Have you ever considered the parallelisms between a hotel and office space?
A well-managed hotel is like a finely tuned machine, constantly providing management with feedback that tells them how their rooms are being used and by whom. They use this data to adjust things like room rates and housekeeping schedules. As a result, they can increase their average daily rate (ADR) and fill more of their rooms. The same principles can be applied to office space.
By understanding how your space is being used and when, you can make adjustments that will help you reduce your space, increase utilisation and lower costs.
The Issues
In recent years, there has been a lot of discussion about the office’s role. As businesses have become more global and technology has improved, many people have questioned whether the traditional office is still relevant. While there is no one-size-fits-all answer to this question, it is clear that the office plays a vital role in many organisations.
The office provides a place for employees to collaborate on projects. It also helps to create a sense of community and belonging within a company. In addition, the right office can be a great way to attract and retain talent. Organisations that offer a dynamic and inspiring work environment in today’s competitive marketplace are more likely to attract top talent. For these reasons, organisations must continue to invest in their office space.
Another issue that organisations need to consider when managing office space is how to make it flexible and efficient. With the growing remote work trend, many companies are rethinking their approach to office design. This includes creating spaces that can be reconfigured easily or used for different purposes depending on the organisation’s needs. By adopting an agile approach to office design, companies can ensure they have enough space to meet their needs while still controlling costs.
Managing Office Space
Many examples show how data can be used to manage office space better.
Through continual monitoring the right key metrics and making changes accordingly, you can optimise your office space and make it more efficient and cost-effective. For example, if you have a lot of unused open work areas, you could convert some of them into meeting/project rooms. Or, if your employees spend a lot of time in the kitchen or break room, you could add more seating or install a better coffee machine.
Another way to better manage office space is to use technology like sensors and apps. For instance, you could install motion detectors in conference rooms that detect when the room is empty and automatically turn off the lights. You can also install a mobile app that allows people to book meeting rooms on demand or check availability for desks in open areas.
With proper utilisation measurement it can help you manage your office space better. Taking the time to analyse how much space you need, whether it’s used efficiently, and what changes you can make will help you save money in the long run.
Having adequate policies and procedures for managing your office space is also essential. This includes clear rules about desk sharing and common areas and processes for handling requests for additional space or furniture.
What if you could start again?
What would you do differently if you could start again and provide office space for your organisation? This is a question that many organisations grapple with as they try to find the right balance between giving enough space for employees to be productive and efficient and reducing costs. The answer is often not straightforward, as there are many factors to consider.
Making the right decisions about office space can significantly impact cost and productivity, so it’s essential to consider it carefully. For example, do you need smaller rooms for meetings of 1 and 2 people, or would private sound booths be more effective? How necessary are amenities like kitchens and break rooms? And what kind of technology infrastructure do you need to support?
While it might involve some forward-thinking, with some planning, you can create an office space that meets your needs and budget.
The Solution
We are now at a tipping point following the pandemic, with the benefits of change far outweighing the “keep things as they are” approach. A shift in mindset is required to move things forward, and organisations must ask themselves important questions.
Consider these questions as starters:
- How much office space would we provide if we were starting from scratch?
- How can we design our offices to make them more flexible, efficient, and cost-effective?
- How can we ensure that our office space is used in the most effective way possible?
- How does the office meet the objectives of the business, is what we thought still valid?
The answer lies in taking a holistic approach to office space management. This includes everything from optimising the layout of existing spaces to investing in new technologies like motion sensors and apps. It also means having clear policies and procedures for managing your workspace and creating an inspiring work environment that attracts top talent.
By taking these steps, organisations can create cost-effective and productive offices, enabling them to remain competitive and somewhere that employees want to work in.
The Benefits
Having a complete understanding of how you use your office space is highly beneficial. Not only can you plan for optimisation and have the answers ready when the opportunity arises (e.g. lease event), but you can also provide valuable ESG information to help drive carbon reduction.
Furthermore, supporting Net Zero goals is another great benefit of understanding office space. Regarding climate change, every organisation has a role to play in mitigating its impact – and office space is no exception.
By understanding your office space usage, you can make informed decisions that will help reduce your carbon footprint and progress towards Net Zero goals.
Another benefit is creating a modern workspace that meets all your business needs. With an understanding of how much space you need, you can plan for expansion or contraction as necessary. You can also invest in furniture and technology that encourages collaboration, creativity, and productivity – helping to drive your organisation forward.
Finally, with the right office space management solutions, you can ensure you’re getting the most out of your investment. By utilising data-driven insights and analytics, you can make better decisions about using your office space and identify areas where improvements are needed. This will help you save money and allocate resources more effectively – ensuring that your office space is optimised for maximum efficiency.
Conclusion
Office space management is an essential part of any successful business. Organisations can ensure that the area is used efficiently and cost-effectively by understanding how much office space you need and how it’s used. Additionally, understanding office space utilisation can help businesses understand how to manage their resources better and create a more productive working environment.
By adequately managing office space, organisations can improve employee productivity, reduce costs associated with unused or inefficiently used space and ensure they are using their resources in the most effective way possible.