10 Things to Consider When Choosing Workplace Management Software: The 2023 Edition

Efficiency is key when it comes to managing a successful workplace, but when you're trying to juggle multiple employees, tasks and projects all at once it can be difficult to keep track of everything. That's why many companies rely on workplace management software.

But not all workplace management software is created equal.

There are many different features, functions and options that can make choosing the right software a challenge, so we'll go over the things to consider to make an informed decision. With the right software, you can ensure that your workplace runs as smoothly and efficiently as possible!

Workplace Management Software: What It Is and Why You Need It?

Workplace management software is a type of software that helps companies manage their workplace. It can track employee productivity, manage schedules, and facilitate communication with employees, among other things, and it can also help make the workplace safer and more efficient. 

There are many benefits to investing in workplace management software:

  • First, it saves time and improves productivity by helping to easily create work schedules or efficiently book spaces in the office
  • Second, it increases employee autonomy by allowing them to independently create schedules, book workspaces, and view office availability in real time without the involvement of a manager.
  • Third, it helps companies improve workplace safety and ensure that all employees are on the same page and communication breakdowns are avoided.


Choosing a Workplace Management Software

If you're thinking about implementing workplace management software in your company, there are a few things to keep in mind. Start by considering what your needs and goals are for the software. What do you hope to achieve by using it?

Then, learn about the different types of workplace management software to find the one that best meets your company's needs. Once you've decided on a software, be sure to train your employees on how to use it effectively.

Implementing new software can be challenging, but with the right training and support, your team will be able to take full advantage of the software's features. Here are the top 10 factors you should consider before making a purchase:

Ability to Cover Key Workplace Management Functions

It's important to look at the ability of the workplace management software to cover the key functions of workplace management:

Desk & Room Booking

Companies often struggle to provide adequate workspace for employees. Flexible seating arrangements are based on a "first-come, first-served" basis, so some can pick the workstations they want, while others clearly cannot. Desk and room booking software can ensure that employees get the desk or room they need, when they need it. In other words, “first come, first served”!

With our booking software businesses can reduce the number of unused desks or meeting rooms in their offices while ensuring that employees can easily find and reserve desks or meeting rooms when they need them. Don't let your employees lack tools that make using flexible work arrangements easy and productive when you have hybrid working solutions in hand.

Hybrid Work Planning

When planning for a hybrid workplace that allows your team to be successful both in the office and remotely, plan for flexibility so everyone can find a model that works for them, and make sure you put in place guidelines and policies for both remote and in-office work. That way, you can make sure everyone is on the same page.

With YAROOMS, enabling hybrid work is as easy as updating your calendar. Define planning targets or work from home thresholds, align scheduling with occupancy parameters, and ensure everything is visible to everyone to avoid any miscommunication. All this while maintaining employee autonomy in scheduling their own time, resources and space in the office, of course.

Visitor Management

To effectively manage visitors in the workplace, it is important to establish a clear and concise visitor policy. This should set out what is expected of visitors and what rules and regulations they must follow while on your premises. You should also ensure that all employees are aware of the visitor policy and are able to enforce it, so that all visitors are treated fairly and consistently.

You can keep track of visitors using a visitor management system, such as YAROOMS. This way, you can see all the visitors who come to your office and collect important data about them. A digital visitor sign-in form can be completed three times faster than a traditional hand-filled sheet, and your guests won't have to wait in line at the reception desk.

Digital Reception & Lobby Solutions

Digital reception and lobby solutions can help improve communication and efficiency in the workplace. Key features to look out for include interactive displays, check-in/out systems to capture visitors' data and employees and manage appointments and bookings, communication tools, and reporting capabilities that track usage statistics and generate reports on performance.

YAROOMS’s digital reception system is made to save time, enable workplace compliance and position your lobby for a great first impression. It can manage visitor traffic, provide hassle-free check-in, and even keep your workplace safe and compliant. Plus, the digital reception system's UI is easily configurable, so you can greet your visitors with a touch of your brand!

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Ease of Setup

When looking for workplace management software, one of the things you should look for is how easy it is to set up. Make sure the software you choose is easy to install and configure so you can start using it right away. Also, be sure to check out customer support options in case you have any questions or problems setting up your new workplace management software.

Fortunately, YAROOMS stands for modern and easy-to-use workplace technology. Our team has designed the software to be as user-friendly as possible so that you can thrive in the era of hybrid working. So if you are looking for workplace management software that's easy to set up, YAROOMS is worth considering.


A flexible workplace needs flexible tools. The ability to configure your workplace management software to meet the specific needs of your business is critical. Make sure the software you choose is easy to configure so you can customize it to meet your company's unique needs.

YAROOMS is designed to help companies manage their assets and resources, but no two companies are the same, so configurability is one of our key features. We offer a comprehensive solution that you can customize to meet your needs, and we're happy to help if you're looking for something specific.

End-User Experience

To ensure that employees are able to use the software effectively, consider the following when evaluating the end-user experience of various workplace management software options:

  • Ease of use: How easy is the software to use? Can employees figure out how to do what they need to without having to go through a lot of trial and error?
  • Intuitiveness: Is the software logical and easy to navigate, or does it feel like you need a degree in computer science just to figure out where everything is?
  • User support: Does the software come with good user support in case employees have questions or run into problems? Is there someone available 24/7/365 to help resolve issues?

Your employees will be using the software on a daily basis, so make sure it's easy and intuitive to use. For example, our hybrid work scheduling tool, YAROOMS, is a user-friendly agenda designed to meet the needs of hybrid work for all your employees. After all, nothing is easier than seeing all your schedules in a single calendar view! It can't get easier than seeing all your plans in one calendar!


Reporting & Analytics

If you want to be able to track your organization's performance and identify areas for improvement, you should first think about the type of reports you need, the format of the reports (do you prefer static reports that you can download and save or interactive reports that you can explore and play around with?), and how detailed you want your reports to be.

YAROOMS gives you clarity on metrics like average office space utilization, number of spaces booked, overall satisfaction levels, and more. Whether you're looking for an overview or need detailed data, we can help you understand how your employees are interacting with your office to improve their work experience. Equip yourself with sharp workplace analytics and create optimized office spaces.

Useful Integrations

When it comes to workplace management software, the ability to integrate with other systems is critical. This can save your company time and money by automating tasks that would otherwise have to be done manually. YAROOMS is a great option for anyone who needs such functionality. Our software is designed to help manage schedules, bookings and other important aspects of running a business.

Moreover, it integrates with calendar applications like Google Calendar or Microsoft Outlook, so employees can see free desks or rooms right next to their other appointments. Bring YAROOMS into your email client by installing our dedicated plugin, and you can use YAROOMS without having to open the web application every time.

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Sustainability Features

As the world becomes increasingly digitized, it's important for companies to consider sustainability when purchasing new software. Many workplace management systems now have energy-saving features, such as the ability to shut down when inactive. This can help reduce your company's carbon footprint and save money on your energy bill. But there's more.

YAROOMS can help you make your workplace more sustainable overall. Monitor your site's CO2 Scope 2 emissions from office equipment use, as well as Scope 3 emissions from your employees' commutes. You can also estimate the future use of your office resources (such as water, electricity, or gas), understand their carbon footprint, and track your progress in reducing it!



Another important point is scalability. After all, you want to be sure that the software you choose can grow with your business and meet your needs well into the future. Consider these factors:

  • Is the pricing structure flexible? Does it scale up or down depending on the number of users?
  • Does the software have all the features you need now and will need in the future?
  • Can the software integrate with other systems as your business grows?
  • Does the vendor offer ongoing support and training? Are they responsive to customer needs?
  • Is the software used by businesses of all sizes? Do they have a track record of success?

YAROOMS is a great option for companies that need a scalable solution. YAROOMS offers a wide range of features to help businesses manage their spaces and resources, and can be customized to meet specific needs. As one of our users said, "Every now and then, new features are added to the solution, and each of them seems to be helpful in one way or another." We couldn't be prouder!


Perhaps the very first thing you should do is figure out what your budget is. Once you have an idea of how much you are willing to spend, you can start looking at different software options that your business can afford. There are many free options, but they may not offer all the features you are looking for.

If you are willing to spend a little more, there are some great paid options that offer a variety of features, such as YAROOMS. From basic space management to workplace experience, we have different pricing tiers for businesses and enterprises. And if you are not sure what the right choice is, we can help you understand your goals and suggest the solution that best meets your needs.

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Potential Return on Investment

There are a number of ways to measure ROI when it comes to workplace management software. You can base it on how much time and money the software saves you, or on how the software helps you improve your bottom line and reduce costs. Of course, every company is different, so there is no one-size-fits-all answer. 

But taking the time to calculate the potential ROI can help you choose workplace management software that's right for your business. We recommend you start with our web-based booking software – take a look at what we can do for you!

As the saying goes, time is money. And nowhere is this more true than in the modern workplace. With ever-growing demands on our time and attention, it's more important than ever to make the most of every minute. This is where workplace management software comes in.

By streamlining communication, automating mundane tasks, and creating amazing workplace experiences, you can give your employees more time to focus on what matters most. If that's your goal, don't hesitate to invest in a good workplace management software solution.

Topics: Workplace technology

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