. Prior to launching Sentry Interactive, Jason was actively involved with several key technology transitions across multiple industries, including the contact and contactless EMV transitions in the U.S. payments industry and the adoption of smart card and mobile technologies in the global access and identity market. Jason was an inaugural member of the University of Chicago Executive Institute and holds a bachelor’s degree in Economics from the University of Texas at Austin. He also serves as the Executive Director for two industry-leading not-for-profit organizations: the Secure Technology Alliance and the U.S. Payments Forum.
Brent Terry

Brent Terry

Chief Operating Officer
Brent Terry leads the operations and solutions organizations at Sentry. This includes all product innovation, development, and operations management. A veteran in the technology space, Brent has more than 30 years of experience across a myriad of industries, like physical security technology and building automation, SAAS, hardware and software product development, internet, digital TV, interactive TV, digital media, telecommunications, and medical products and services. Prior to Sentry, Brent has spun up successful startups and led high-performing teams for some of the biggest global, Fortune 500 companies, including ARRIS, Conerco, Motive Communications, SeaChange International, and IBM. Brent holds a BS in Computer Science from the University of Louisiana. He also is the committee Chairman and Program Director for a non-profit organization responsible for the rollout of smart cards for physicians and first responders.