Have you painstakingly collected loads of data so you can start improving workspace utilization? Now, you’re ready to sift through it and put this Workplace Business Intelligence to use in making smart decisions about how you allocate office space. Analyze the utilization data to determine the following:
Usage for Shared Spaces
- Which spaces are used at the highest capacity and which spaces go unused
- Which employees and departments use shared spaces and for what purpose
- Times of day and days of the week when each area is used most often
Additional information to gather: Compare the actual usage data from shared spaces such as meeting rooms or conference rooms with the scheduled usage.
- Are people showing up and using the space they’ve set aside?
- Are small groups booking a large conference room when a small team meeting room would do?
This helps you identify whether people are hoarding the best workspaces even when they don’t need them. It can also help you decide whether space hibernation is a good option. With hibernation, you can use rules-based booking software to enforce an energy-saving approach to workspace utilization. For example, it might only offer the option to book conference rooms on one floor until all those spaces are filled. That way, you only have to heat or cool that floor.
Usage for Individual Workstations
- The maximum workstation occupancy percentage on an average workday
- The percentage of employees who are typically at their desk for most of the day
- Peak times of day and days of the week for workstation occupancy
Additional information to gather:
- Are employees working within the office but away from their desks? If so, where?
- Are they setting up temporary workspaces in other areas? If so, what is it about these self-chosen workspaces that makes them more appealing than the assigned desks?
This type of information can give you insight into what types of flexible workspaces could be used to replace traditional workstations and reduce the overall office footprint. For example, if people are gathering in small social groups to collaborate on a come-and-go basis using mobile devices, a workplace lounge might be a viable option.
Next week, we’ll talk about some of the ways to ease a transition into desk-sharing, one of the most far-reaching and impactful ways of improving workspaces utilization.