Learning
4 space utilization metrics for a more efficient office
February 14 / 2023
The rational and efficient use of work space is a key factor in trying to achieve differentiation. A good understanding of how an office works allows it to be successfully adapted to new needs.
In this way, it is possible to make better use of resources and workers carry out their work more comfortably, favoring their productivity. With a more efficient office, the chances of capturing and retaining value increase considerably.
Benefits of a correct use of space
- Cost reduction
Once we have an exact record of the underutilized square meters, the solution is easy: either we use them to satisfy a new need or we get rid of them to reduce costs.
- Improving workplace experience
Controlling all the possibilities of a workspace allows you to make the most beneficial decisions for your personnel. The objective is to improve their experience in the place where they develop their activity. Care that in turn has an impact on employee engagement and retention.
- Attention to real needs
In every company, each worker always has one or more requests to make. When they are linked to the use of their workspace, facility managers should really look into them. Knowing how they use the space in which they operate provides the necessary information to know what they really need.
- Promoting sustainability
Efficient offices succeed in identifying areas where utility use can be reduced or space can be reused rather than trying to expand it more. An ecological initiative committed to making the world more sustainable.
4 metric practices for effective space utilization
With the data obtained from these metrics, it is possible to discover how workers use their space and whether it performs as required. Once the information has been assimilated, it is time to make decisions aimed at space optimization.
- Peak occupancy
This metric allows us to identify the days and times when space utilization is at its highest. Both the occupancy of the entire building and individual areas can be tracked.
With this data on the table, it is possible to make the necessary changes to guarantee the demand for specific desks, quiet rooms, as well as other office resources.
In the event that demand exceeds supply, it is appropriate to adjust the schedule to balance occupancy during the week. This way there is a better allocation of resources and the office keeps running smoothly.
- Average utilization
The average utilization rate shows the usual time workers spend in the space to be measured. The higher the average utilization, the greater the value of that space.
The calculation of this index is obtained by taking the number of workers present in the space, dividing it by the office capacity and then averaging the result over a period of time.
We want to know, for example, which day of the week the office has the best utilization rate. For each day of the week, the utilization rate for each hour should be calculated and averaged over the entire workday. In this way we know the average daily use and we can determine which days are the busiest.
With this metric there is often a clash between experience and efficiency. Try to have an efficient office, without wasting space, but also respecting the experience of the workers. They should not feel crowded in their workspace. It is important to listen to feedback before making decisions.
- High traffic areas
Spaces with high traffic in the office need to be cleaned more often. They also require more frequent maintenance and inventory. This is the way to achieve proper hygienic and operating conditions.
Therefore, this metric helps to know where these areas are located and when there are a greater number of people in them. Let’s take the case of the kitchen or the coffee room. Intense traffic means that these services are valued by workers, even if this means that they get dirty quickly. Keeping them clean and well stocked optimizes service for those who enjoy them.
- Actual utilization of meeting rooms and desks
An efficient office does not only depend on a space distribution according to the needs. Workers should have available access to collaborative and meeting rooms, as well as to their desks. And use them.
By monitoring the actual use of these spaces, it is possible to know whether they are performing as expected or underperforming. To find out the utilization rates of specific workspaces, take the number of meeting rooms or desks occupied on a given day and divide by the total number of those specific spaces.
The objective is to put an end to the so-called ghost meetings. That is, those that are scheduled, but not attended by anyone. This problem becomes chronic when bookings are recurrent, meetings do not take place and no one cancels them.
At Cloudworks we make sure that space utilization is always appropriate. In our locations, each space has a specific function and is optimized by the presence of cloudworkers as they go about their work, hold a meeting or enjoy a moment of relaxation. Visit our facilities and check it out!
