Blog - 6 Reasons to Monitor Office Space Utilization

6 Reasons to Monitor Office Space Utilization

With rising costs of office space coupled with agile, flexible employee desk and room sharing trends, it’s a facilities management imperative to optimize square footage usage. Knowing the unknown is the first step; the path forward is IoT-facilitated automation of usage monitoring, with analytic reporting to provide insight into how your space is used today, tools to reallocate and optimize space reflecting how employees actually work, and the ability to manage all aspects of the workplace continuously.

These 6 reasons to monitor office space utilization convey the impact:

1. Manageable Cost Reduction
For companies maintaining an office environment, premises are the second largest cost after personnel. The realized utilization cost flux is reflected with increasingly mobile workforces, with current industry averages indicating 48% of workstations are unoccupied despite their availability. This reflects opportunity to determine current and forecasted space requirements, reallocating existing space to reflect current and projected use.

Automated usage monitoring provides you precise data on space utilization and helps you scale your premises correctly, producing ongoing cost savings through optimization.

2. Work Pattern Understanding
Today’s workforces reflect distinct space needs. The mix of office-based, office-mobile and mobile staff (including home office, co-working and public spaces) presents opportunity to best allocate physical resources befitting your company’s culture, focusing on individual and shared workstations, quiet spaces, and meeting/conference room size and configuration. Ultimately, you’re concerned with both real estate and employee productivity. The flexible workspace trend affects both. Best to address these opportunities in-tandem; ultimately your business will fiscally benefit from both vantages.

3. Energy Conservation
Energy is another business cost that can be made an optimized variable through utilization monitoring, providing information on trends that can help you reduce this commodity’s cost. Demand fluctuation catalysts include seasonal occupation variances and increase in remote workers/hours. Monitoring automation enables you to turn off lights and turn down thermostats in unused spaces, reflecting compounding energy cost savings.

4. Service Optimization
Utilization rate trends will also enable you to scale your services correctly. Food/beverage and janitorial needs are among accommodations addressing employee volume and related cost balancing.

5. Workplace Change Management Support
Rethinking workspace is a functional component of company-wide change management, requiring securing the commitment and involvement of your personnel’s usage of on-site workspace. Your staff’s pressed when your organization is moving premises or adapting to a redesigned work environment. The information gained from monitoring space utilization justifies the changes, relaying the convenient, flexible benefits while keeping them work-engaged consistently, regardless of their physical work location.

6. Work Environment Change Success Evaluation
Continuous space use monitoring provides analytical measurement enabling you to evaluate how you achieved objectives and cost savings of premises usage that better suit your personnel’s working preferences. This is a key, ongoing objective: as your space needs continue to fluctuate, continuous monitoring will keep you consistently balanced.

How This Works
A software platform with sensor and control panel hardware creates a system to monitor and control your physical environments, comprising these components and capacities: Space Viewing and Analysis, Room Scheduling, and Personnel Resource Planning.

Asure Software’s Smart Office encompasses these visibility and cost-saving abilities. For a complementary consultation, contact Asure.

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