How to Measure and Analyze Usage for Space Optimization

optimize_space_in_modern_officesYou can buy all latest technologies and modernize all your meeting rooms, but unless employees actually use them, your investments will just be a waste of space and money.

Meeting room inefficiencies waste an average of almost three days a year per employee. Measuring and analyzing data from those spaces can not only decrease the amount of space a company wastes, but it can also help organizations increase work efficiency, energy efficiency, and more.

Usage analytics can provide granular pieces of intelligence to guide technology purchasing decisions. Does the in-room audio system get used? Do room users simply make do with their laptop speakers or headphones? Do employees spend more time in meeting rooms than in their desks? On a larger infrastructure scale, you can also answer questions about data storage and management, such as where information is stored, how it’s accessed, and where it’s transported.

Rethinking Your Spaces

It’s important to be open to looking beyond the traditional use of space to more innovative and customized uses. And as audiovisual solutions play an increasingly vital role in workplace communications, it can be beneficial to look around the office to see what creative, new ways video and interactive technology can provide more engagement in your spaces. In addition to increased productivity and opportunities for innovation, enhancing the work atmosphere for your team members can make work more fun and engaging.

When analyzing the usage of spaces and equipment, carefully consider the needs of specific teams, such as R&D and other engineering or production-focused groups that require advanced tools such as 3D printers, visualization equipment, and high-end computational and display equipment. Potentially, a space for these tools could be designed as a “collaboratory” (collaboration laboratory) for wider use within the organization.

New insights into how employees use—and wish they could use—spaces and technologies for their work can give you fresh ideas about ways to use rooms that will benefit more teams. Providing technologies that can be used flexibly in a variety of ways is usually a good place to start. For example, some companies have added videoconferencing technologies to their kitchens to enable quick, casual video chats with remote team members on the fly. The employees aren’t severely limited in how they use the equipment or the space.

Making Those Ideas Reality

But optimizing your real estate takes more than great ideas and even input from employees. It requires hard data from technology that is able to track room usage and equipment usage, including who uses what, when, in which space, and for how long.

A systems integrator can recommend technologies that will help you monitor equipment, schedule rooms, automate room features, as well as provide data that will help you make more informed technology choices that will help your teams be more effective with less real estate.

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