The nature of how work is accomplished has changed drastically over recent years. More workers either get things done from home or find that they are increasingly productive in different work settings than those provided. If companies aren’t collecting and analyzing data about how their workforce is using office space, there’s a good chance that efficiency and money are being sacrificed.
Why You Should Understand How Your Office Space is Used
We live in an age where there is an abundance of data available, but not enough of it is effectively leveraged. Property is typically the second-largest expense for an organization, so it makes sense to take a closer look at how this money is being spent. Data on your workplace can deliver valuable insights into your company’s people, technology, and processes.
Creating a system to measure various factors relative to how office space is being used can help an organization track progress and make improvements. Here are several areas that you can focus on as you work to make your space more efficient.
Forecasting FTE and Freelancers
Most companies no longer get their work done by a team of full-time staff. It’s generally now a mishmash of traditional staff, part-timers, and freelancers. This can be a challenge when it comes to how best to allocate office space.
One measure you can use is FTE, which stands for Full-time Equivalents. Keep track of your FTEs and how those fluctuate quarterly or year-over-year. Also, have a strong understanding of how many part-time employees or freelancers will be in the office at any one time.
Determining Core vs. Flex Space
Once you understand some of your total office space needs, you can divide that into core vs. flex space. Core space is space that is essential to running your business and won’t change long-term. It might include some management offices and support areas. Flex space can vary in the short-term, depending on needs.
Meeting Rooms
Most businesses believe that having a lot of meeting space is essential, but few have the data to back up this assumption. Create a booking system for your meeting rooms so that you can track their usage. How often is a room used? When it is used, how many attendees show up? Based on this data, you may want to make some office space adjustments.
Sensors
Installing sensors might sound like overkill, but this is a powerful tool that will get you the data you need to make strategic business decisions. Sensors can tell you when a desk or meeting room is being used, and by what staff members.
Data Aggregation
You may be collecting data from a variety of different sources, such as those sensors, meeting booking applications, and access control systems. When you begin aggregating this data, you’ll come away with even more powerful insights about office space utilization. This information will enable your business to make strategic business decisions that can save it time and money.
Need Help With an Upcoming Office Space Project?
If you are considering an office space project, Carolina Services Inc. (CSI) can help. Our team of professionals has specialized in commercial construction, space planning, maintenance services, and more since 1976. We serve clients throughout the Charleston, SC area. Contact us now to learn more.
