Better Office Resource Management: An easy way to get the better of competition

Apr 29, 2021 12:00 PM ET

The business world is a highly competitive place to survive in today – especially as many organizations struggle to get back to work. With so much pressure to survive and thrive, it’s all that more urgent that businesses use their scarce resources – especially people and properties – to their optimal level of performance. Having top-of-the-line resource management software can help your company get the better of your competition. 

Why Manage Your Resources Better?

You’ve paid for your office, desks, cubicles and board rooms. And there’s typically a fixed cost associated with those resources. However, the return on that investment largely depends on how well you manage and use them. For instance, using a 20-seat capacity boardroom for just 3-hours a day would be a gross mismanagement of your investment. And that’s something that full-functional boardroom software can help prevent.

Let’s put that into perspective:

Assume your fixed cost for that boardroom is $1,000 per day. Using it for an average of 8-hours each day brings that cost to $125 per hour ($1,000 divided by 8). However, if, due to mismanagement of that boardroom and its resources, you’re only able to use it for 3-hours a day, your fixed cost is now up to $333 per hour ($1,000 divided by 3) – a 166% increase!

Now, multiply those numbers by dozens of such resources, spread over multiple floors across many buildings and through several cities. The impact, through better resource management, is even higher if you are a global organization working across multiple time zones and countries. 

Adding just 2-hours more (from 3-hours to 5-hours) to your resource efficiency profile, brings down the fixed cost dramatically, from #333 to $200. Using resource management software can help you leverage those investment gains and bring greater efficiency and profitability to your organization.

How Resource Management Delivers

Top-of-the-line resource management tools today are integrated with most corporate systems. That means they talk and communicate seamlessly with email and other personnel and HR systems. The ability to provide up-to-the-minute status and availability data, on corporate resources across the company, gives office administrators data points they can use to drive resource utilization efficiencies.

In the case of our under-utilized boardroom, an office manager reviewing the status of upcoming meetings and sessions in that room can quickly realize that there are opportunities to better use those resources. Perhaps, a week (or even months!) before the issue hits the company, he/she uses the corporate resource management software to plan mitigation strategies.  

One example of such a mitigation strategy is Office Hoteling. If the boardroom is continually underutilized, office managers might reach out to other organizations in the building (or managers of Branch offices) to discuss the possibility of sharing the excess space. This could reduce the fixed cost dramatically for the owner of the space, while also making it less costly for the Hoteling guest.

However, such innovative resource management solutions can’t be implemented with paper-based scheduling procedures. Neither can they be managed using “dumb” spreadsheets. It takes highly intelligent, and fully integrated software tools to deliver innovative and cost-shedding resource management solutions. 

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