Facilities Management is a broad field that spans many industries. While immediate examples that come to mind include colleges and universities, law firms, and government agencies, one industry that often gets left out of this list is insurance. And yet this field, from individual agents to expansive insurance companies, are involved in work that either uses or can significantly benefit from effective facility management strategies.

Not sure how much the insurance industry could benefit from facility management workflows? We got you covered. Let’s talk about the top 3 workflows that can help facilities managers specific to the insurance industry.

Hot-desking and Hoteling

In an increasingly hybrid workforce, hot-desking allows facilities managers to provide office space for all employees when they need it. Hot-desking enables employees on-site to choose the specific area within the office they want to work. Similarly, hoteling provides a convenient way for more mobile insurance agents, claims adjusters, and other industry professionals to ensure they always have a space to work when they are in a new location by booking space for up to a few weeks. Both hot-desking and hoteling help office managers maintain oversight into the locations of each space holder and where any mail or packages that come for them should go. Intra’s reservations systems simplify the complexity of these scheduling tasks, offering detailed insights into office cleanliness, as well as the exact locations of each employee.

Conference Room Reservations

In a facility with multiple agents – both those who call the building home base and those who are visiting – finding an available conference room can be a nightmarish task. Having a workflow that specifically manages reservations for these hot commodity spaces saves time and ensures that conference rooms are never double booked. Facilities and office managers can prevent conference room envy by establishing reservation guidelines and protocols. An online reservation process can centralize workspace reservations across your whole enterprise, making access equitable for all staff and providing a predictable and easy way for them to book the space they need. In addition to making agents happy, having a room reservation system allows facilities and office managers to measure space usage based on location, frequency, department, and trends, thus providing real-time data to aid in decision-making.

Record Management

The insurance industry shares with many other fields in the mountain of paper and digital files that usually follow each of their clients. Client records need to be within reach, digitally or physically, to move them from one agent to another, sunset documents and put them in storage, or just to keep them updated. With reams of paperwork created in any insurance transaction, a solid record system is necessary to keep track of the files; this is where Intra’s Record Management Workflow really comes in handy. The Intra platform provides a straightforward way to maintain the physical location of your client’s records and any record destruction, recycling, or digital requests. Using our dynamic workflow, agents can view an entire chain-of-custody history, whether they’re working on-site or in a remote space. At the same time, managers can streamline incoming record requests, confirm request completions, and oversee any needed metrics.

Does your insurance team need help with establishing a facility management workflow? Let us know! Email us at [email protected] or schedule a demo with one of our team members today.