Getting the Most From Limited Office Space in 2017

January 31, 2017

Even as the corporate workforce becomes increasingly mobile and flexible, real estate remains one of the largest expenses for many organisations. Whether you have thousands of workstations at disparate offices around the world or a handful of conference rooms at a single facility, it’s important to maximise the utilisation of your space—and the return on your real estate investments.

Examine Your Current Utilisation of Space

Mobile devices and wireless networks have brought on new work-life patterns. Workers are increasingly able to do their jobs outside the office—and being given the discretion to make their own choices about where and even when to work. However, the increase in remote working has made effective collaboration both more important and more challenging.

A delicate balance is required at companies seeking to empower employees while retaining the benefits of in-person meetings and good-old-fashioned camaraderie in the office. Primarily, two things are required:

  1. The right spaces for the type of work being performed
  2. Integrated, easy-to-use mobile scheduling tools

The types of spaces you need in your office depend on what kind of work your people are doing. You might consider whether you need more open, collaborative spaces, or private workstations for focusing on sensitive individual projects. You might ask your employees or colleagues what they prefer. You could look at the conference room schedules—or if you are already practising office hoteling, you could examine the data to see which spaces employees are booking.

But how do you really know if those rooms and workstations are really being used as indicated on the schedule–and how do you determine what kind of space will bring out the best performance from your workforce?

Establish and Track KPIs for Workspace Utilisation

Capturing objective workspace utilisation data is the key to matching your workspace to the needs of your workforce. With Asure Software, maximum and minimum occupancy figures can be recorded for an entire building, a specific floor, a department, a conference room—even individual workstations or chairs within a conference room.

  • Was a reserved room or desk actually used?
  • How long was it used, and by how many people?
  • What is the average occupancy of a particular meeting room?
  • Which rooms/desks are used most frequently and why?

With this granular data, you can make smart real estate decisions to accommodate the needs of your employees while carefully controlling costs.

Deploy Full-Service Scheduling Technology to Empower Your Workforce

The other primary component of effective space management is making it easy for employees to find, reserve, and use workspaces. Your people are used to simplified, streamlined experiences—think about browsing on Netflix or Amazon. Scheduling can be a pain, but the act of booking a conference room online shouldn’t be any more difficult than selecting a movie or ordering a pair of shoes.

Asure Software provides intuitive scheduling tools that enable your workers to fully utilise the available space. Our cloud-based booking system is available anytime, anywhere, on any device—just like the consumer applications your people are accustomed to using. With Asure’s resource scheduling software, your entire team can quickly and easily secure everything from conference rooms and other shared workspaces to parking spots, audio/visual equipment, conference lines, and more—all across multiple locations.