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How to keep track of technology in a shared workspace?

Posted by Caroline Le Brun | February 28, 2017 7:20 AM

The New ‘‘Workplace’’

It is well known, the conventional office, workstation programs and spaces that most of us are familiar with have changed. The new ‘‘workplace’’ is smaller with higher density individual spaces, has a wider variety of individual and group setting types, has an increased allocation of seat for collaborative spaces and reduced emphasis on large formal meeting spaces. This new workspace is what we call a shared workspace.

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But why change?

In fact, the average company pays between 12 000$ and 15 000$ per employee in annual facility cost, yet 30-40% of physical workspaces are vacant at any given moment on a regular business day. Technology provides access and flexibility in time and space, and also reduces travel and paper communication.

By working in distributed workspace, both owners and companies can enjoy a number of important financial and employee satisfaction benefits: substantive cost savings with an average 33% first-year cost avoidance over conventional workspace, with consistent savings. Thereafter; 7-12% greater space utilization than conventional spaces; and higher levels of employee satisfaction with about 65% of employees satisfied with the impact of distributed work programs on their individual performance and 80% satisfaction about their team performance.

Therewith, the goal is to increase productivity by immediately re-investing some of those savings into new technology and eco-friendly solutions. Such as a cloud file-sharing solution that helps workers whether in an office or on the road, access important data anywhere, anytime, from any device. Telecom expense management solutions should be also considered to create a culture of cost transparency for the entire workforce whether they are in the office or working remote.

Why Use Technology?

Technology is essential to every business, even those that aren’t considered “technology” companies. You deal with technology in your office at all levels from productivity software, security systems, air conditioning, computers and networks, phone systems, and much, much more. Whether it’s a simple cash register program that tracks inventory and daily purchases or a sophisticated network that links people and places around the globe, technology helps organizations maintain a competitive edge and build a strong presence in today’s business world.

With a Decentralized Workforce, Centralize the Data

Therefore, in a shared workspace environment you can be faced with the challenge of tracking a lot of equipment that are being used by many employees in the office and also out of the office. At any set time you will need to know: who is using it, making sure only authorized users have it in their possession, and knowing where the equipment is at any given point in time or if it is used efficiently.

Using a simple Excel Worksheet to track the data for all the technology might be a great initial project but the upkeep will soon become unbearable. TEM vendors, have been successful in tracking telecom and mobile assets and costs for many decades now and they can help you track all of the data from your decentralized workforce in one centralized platform. You can see the data in one centralized view by business unit, department, and geography or even all the way by employee.

What should I use to keep track?

You can keep track of your assets with software like Microsoft Excel or by simply writing the numbers down on a sheet of paper or maybe you’ve got some whizz kid that can build a program to help you track everything. It’s up to you. We would not recommend it. Software like Cimpl can help you do that task almost instantly and you can also keep track of the costs associated with each one of the assets used by employees. We’ve build our platform on more than 15 years of experience and with lots of input from our customers.

Feel free to contact us if you’d like more information. We’re Cimpl, we are leading the revolution in technology expense management. Our signature SaaS product is Cimpl – a SaaS solution that lets you comprehensively and simply manage all of your technology assets in one centralized place. If you need help automating your business processes, contact us, we can help!

Take back control of your technology costs. Keep an accurate inventory, save time and money. Contact us, or try our demo today!

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Topics: Technology Expense Management

Written by Caroline Le Brun

As a 16-year marketing veteran, Caroline’s experience extends across multiple industries. Since she joined Cimpl, her successful marketing campaigns have increased the company’s online and community presence, in addition to Cimpl’s footprint and appearances in new or traditional media (such as the Globe and Mail). Caroline is a specialist in communication and social media. She works closely with analysts to keep track of and adapt to the trends and changes in the industry of IT: Technology Expense management, IT cost optimization, Technology trends. Her leadership conducts Cimpl’s marketing team toward ever greater achievements. Caroline is also an exemplary citizen. Outside of work, she is involved in TEMIA, the Dorval Day Camp, and other community organizations. She has a Bachelor’s degree in Commerce from Concordia University and a Master Certificate in Integrated online Strategies from the University of San Francisco Intensive Development program.

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