Top companies worldwide are pioneering a new era of informed decision-making, where every square foot of real estate is optimized, resources are maximized, and every dollar is spent strategically. However, designing efficient and productive workspaces takes time, and collecting occupancy data is just the first step of the process. Having data that gives you a better understanding of how people use their space is more important than just how many people are in a space. In fact, this type of utilization information is crucial for workplace managers who need to make strategic decisions that affect the productivity and profitability of their organizations as a whole. Creating meaningful workplace strategies requires a shift in thinking about the kind of metrics that need gathering and the ways in which this data can be used.
Think utilization, not occupancy
To truly understand how your workspace is being used, you must look beyond basic occupancy data offered by sensors to the utilization metrics offered by Wi-Fi based spatial intelligence systems. By leveraging an organization’s existing Wi-Fi infrastructure, these solutions can effectively monitor the presence and movement of people within as well as to and from various areas, providing real-time data on space usage that paints a much clearer picture of what’s actually happening in the office.
Get multi-dimensional insights
Utilization data offers a rich variety of insights you can use to guide your strategic workspace plan. In addition to how many people are occupying a space, you can learn:
- Who is in the space and which teams they belong to
- Who is collaborating with whom throughout the day
- How and when are they accessing resources like cafeterias, printer or meeting rooms
- Which paths people are taking to go between resources
- How often people stay or return to a specific area
Combining this multi-dimensional Wi-Fi based data with other sources, such as environmental conditions or employee surveys, will give you even more nuanced insights to fully understand your workspace's effectiveness.
Make better decisions
Capturing the data is only the first step. Organizations also need to analyze and apply this data strategically. By using advanced analytics to spot trends and predict how much space will be needed in the future, organizations can make a variety of data-informed decisions about:
- Which areas to invest in or divest from in their current real estate footprint
- How to redesign workspaces based on actual usage, including the accommodation of hybrid working models that require flexibility
- Maintenance schedules or energy use based on peak time utilization
- How workspaces can foster productivity, innovation and alignment with organizational goals
Implement improvements
Integrating and making the most of utilization data allows you to transform your workspace into an environment that truly supports your organization's needs and drives your business forward. To reap significant benefits, focus on making improvements in these three key areas:
1. Optimized space usage
- Identify underutilized areas and repurpose them to meet organizational needs better.
- Optimize seating arrangements and meeting room allocations based on actual usage patterns.
2. Reduced operating costs
- Minimize real estate costs by consolidating office space and eliminating unused areas.
- Lower energy consumption by adjusting HVAC and lighting based on occupancy trends.
- Tailor cleaning schedules and maintenance activities to actual usage patterns. For instance, avoid cleaning areas that haven't been used.
3. Enhanced workplace experience
- Ensure that popular spaces are adequately maintained and available.
- Improve safety and compliance by monitoring the occupancy and high-frequency uses of specific spaces.
- Design your workspaces to meet the real needs of your teams. Ask questions like: Are there enough collaboration spaces? Where are meeting rooms located, and are there enough of them? Are on-site resources like cafeterias staffed up to meet the needs of your teams based on who is in the office at particular times? Are there enough “heads down” spaces for individual work?
- Adapt your office spaces for a better return-to-office experience. The trick is to create a productive, efficient and flexible work environment that’s compelling enough to compete with the work-from-home experience.
An ongoing recipe for success
Once you’ve made some changes, keep an eye on the metrics. Track trends and patterns in usage over weeks, months and years. Optimizing space based on employee input and evolving data over time is an ongoing process and the key to long-term success.
Decisions about workspace and real estate have far-reaching effects within an organization. They influence not just the physical environments where work occurs but also employee productivity, job satisfaction and overall operations. Strategic use of office space utilization data can help ensure that these decisions positively impact all facets of your organization.