Company car park management : 10 reasons to opt for a SaaS solution!

In an ever-changing world, even the most traditional aspects of business management are undergoing a metamorphosis that is often unsuspected.

Once relegated to the background, company car park management is now emerging as a critical factor in the quest for operational efficiency and increased productivity, which should no longer be overlooked.

The move towards hybrid working models is leading to fluctuating demand for places in company car parks. Busy days are (very often) interspersed with periods of low car park occupancy, making the management & allocation of parking resources much more complex & demanding.

At the same time, sustainability imperatives and CSR policies have highlighted the environmental impact of home-work commute. This is why promoting alternative modes of transport and reducing carbon emissions are now priority objectives for many companies. To encourage these changes, proactive parking management is required.

With this in mind, the adoption of a corporate parking management solution is emerging as a compelling necessity. It offers a panoply of both tangible and intangible benefits. Discover below 10 reasons why you should adopt a parking management solution.

A quick reminder : what is a company car park management solution?

A car park management solution involves automating and optimizing car park management for companies of all sizes (VSEs, SMEs, ETIs, GEs, and even multinationals).

In other words, it’s SaaS software that allows employees to reserve a parking space according to their type of vehicle (electric or rechargeable hybrid, two-wheeler, etc). The allocation of parking spaces is also automated, incident management and access control are facilitated, and above all, car park occupancy is optimized.

What’s more, by digitizing the management of their car park(s), companies can collect, interpret, and track a wide range of data (car park occupancy statistics, employee activity history, monitoring the use of shared charging points, etc.). As a result, the car park management application becomes a veritable mine of valuable information thanks to real-time data collection, enabling companies to make informed decisions and enhance the parking experience for their users.

So how does it work? The company car park management software can be accessed by employees directly from their smartphones via a mobile application compatible with Android and iOS operating systems. They can also access it via the Internet using a web browser.

They generally include a single sign-on system that allows employees to log in with just a few clicks, without registering, using an existing Microsoft, Google, Okta, OpenID, or another account. Administrator and user accounts can be created and configured in just a few days.

Sharvy is one of the pioneers of this type of software. Today, the solution has more than 60,000 daily users around the world! Remarkably, it responds positively to over 96% of requests made to its application.

But, do you need a company car park management solution?

These days, companies often face two contrasting situations when managing their car park(s): under-utilization and saturation. In short, if you are in one of these two situations, you need a company car park management solution.

• • If your car park is underused : your company faces a situation where the number of available parking spaces exceeds user demand. This under-utilization of car parks is becoming increasingly common at a time when teleworking is becoming the norm in many companies. This situation can result in wasting valuable resources regarding physical space and the costs associated with car park maintenance and security.

• • If your car park is saturated : your company faces a situation where the demand for parking spaces far exceeds the supply available. In other words, your car park has reached its maximum capacity or exceeded its limits, leading to congestion, traffic problems, and frustration for many employees.

In both these scenarios, your company can benefit from adopting a digital car park management solution, such as Sharvy. For example :

• • If you find yourself in the 1er case : the solution can help optimize the use of resources by identifying areas of under-use, reallocating parking spaces more efficiently, and encouraging the shared use of available spaces (for example, by installing an area of shared charging stations). This optimizes the space available for other uses.

• • If you find yourself in the second situation : a Parking Management solution can help you effectively manage visitor numbers, anticipate peak full stops, and optimize traffic flows. Features such as equitable sharing of parking spaces, advance parking reservations, and real-time access management can help reduce frustration, improve the user experience, and avoid congestion and illegal parking.

3 recurring cases that should lead to car park optimization.

Thanks to our experience and the support we provide to our customers, we have identified the recurring problems that need to be optimized in the car park. To find out more :

• • A company move, such as the construction of a new building.
  • A high number of holders use their parking space sparingly.
  • Also, an “Excel” car park management tool that is becoming too restrictive to manage, both for the equitable distribution of parking spaces and for access management.

This was one of the situations facing UpCoop, the parent company of the Up group (Cadhoc, Up Déjeuner), at the beginning of 2023. However, thanks to the Sharvy digital solution, UpCoop went from a 600-space car park to 310 spaces during its move without impacting its employees’ Quality of Life at Work (QWL). Julien Foucher (Director of Work Environment & Real Estate) shares his experience with us here.

Company car park management : 10 reasons to opt for a digital solution!

1.  An innovative and sustainable solution to improve your employees’ daily lives.

Today, more than 68% of Britons commute to work by car ! (Transport Statistics Great Britain). The car park is the starting point and the culmination of all these journeys. Yet many employers still need to work on managing their company car parks.

But, it’s justifiable! Previously, demand didn’t compete with supply, and the costs associated with managing parking spaces seemed disproportionate to other organizational priorities.

However, there is now a glaring imbalance between supply and user demand. Nowadays, the number of users often (considerably) exceeds the number of parking spaces available, which inevitably leads to congestion, frustration, and (sometimes) non-compliance with the parking policies established within the car park.

With an available parking space, employees’ vehicles are regularly turned on the roads, at risk of being damaged by malicious individuals. Added to this is that many large towns and cities are rethinking the use of cars in their areas in response to climate change : shorter parking times, higher charges, etc. This makes it more and more difficult to find a parking space. As a result, parking in these areas is becoming increasingly complex.

Unfortunately, your employees depend on these parking restrictions and the hassle they cause. Coupled with the uncertainty of obtaining parking, this increases their stress levels. In the long term, this can even lead them to leave your company.

In this context, a Parking Management solution can prove highly beneficial. This solution offers valuable peace of mind by enabling your employees to reserve parking spaces in advance. Your employees no longer have to worry about finding parking in the morning, allowing them to start their working day more relaxed and focused.

2. An optimised parking experience for your employees and visitors.

In many companies, parking spaces are (still) allocated on a hierarchical basis, according to seniority, in a “first come, first served” model that is even more restrictive.

These allocation methods could be more efficient and satisfactory for employees. Moreover, because of teleworking, travel, and days off, many allocated spaces are unoccupied daily. As other employees cannot use these named spaces, the car park is entire, even if it isn’t really.

To alleviate these problems, employers can invest in a company car park management solution. This solution allows employees with a parking space to keep this privilege but share their parking space on days when they are not going to the office and therefore, when they do not use their parking space. Employees who do not have a parking space can make a reservation and use the company car park.

At the same time, welcoming your visitors is a factor that is sometimes overlooked when it comes to your company’s image. Investing in a Parking Management solution allows you to reserve parking spaces for visitors when they visit your site.

For example, with the Sharvy solution, your visitor will receive an email with their booking details (date, address, host details, and allocated parking space) before arrival. An interactive map (Google Maps) and a car park map are also included in the email so visitors can easily find their way around an unfamiliar location. Finally, a button to open the car park barrier (if the company has access control via the IoT module) is only activated on the day of the visitor’s reservation, so they won’t need to ask a third party to open the barrier on their visit.

So, digitalizing and optimizing your company car park benefits both your employees and your visitors.

3.  Smoother traffic flow in your car park.

For many employees, the company car park is the entry point to their working environment. For visitors, it is often their first contact with the company they are visiting. So, smooth access to the car park is a prerequisite for a positive parking experience for visitors.

Proactive management of parking space reservations (thanks to a Parking Management solution) helps to distribute the influx of vehicles evenly across your car park.

By encouraging your employees to plan their arrival and reserve their parking spaces, this approach helps you to better anticipate peaks in traffic and adjust parking space availability accordingly. This preventive measure significantly reduces the risk of congestion and slowdowns, guaranteeing smoother, more harmonious traffic flow in your car park.

4.  A solution offering (in the long term) financial benefits.

Often unsuspected, the cost of employee mobility is now the company’s second-largest expenditure item. This cost represents all the expenses generated by daily commuting to and from work, the vehicle fleet, and the management of the company car park.

However, a parking management solution can offer your company significant financial benefits by making the most of what already exists and reallocating the available space within your car park to avoid financing new ones.

At the same time, modernizing the management of your car park can increase its capacity by up to 30%. As a result, you could consider canceling your car park lease contracts with neighboring car parks, with immediate savings of between 1 500£ and 2 000£ per car park space per year.

That’s precisely what Sophie VOLLAND, Head of General Services at Groupe Atlantic in Paris, who uses the Sharvy application, points out. Want to find out more? Read her feedback here.

5. It’s a great way to make recruitment easier and retain your staff.

There’s no doubt about it : optimized company car park management can also significantly contribute to attracting your (future) talent. Potential candidates often weigh all the benefits your company offers, and the availability of convenient, safe parking can be a decisive factor in their decision to join your organization.

Moreover, the positive image conveyed by a well-maintained, digitally managed car park can positively impact candidates’ perception of the company’s (modern) culture and the attention paid to their well-being.

Adopting a digital parking management solution is a logical step in this direction. These solutions often incorporate innovative technologies such as online space reservation, number plate recognition to facilitate access control, and the sharing of parking spaces between permanent and non-permanent employees, offering more efficient and transparent car park management.

For example, this equitable sharing of parking spaces significantly increases parking capacity. This parking availability reduces daily stress and inconvenience at the start of the day. This helps to improve job satisfaction among employees, strengthening their attachment to the company and encouraging them to remain loyal to it because it considers their practical day-to-day needs.

6.  A solution to promote and facilitate sustainable mobility.

While you, as a company, have a direct impact on your employees’ mobility, government incentives also play a crucial role in the transition towards sustainable company car parks that are conducive to sustainable mobility.

For example, from 1 June 2022, all new non-residential buildings with more than ten parking spaces will have to be equipped with at least one charging point and cable trays for one in five spaces (20%).

This requirement is undoubtedly greatly appreciated by employees who own an electric vehicle, with over 60% of them believing that access to a recharging point is essential in the workplace.

But let’s face it : many businesses will be satisfied with minimal compliance with these environmental standards. As a result, access to a recharging point will remain (very) competitive. Good management of these resources will be essential to encourage electric mobility.

By investing in a Parking Management solution like Sharvy, you can offer your employees a genuine booking interface, making it easier for everyone to access and use shared charging points. In this way, you promote low-carbon mobility and significantly improve your CSR policy.

But as well as reserving and managing shared charging points in companies, thanks to the Sharvy solution you can also promote the rotation of parking space use. This makes car park holders less reluctant to use public transport and less inclined to use soft mobility. And all this without losing the use of the parking space, which encourages multimodality within your company.

At the same time, employees can get an overview of what’s available in your car park over the next few days before they arrive on-site so they can plan their mobility (for example, if the car park is complete, they might prefer to use a two-wheeler). So, by simplifying soft mobility and transforming your company car park into a real mobility hub, many users can take advantage of it.

7.  A company move means fewer parking spaces.

There’s no doubt about it : a company relocation is a sensitive event, requiring careful preparation to turn it into a genuine opportunity for development and growth.

Getting your staff on board is essential, you should involve them as much as possible in the move. On the one hand, they need to know what they are getting along with, and on the other, they need time to prepare for this significant change in their habits.

This is all the more true if the number of spaces in the (new) company car park decreases because let’s not forget : the car park is still the point of entry to their working environment. So, if you want to maintain your company’s image as an employer who cares about the well-being of its employees, you should pay attention to this point.

That’s why your company’s move can be an opportunity to reverse the current trends in your company car park. For example, you could choose to abolish the hierarchical allocation of parking spaces by name and open the company car park to all your employees.

How can we do this? By pooling your parking spaces, thanks to smart parking. Note that you don’t need to have a space for each of your employees! The idea is to take advantage of new technologies to optimize vehicle parking. For example, by installing :

• • • IoT sensors at each parking space (to detect the presence of a vehicle).
    • Access control to the car park with automatic barrier opening.
    • A number plate recognition system.
    • A digital solution offering your employees the possibility of reserving a seat.
    • Guidance to free spaces using dynamic signposting, etc.

By taking advantage of these technologies, you can avoid a situation where demand for parking spaces far exceeds supply. As a result, you make change management easier & you limit the number of problems, such as congestion, frustration, annoyance, and internal conflicts following the move.

8.  Intensification of the teleworking policy.

The episode of the great confinement and the aftermath of the pandemic have made more than one company think about its work organization. Hybrid working has become the norm, and we are seeing a massive and uninhibited adoption of teleworking.

As a result, home-work commutes are becoming more episodic. So, the allocation of parking spaces within the company is becoming more complex. This is all the more so given that an average of 10% of employees are absent every day. There are various reasons for this, but the main one is the intensification of the teleworking policy.

This means that employees will not use their parking spaces two or three days a week. At the same time, employees have an average of 25 days of holiday a year during which they will not use their parking spaces. There will be around 100 to 120 days a year when employees won’t be using the company car park or almost 1/3 of their working time.

Faced with these new challenges, many companies are turning to flex parking. It’s an opportunity for them to share their parking spaces and accommodate their employees’ different parking needs.

9.  Quick and easy to install the company car park management solution.

Introducing a Parking Management application is easy and convenient.

After discussing your needs and your company’s parking problems with our experts, they will propose a solution tailored to your company and the specific characteristics of your car park.

Once your company has validated the proposal, the time taken to deploy the solution varies according to the profile of the space to be created (technical specifications, installation of access control equipment, specific developments, creation of various groups of spaces, particular features of car park spaces, etc).

In most cases, you should allow a minimum of 3 to 4 weeks to install a Parking Management solution. At the same time, it’s a good idea to have a transition period of two to three weeks, to give your staff time to inform you of the forthcoming changes to how the company’s car park is managed.

This new technology will require a period of adjustment. Employees responsible for managing the system and users will have to familiarise themselves with this new solution. This initiation phase MUST lead to a gradual learning phase.

So don’t panic! At Sharvy, we offer real support for change. Julien FOUCHER, Director of the Work Environment & Real Estate for the UP Group, says : “Sharvy is not just a technology partner, it’s a natural partner for change. The Sharvy teams provided fundamental support for change. They organized two webinars to answer our questions and explain to the administrators and project ambassadors how the solution worked, using visual demonstrations”.

10.  Multisite management made easy and unified.

In some companies, it is common for employees to rotate from one site to another. While some employees make these journeys for one day, others are forced by their duties to be at one site two or three days a week and at another site the rest of the time.

However, the multiplication of a company’s sites and car parks makes it more difficult for users to determine the availability of parking spaces.

At the same time, multimodality is not encouraged, and users waste considerable time looking for parking close to their place of work. This is all the more so because if they had yet to anticipate this, it could jeopardize their timetable.

This increased flexibility brings with it a number of organisational challenges, particularly when managing multi-site car parks. To alleviate these problems, unifying access management for all your company’s sites is possible by opting for a centralized SaaS solution.

This type of solution is compatible with numerous access control systems (RFID badges & cards, IoT modules, cameras with number plate recognition, etc). Beyond these benefits, these solutions harmonize practices and make it easier for your administrators to manage multi-site car parks.

Secondly, they provide your employees with dynamic, real-time monitoring of your multi-site car parks. As a result, they have a clearer picture of the availability and unavailability of parking spaces in your car parks. As a result, they can better anticipate their needs and modes of transport.

How do you set up a company car park management solution?

The first step in setting up a company car park management solution is to fully understand the needs of both your company and your employees.

Start by assessing the current capacity of your car park : how many spaces are available, how are they used, and what are the main challenges?

Then choose a suitable solution like Sharvy, which will enable you to manage reservations and access control simply and efficiently. During discussions with the solution’s experts, don’t forget to ask these questions, which are essential if you want to manage your car park as effectively as possible.

At the same time, it’s just as important to define clear rules : who has priority access to the car park, according to what criteria, and how should visitors be managed?

Finally, support your staff by explaining how the new system works in an accessible way. Good training and transparent communication will make all the difference in ensuring that it is adopted!

In conclusion

Undoubtedly, adopting a SaaS corporate car park management solution is emerging as a resolutely forward-thinking strategy for overcoming the challenges inherent in managing your car park. By being aware of the added value and financial windfall that lies beneath your feet, you’ll be able to keep more of your staff happy and loyal and attract new talent.

At the same time, you’ll be able to offer your employees a positive parking experience worthy of your vision. In this way, you are shaping a future where the employee experience and business performance converge harmoniously.

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