The secret to perfect office space utilization

5 min read

New workplace strategies like hybrid working and open floor plans have huge benefits—like greater flexibility and talent attraction—but they can also take a toll on office space utilization. If your company wants to reclaim efficiency and make the most out of your workplaces, measuring utilization in true real-time is a game changer. Here’s why.

Why measure office space utilization with sensors?

Office space utilization is nearly impossible to improve without reliable, consistent measurements. Many companies end up relying on error-prone gut feelings to determine whether a new strategy was a success. There’s a better way. Today, companies have the opportunity to easily collect objective metrics about office space utilization using technology, such as occupancy sensors.
 
Occupancy sensors, along with other technologies like people counting or badge swiping sensors, can detect exactly how your office space is used. Not only that, they collect data 24/7. This means you gain a complete, automated understanding of office utilization levels and patterns throughout the day and year.

How does collecting data increase office space utilization?

With an automated stream of office space utilization data, you are well-equipped to improve and optimize your utilization levels. You can answer pressing utilization questions, pinpoint peaks and valleys in occupancy, identify underutilized and overutilized areas, and see if new workplace strategies raise or lower utilization levels.
But utilization data can improve your office space utilization in the short term too, by supporting employees in their day-to-day activities. Sharing occupancy statuses with employees can help them book rooms more efficiently, help them find available workspaces, and makes the office more usable and streamlined. But there’s a major pitfall.

What is “real-time” really? And why does it matter?

Many organizations believe they already have real-time space utilization data. In reality, most have significant lag times. These companies often define "real-time" as data collected every 2, 5, or even 10+ minutes. However, true real-time data is collected continuously, with no delay between an occupancy change. And as many companies soon discover, every second counts.

Minute-by-minute or longer collection intervals hold organizations back from their space utilization goals. Delayed data results in flawed workplace analytics. You’ll miss out on some pretty important facts and risk making misinformed decisions about space planning. You might underestimate room occupancy levels and remove much needed spaces. Or overestimate usage and mistakenly retain costly but underutilized real estate. It’s hard to be confident if you know there is a margin of error.

Beyond analytics, delayed utilization data is a drag to space booking. It is frustrating, but also inefficient if you can’t fully trust whether a workspace is free or not. And if room availability status is constantly inaccurate, you create an office environment that employees hardly want to use at all. Only true real-time data makes the office experience effortlessly smooth for employees.

Max out office utilization with data you trust

As dynamic and flexible as office spaces are today, organizations need utilization metrics that accurately reflect reality. Only then can companies start making consistent, confident decisions that improve office efficiency. That’s why, if you want to max out your office space utilization, true real-time data is your best bet.

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