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MaintainX

MaintainX is a web-based CMMS tool that can be used on mobile devices. It aims to improve workflow completion and strengthen team communication. It can be used by operational teams in small to large businesses. This solution allow...Read more about MaintainX

4.8 (560 reviews)

38 recommendations

Maintenance Care

Maintenance Care is a cloud-based solution that helps small to large organizations manage work requests, preventive maintenance, and assets. Its work order management system enables users to manage incoming tasks with customized w...Read more about Maintenance Care

4.7 (88 reviews)

28 recommendations

EZOfficeInventory

EZOfficeInventory is a dynamic asset and maintenance management solution tailored for companies of all sizes. The cloud-based software works as you do and is accessible from anywhere and at any time. Track items across locati...Read more about EZOfficeInventory

4.6 (1492 reviews)

25 recommendations

UpKeep

UpKeep is an Asset Operations Management solution that helps businesses scale by giving every Maintenance and Reliability team the tools and information they need to run Operations efficiently and effectively. From your desktop to...Read more about UpKeep

4.6 (1330 reviews)

13 recommendations

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Asset Essentials

Asset Essentials by Brightly Software (formerly Dude Solutions) is a next-generation work and asset management platform designed for smarter, more efficient maintenance and operations. Brightly, now a Siemens company, is the globa...Read more about Asset Essentials

4.4 (257 reviews)

10 recommendations

Quickbase

Quickbase is a no-code collaborative work management platform that empowers citizen developers to improve operations through real-time insights and automations across complex processes and disparate systems. Here's why Quickbase i...Read more about Quickbase

4.4 (301 reviews)

3 recommendations

FMS:Workplace

FM:Systems provides workplace management technology that enables Facility and Real Estate teams to identify, plan, and deliver the ideal workplace for every employee. Their web-based Integrated Workplace Management System (IWMS) p...Read more about FMS:Workplace

4.1 (80 reviews)

3 recommendations

eSPACE

eSPACE is a comprehensive, cloud-based facilities and maintenance management suite, tailored specifically for churches, houses of worship, and private schools. As a SaaS-based solution, eSPACE stands out with its extensive suite o...Read more about eSPACE

4.4 (424 reviews)

2 recommendations

TheWorxHub

TheWorxHub by Brightly Software (formerly Dude Solutions) is a next-generation work and asset management CMMS platform, designed to streamline operations and facilities maintenance, for smarter, more efficient maintenance and oper...Read more about TheWorxHub

4.7 (170 reviews)

2 recommendations

OfficeSpace

OfficeSpace Software is a cloud-based platform that helps organizations allocate workspace. Users can manage day-to-day employee relocations and large-scale organizational moves. The software can be used across a variety of indust...Read more about OfficeSpace

4.9 (37 reviews)

2 recommendations

Visual Lease

Visual Lease is the #1 provider of lease optimization software, trusted by organizations worldwide to ensure compliance with lease accounting standards, meet ESG reporting requirements and turn their lease portfolio into a strateg...Read more about Visual Lease

4.7 (55 reviews)

1 recommendations

Robin

Best for mid-market and enterprise companies, Robin Powered is a cloud-based scheduling solution that caters to businesses across various industries such as real estate, consumer electronics, marketing, advertising, finance, infor...Read more about Robin

4.7 (55 reviews)

1 recommendations

Occupier

Occupier is a lease management platform built for tenants and tenant-rep brokers to collaborate on the entire lease life cycle. Occupier's cloud-based real estate platform automates deal tracking, lease administration, and lease a...Read more about Occupier

4.6 (19 reviews)

1 recommendations

Samsara

Samsara helps the largest and most complex operations organizations empower workers, save on fuel, and build a world-class safety program—all from a single easy-to-use, integrated platform. With tens of thousands of customers ac...Read more about Samsara

Maintenance Connection

Maintenance Connection is a multi-site, multi-industry Enterprise Asset Management (EAM)/Comprehensive Computerized Maintenance Management System Software (CMMS) that helps businesses avoid asset failure and reduce downtime. Our u...Read more about Maintenance Connection

Skedda

Skedda is a leading global desk management and hybrid work platform, serving over 12,000 customers and nearly two million users, including IBM, Siemens, Mercedes-Benz, and Harvard University. We are defining the future of the work...Read more about Skedda

Maxpanda CMMS

Maxpanda CMMS is a cloud-based solution that offers a suite of tools which includes integrated asset management, inventory management and preventive maintenance. Property managers and facility directors can choose how they would ...Read more about Maxpanda CMMS

Eptura Asset

Whether you're managing assets in an office, industrial site, or special purpose real estate, you need to keep your facilities running and your employees safe. If your equipment goes offline, your employees can't work to their ful...Read more about Eptura Asset

MPulse

MPulse Software doesn’t sell “basic” maintenance management software, because we know that even smaller organizations need robust software to manage the increasingly complex demands of modern maintenance management. Whether you ch...Read more about MPulse

Simpro

Simpro is a powerful job management software solution created by trade contractors, for trade contractors. If your business struggles with quoting multi-stage projects, managing inventory, communicating with technicians, or any ot...Read more about Simpro

Buyers Guide

Last Updated: March 16, 2023

Facility, maintenance and real estate managers require specific functionality to efficiently maintain properties and track information. Software solutions designed to handle this functionality are known as Integrated Workplace Management Systems (IWMSs).

In this guide, we will explain what makes up an IWMS, what it can do and the benefits it can offer.

Here’s what we’ll cover:

What Is an Integrated Workplace Management System?

Components of an Integrated Workplace Management System

Benefits of an Integrated Workplace Management System

Use Cases for an IWMS

How Is It Priced?

What Is an Integrated Workplace Management System?

In the past, managers would use several separate systems to meet their needs. But this changed when vendors first began offering a Web-based software platform that integrated the five modules needed most often by facility and real estate managers—an Integrated Workplace Management System.

Gartner coined the IWMS term in 2004 to describe the combination of these five applications:

  • Real estate and lease management

  • Facilities and space management

  • Maintenance management

  • Environmental sustainability

  • Capital project management

An IWMS is more than a repository for all of the data these applications gather; the system, in fact, offers coordination of activities occurring in each of these areas of an enterprise.

Therefore, an IWMS performs best for organizations with hundreds or thousands of assets, and reveals how various departmental activities impact each other.

Today, several major software vendors offer their own IWMSs. When they’re scattered across different systems or departments, the quality of data about facilities and assets can suffer—but IWMSs give managers all the features they need in one convenient package.

Common Features of IWMS Software

The following five component modules make up an IWMS:

Real estate and lease management

As in property management software, real estate management modules give users a centralized database of information about buildings, such as size, value, condition, function, occupancy and maintenance costs. Create requests for proposal (RFPs) and manage the entire lifecycle of a building, from acquisition to disposal. Users can also manage leases or other important documentation.

Facilities management

Facilities management features help users manage physical building space, equipment maintenance, portfolios and records of important data.

Maintenance management

Where facilities management modules help users manage buildings, maintenance management tools help users manage assets—such as equipment and vehicles—with the goal of reducing maintenance costs and keeping assets at peak performance.

Capital project management

These features help users track the status of large, long-term capital projects (for example, the construction of an apartment complex). This can include budgeting, inventory management, assigning tasks and roles to workers, document storage/sharing and invoicing.

Environmental sustainability

Sustainability features can monitor and identify excessive usage of energy, water and other resources, and may include functionality to help bring a building within LEED certification standards.

Benefits of an Integrated Workplace Management System

The main goal of an IWMS is to provide the most useful features for facilities and real estate management within a single software platform. This translates into many other benefits, such as:

  • Centralizing information in a database. When using multiple systems to manage a workplace, transferring data quickly and accurately between them is a challenge, and can introduce human error. IWMS vendors solve this issue by sharing information across integrated modules automatically.

  • Optimizing space and resources. IWMS software can help organizations analyze their use of physical space, whether it’s an office, a manufacturing plant or a warehouse. Moving employees and assets around an existing office or into a new space (called a “churn”) can be costly, and software can help plan for future usage efficiently.

  • Reducing energy usage. By monitoring and analyzing the energy efficiency of a facility, organizations can identify cost-cutting opportunities that also reduce the facility’s carbon footprint.

Use Cases for an IWMS

An IWMS contains many applications, so it can be difficult to envision the exact situations in which the system adds value to an organization. Software Advice recently spoke with two IWMS experts to learn some useful ways this software benefits users:

  • Coordinating activities to avoid interruptions: Let’s say a company’s maintenance team uses a CMMS to plan preventive maintenance work orders, and its executive team has a separate calendar to reserve meeting rooms. With an IWMS, these schedules can be viewed by both groups so that planned maintenance on an air handler above a conference room will be performed before or after an important executive meeting.

  • Automate minor environmental adjustments: Employees work best when they’re comfortable, but it’s sometimes a hassle to find someone who can adjust the temperature quickly. A workplace that utilizes an IWMS can offer a simpler, faster way to make minor adjustments—employees can use their smartphone to report that a room is too cold through an online portal. If the system is setup to do so, it can shut off the air conditioning automatically, saving time and increasing workplace comfort.

Read our report to find more detailed information about the applications, benefits, stakeholders and use cases of an IWMS.

How Is It Priced?

IWMSs are priced through a monthly or annual subscription fee, or an upfront license fee. However, it’s important to note that most IWMSs are Web-based.

Pricing Model

Description

Examples

Subscription-based, “Software-as-a-Service (SaaS)" or Web-based

A monthly or annual fee, typically based on the number of users who access the system and/or the number of assets. However, some pricing models are based on square-footage.

Manhattan IWMS, Planon Accelerator, iOffice IWMS

Perpetual license fee

A one-time, per-user or per-computer fee. Some products allow multiple users on a single license, while others require an additional license for each user. Updates, support and training may be separate costs.

IBM Tririga, ARCHIBUS IWMS