What is space utilisation?

Space utilisation is a crucial aspect of corporate real estate and facilities management for any organisation.

At its core, space utilisation refers to how effectively a given physical space is used. It involves measuring and analysing the usage patterns of different areas within a facility to optimise the allocation and configuration of spaces. Efficient space utilisation is vital for reducing costs, improving the workplace experience and enhancing productivity and satisfaction.

In the era of hybrid working, the importance of space utilisation has grown exponentially. Studies suggest that many offices operate at only 50-60% capacity on any given day, highlighting the need for better space management to avoid underutilisation and wastage.

Specialist space management software plays a key role in providing organisations with better visibility and insight into their space utilisation. These tools allow for granular analysis of floor plans, enabling real-time identification of vacant and underutilised spaces through features like colour-coded desks and neighbourhoods. The benefits of using an office space management system extend beyond just visibility; they enable strategic planning, improve space allocation and ultimately foster a more efficient and dynamic work environment.

In this post, we will explore the significance of space utilisation, delving into key metrics and best practices to ensure the efficient use of space.

Space utilisation metrics

Using space utilisation metrics is key to enabling organisations to analyse and understand how a space is being used. These metrics provide the necessary information to make informed decisions on any changes required and how to best optimise that space. Here are some essential metrics and key performance indicators (KPIs) to consider for office space management:

Daily peak utilisation

Daily peak utilisation measures the highest usage level of a space within a day. This metric helps identify times of maximum occupancy and potential overcrowding, allowing for better management and scheduling of space.

Total square footage

Total square footage refers to the total area available in a facility, building or office. It is essential for calculating space utilisation rates and planning allocations, ensuring that every square foot is used efficiently.

Average peak utilisation

Average peak utilisation is the average of peak usage levels over a specified period. This metric provides insight into typical maximum occupancy trends, helping organisations understand a given space’s busiest hours.

Total visitor traffic

Total visitor traffic counts the number of people entering a space. It is useful for understanding overall demand and flow patterns, which can inform adjustments to space allocation and design.

High-traffic areas

High-traffic areas identify spaces with consistently high usage. Highlighting these areas can indicate the need for redesign or additional resources to accommodate demand.

Point-in-time occupancy

Point-in-time occupancy measures occupancy at specific times. This metric is useful for snapshot assessments of space usage, helping to identify underused or overcrowded areas at particular moments.

Desk utilisation

Desk utilisation tracks the use of individual workstations. It helps determine if desks are underused or overbooked, providing insight into whether the current desk allocation meets the needs of the workforce.

Room capacity

Room capacity is the maximum number of occupants a room can hold. This metric is important for compliance with safety regulations and optimising space usage to ensure rooms are neither overfilled nor underused.

Density

Density measures the number of people per unit area (e.g., people per square foot). High density can indicate efficient use of space, while low density may suggest that there is unused space that could be repurposed to enhance efficiency.

Capacity vs. occupancy

Capacity vs. occupancy compares the total capacity of a space with actual occupancy. This metric identifies underused or overused areas. For example, meeting rooms that can accommodate 15 people but are usually only ever used by 3–4 people indicate that the space could be divided into smaller conference rooms to facilitate more meetings.

Cost per person

Cost per person calculates the cost of space per occupant. This metric is important for budgeting and financial planning, ensuring that the cost of maintaining a space aligns with its utilisation.

Specific usage areas

Specific usage areas track the usage of specific types of spaces (e.g., meeting rooms, shared spaces). Understanding the demand for different functionalities helps in planning and optimising space to meet organisational needs.

 

By leveraging these metrics, property managers can gain valuable insights into space utilisation and make data-driven decisions to optimise their facilities, reduce costs and enhance the overall workplace experience.

 

Best practices

Optimising space utilisation is crucial for creating an efficient and productive work environment. This process involves data-driven decision making as well as fostering a flexible approach and culture. Below are some key best practices to help maximise the use of available space.

Adopt activity-based working

Activity-based working (ABW) involves creating various types of workspaces tailored to suit different activities, such as collaboration, focus and relaxation. This approach enhances productivity and space efficiency by encouraging employees to choose spaces that best suit their tasks. Key strategies include:

  • Creating diverse workspaces: Design spaces for different activities, ensuring there are areas for collaboration, focused work and relaxation.
  • Encouraging shared workspaces: Implement hot-desking to maximise desk utilisation and encourage a dynamic work environment.
  • Booking systems for meeting rooms: Use booking systems to ensure meeting rooms are used efficiently and to avoid double-booking.
  • Modular furniture: Incorporate modular furniture that can be easily reconfigured to support various activities and group sizes. Include sit-stand desks and mobile seating to provide flexibility and comfort.

Accept feedback

Regularly collecting feedback from employees about their workspace needs and preferences is vital for continuous improvement. This feedback can inform adjustments and help enhance space utilisation. Best practices include:

  • Regular surveys and feedback mechanisms: Implement regular surveys and feedback mechanisms to gather insights from employees about their satisfaction and workspace needs.
  • Data-driven adjustments: Use the collected feedback to make informed adjustments to the workspace, ensuring it meets the evolving needs of the workforce.

Use IoT sensors

The implementation of IoT (Internet of Things) sensors is an advanced strategy for gathering real-time data on space usage. IoT sensors, when used in conjunction with space management software, provide accurate and actionable insights. Examples of IoT sensors include PIR (Passive Infrared) sensors, vision sensors and desk sensors. Key benefits include:

  • Real-time data collection: IoT sensors track occupancy, environmental conditions (e.g., temperature and humidity) and movement, offering a comprehensive view of how spaces are used.
  • Centralised data analysis: Integrate IoT sensor data with space management software to centralise, track and analyse all information, enabling informed decision making.
  • Enhanced space utilisation: Use insights from sensor data to identify underutilised spaces, optimise layouts and make data-driven adjustments to improve overall space efficiency.

Optimising space utilisation is essential for creating an efficient, productive and cost-effective work environment. By understanding and implementing key metrics, adopting best practices like activity-based working, gathering employee feedback and leveraging IoT technology, organisations can make informed decisions that enhance space efficiency. With the right strategies and tools, property managers can ensure their spaces are used to their fullest potential, ultimately improving the overall workplace experience and contributing to organisational success.

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How can MRI Software help?

To find out more about how MRI’s space management software can help to manage space utilisation within your organisation by leveraging data and real-time analysis to ensure efficiency in the workplace, request a demo or call us today on +44 (0)20 3861 7100.

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