Discovering Actual vs. Planned Space Utilisation

Accepting a reservation for a space does not necessarily mean that the space will be used. In fact some industry experts estimate that only 40 percent of commercial real estate is actually used at any given time.  The financial implications of not understanding actual space utilisation could therefore be significant.

Knowing how space is actually being utilised allows for adjustments to be made in the way rooms and other resources are managed, and greatly improves the ability to forecast future usage requirements. Workplace BI combines data from multiple systems to present complex visualisations on planned usage, actual usage, and efficiency information. This ensures an improved understanding of how space is being used to help make informed decisions about current and future space needs, leading to a reduction in unnecessary real estate expansion or expenditures.

This is extremely important as more organisations look to repurpose or consolidate their space, or deploy modern workspace programmes such as hot desking. In the past, most real estate was assigned and allocated to a department or individuals within the organisation. Today, a large percentage of space is available for use by multiple departments. When considering planned use via reservations and not actual use (taking into consideration drop-ins, no-shows, etc.) the result is a false view of the actual utilisation of space.

A lack of accurate data can lead to inaccurate planning when redesigning or acquiring real estate, or developing new alternative workspace at other locations. By combining real-time data from multiple systems such as reservations, building access, and network access within Workplace BI, a more accurate view of actual utilisation can be seen, resulting in precise future space planning.

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