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ProFM: Space Management

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  • Post last modified:July 23, 2020

Space Management is one of the 19 functional FM knowledge areas that are categorized into four key knowledge domains.

Definition: Space management techniques are used to estimate and plan space. Space management uses software to plan efficient space occupancy while preserving optimal working conditions and business function.

A facility manager is responsible for the space inside and outside an organization’s structures. Space management is a strategic approach to using space so the organization gets maximum return on the myriad investments associated with owning or leasing space for people to work in. It involves planning and designing the space for efficiency and setting up optimal working environments and surroundings to best achieve the organization’s objectives.

Facility management ensures that the facility space aligns with the organization’s direction and overall objectives by:

  • Ensuring that the organization has a space strategy that aligns with its short- and long-term goals and culture.
  • Confirming that a good business plan is in place on which to base a space plan.
  • Managing space use through established space standards.
  • Assigning owners to spaces and managing the space according to architectural application, organizational purpose, and departmental/work function.
  • Staying current on the organization’s industry/field, the organization’s growth, and upcoming changes in laws, statutes, and ordinances that impact space.

Key Concepts:

  • Alignment of space structure and organizational objectives.
  • Definition of space management.
  • Space requirements.
  • Macro- and micro-level space forecasting.
  • Programming space needs.
  • Space management policies.
  • Space guidelines.
  • Space management planning criteria.
  • Churn management.
  • CAFM and CAD technology for space planning.
  • Space utilization.
  • Space estimation tools (e.g., adjacency matrix, bubble diagrams, zone/stacking/block plans).
  • Workspace design data elements.
  • Workspace requirements (workstations, ergonomics, lighting).
  • Flexible work arrangements.
  • Space management sustainability strategies.
  • Relocation and move management.

Space Management Proficiency Indicators (Task Statements)

  • Creates a space strategy that supports the organization’s objectives.
  • Forecasts space needs (macro- and micro-level).
  • Ensures proper space allocation through space management planning.
  • Uses integrated workplace management systems (IWMS) and building information modeling (BIM) to assist in space management.
  • Implements policies and procedures to ensure that facilities are accessible.
  • Develops and implements comprehensive space standards.
  • Creates a space management plan.
  • Develops workplace policies in conjunction with strategic priorities.
  • Designs space configuration to support distributed workforce and alternate space use (e.g., hoteling, hotdesking, collaborative spaces).
  • Manages churn effectively for least workspace disruption.
  • Performs furniture acquisition, inventory, and movement.
  • Participates in technology decisions for space planning (e.g., telecommunication needs, IT).
  • Utilizes CAD technology software to assist in space planning.


Image by Free-Photos from Pixabay

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