Why Cloud-Based Workplace Management Is Key in 2021

Property managers need a solution that can satisfy tenants, simplify operations, and continuously adapt. In short, they need cloud-based workplace management.

The workplace nowadays is more than just bricks and mortar. Today’s tenants have come to expect everything from fitness classes to parking services to discounts with nearby retailers. But with this increasing “service layer” comes increasing complexity. 

Add to that the need to continuously update health and safety protocols and the picture becomes clear: property managers need a technology solution that is powerful, adaptable, and easy to use. In short, they need a cloud-based solution.

In this post, we break down what cloud-based workplace management is, why it’s going to be crucial in 2021 and beyond, and how you can keep pace.

What is cloud-based workplace management?

Cloud-based workplace management software allows you to operate all aspects of your property through a single, shared platform that can be accessed from anywhere. 

What separates cloud-based technology from traditional on-premise tools is the fact that all your software exists “in the cloud”—meaning it isn’t tied to a specific server in a building. This means you’ll have better uptime, data encryption functionality (to improve security), automatic updates (so you always have the most up-to-date versions), and more.

Instead of relying on email chains, posters, phone calls, and clunky on-premise software to keep everyone in the loop, commercial real estate owners and property managers can use one central platform to manage everything building-related, no matter where they—or the building—are located.

Why should you be thinking about cloud-based workplace management solutions?

One of the most compelling cases for cloud-based workplace management software is that the tenants within your building are already transitioning to cloud-based tools of their own—tools like Slack, Google Drive, Trello, Expensify, QuickBooks, etc. It’s only natural these tenants will start to expect the company managing their building to follow suit.

But that’s just the tip of the iceberg.

Implementing a cloud-based workplace management solution to manage your tenants has more benefits. Let’s discuss them in detail. 

1. Remote management

To access cloud-based software, all you need is a functional web browser, which means it’s accessible from virtually anywhere. This is beneficial for both you as the property manager and the tenants within, especially in the midst of “work from home” and the rise of flex space. Whether it’s publishing content, sending an update, or allowing tenants to book rooms, property teams and tenants can access their “digital workplace” anytime, anyplace.

A lot of cloud-based workplace management solutions (Lane included) have a mobile app component too, which means your tenants can access your services while they’re on the go—inside the building or elsewhere—making cloud-based software the perfect “remote control” for the workplace.

2. Security

The more software we use to manage our buildings, the more data we generate. Cloud-based systems are able to keep your data—and the data of your tenants—safe. 

These systems are managed by highly skilled IT professionals who block unauthorized access to keep data and applications in the cloud secure from cybersecurity threats. Unlike on-premise tools, cloud-based systems undergo frequent audits to ensure that their systems are secure. 

A cloud-based workplace management software like Lane, for instance, is GDPR and SOC 2 compliant, with end-to-end encryption.

3. Cost-efficient

The cost of maintaining a legacy system is substantially higher than maintaining a cloud-based workplace management software because the costs add up in the form of licensing fees, IT support charges, individual user fees, etc.

For example, if you’re using a traditional on-premise setup, you’ll be responsible for costs associated with servers, hardware, storage space, power usage, etc. With a cloud-based system, you’re only paying for what you need and what you use.

4. Adaptability

As the world becomes more technology-driven, having cloud-based workplace management software will ensure you’re equipped to evolve with the times. If your processes need to change, or if you need to scale up or down—an adaptable platform can make sure you’re future-proofing. 

Workplace management during COVID is a complex process involving business continuity management, tracking of employee health and exposure risks, and immediate notification of any potential issues. It pays to be able to change quickly.

5. Automatic Updates

With cloud-based applications, software updates happen over-the-air (OTA) and don’t take hours on end to implement, compared to traditional on-premise software systems which need to be updated manually and can lead to hardware-software compatibility issues.

This reduces the friction that can arise when working with an IT department to manage updates—whether it be coordinating schedules, reporting bugs, scheduled downtime that could’ve been avoided, etc.

8 key uses cases for cloud-based workplace management software

The benefits of cloud-based software are endless—and in the workplace, it can help across a number of key areas. Here are 8 core use cases for cloud-based workplace management software:

1. Mobile access.
Allow your tenants to access buildings, rooms, and amenities with a simple tap of their phone.

2. Visitor management.
Skip pen-and-paper sign-in processes while improving security and sending automatic notifications to tenants when their guests arrive.

3. Resource booking.
Allow tenants to book meeting rooms, service elevators, fitness studios, coworking desks, etc. with their smartphones.

4. Retail & payments.
Connect tenants with on-site retailers or local businesses and collect payments directly from inside the app.

5. Building-wide communications.
Keep tenants up to speed on building news and notices in a high-reach web and mobile environment.

6. Event management.
Promote events, manage RSVPs, ticketing, check-ins, and more.

7. Building operations.
Give building administrators the tools to manage day-to-day tasks like work orders, deliveries, etc. without needing to rely on sticky notes and phone calls.

8. Data & analytics.
Collect tenant feedback, track amenity usage, filter data based on locations, specific buildings, etc.

Wrapping up

Cloud-based technologies aren’t just safer and easier to use in the workplace. From over-the-air updates to delivering access anywhere, anytime, cloud-based workplace management is your key to delivering the future of work.

It’s time to move to the cloud.

To learn more about implementing cloud-based workplace management software for your property, get in touch, or request a demo today.

Did we mention we’re hiring? To learn more about roles at Lane, visit our careers page.