Mind the gap: the missing data which jeopardises space utilisation success

Effective space utilisation is a priority for many, if not most, large organisations. The relentless rise of property and energy prices means that little else can make the same contribution to cost control.

Inevitably, any enterprise which does want to optimise the use of its physical space inventory is going to need plenty of information about how it is currently being used.

And the more ambitious and long-term your objectives, the more accurate and granular your data is going to need to be.

Space utilisation – what we need to know

Consider this top-line list:

  1. How many square feet of property does the organisation currently occupy?
  2. How many users need desks, and for how long?
  3. How many desks are available?
  4. What is the average cost of each desk per year?
  5. How efficiently is each desk used?

Not too many problems there then – at least until you get to question 5.

Because it’s when you start to consider how efficiently each desk and workspace is being used that you realise that this is far from being a simple equation.

The way we work today

Unless your entire workforce arrives every day at 9am and leaves at 5.30pm, you can’t just walk around with a quick survey. The reality of modern working patterns is significantly more complex than that, with people all day moving in and out of meetings, on and off site, into shared work spaces and back again to personal or ‘hot’ desks.

Even if you can identify exactly when a desk is in use and when is it not, are you able to drill down further?

Can you analyse utilisation by user? By department? By floor? Nationally? Globally?

All of these could be fundamental to your future space utilisation strategy.

Unsurprisingly then, it’s at question 5 – space utilisation – where real estate optimisation programmes most often fail. Incomplete, inaccurate or out-of-date data at this stage can all reduce the best space management intentions to mere guesswork.

Space utilisation – the solution

Fortunately there is a new generation of IP-based toolkits which can help you find this data quickly, simply and affordably.

DeskQUERY™ is a powerful software solution which accurately monitors and highlights real-time usage of desk and work space, providing an unequalled clarity of management information in support of ever-more sophisticated real estate strategies.

By accurately monitoring real-time desk utilisation across hours, days, weeks, months and even years, the software can drive optimisation strategies for existing locations or improve the accuracy of future real estate strategies.

And by operating on existing corporate IT infrastructures, it offers significant advantages over existing hardware-based products such as desk sensors or card swipes.

Click here to read more about DeskQUERY™, to read a white paper on workspace optimisation, to view animated presentations or to read how DeskQUERY™ is already delivering impressive results for major corporations.

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