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Why is Space Management Important for an Office?

Posted by Tom Bell on Mar 26, 2019 3:18:50 PM

Most companies and big organisations require a large estate of office space to locate their administration, research, customer services, and other functions – and these office spaces represent a significant cost. Understanding how this office space is used and what improvements can be made is a major part of what makes a modern smart building.

Here are some of the best ways that a space management system can help organisations take an evidence-based approach to running their office facilities.

1. See when your space is being used

It might seem as simple as looking at the general opening hours of the office to find out when the space is being used, but this simplistic approach doesn’t account for many aspects of the modern working environment.

For example, with flexible working hours now more popular than ever, can you actually say for sure when most of your office users come and go? What about teams that spend a significant amount of time on the road, going to visit customers or suppliers? A space management system can give you an accurate picture of how many people you need to have space for on an average day, and show you the trends of demand for this space across weeks and months. This can help you to determine how many permanent desks could be converted to ‘hot desks’, saving space.

Knowing when the building is used also gives you a chance to better plan your use of lighting and HVAC systems within the building, so that it coincides with actual demand and not just when you assume the most people will need it.

2. Understand demand for meeting and conference rooms

Meeting rooms and conference rooms are an office facility that are always at a premium – but are they actually being used in an intelligent way? Are rooms actually being used to capacity, and are bookings being kept?

By monitoring actual meeting room usage you can identify problems of under-utilisation and put in place a new booking system that shows when room bookings are not being kept, which rooms are sitting idle, which rooms are too big or small for your needs and create policies so that room usage is as efficient as possible.

3. See how much space you actually need

Depending on how much space you can save, this could mean you can save on utilities for entire rooms at a time by consolidating departments into smaller spaces, even giving you the option of renting out the space yourself or showing that the bigger building you were thinking of moving to might not be needed after all.

If you’ve any queries on how to make best use of office space, we’ve got more blogs on smart buildings. Alternatively, if you’d like to speak to someone please contact us.