Most companies or other large organisations require a large estate of office space to locate their administration, research, customer services, and other functions – and these office spaces represent a significant cost. Understanding how this space is being used and what improvements can be made is a big part of what makes a modern Smart Building. Here are some of the best ways that a space management system can help organisations take an evidence-based approach to running their office facilities.
1: See when your space is being used
It might seem as simple as looking at the general opening hours of the office to find out when the space is being used, but this simplistic approach doesn’t account for many aspects of the modern working environment.
For example, with flexible working hours now more popular than ever, can you actually say for sure when most of your office users come and go? What about teams that spend a significant amount of time on the road, going to visit customers or suppliers? A space management system can give you an accurate picture of how many people you need to have space for on an average day, and show you the trends of demand for this space across weeks and months. This can help you to determine how many permanent desks could be converted to ‘hot desks’, saving space.
Knowing when the building is used also gives you a chance to better plan your use of heating within the building, so that it coincides with actual demand and not just when you assume the most people will need it.
2. Understand demand for meeting rooms
Meeting rooms are another office facility where demand is always at a premium – but are they actually being used in an intelligent way? Are rooms actually being used to capacity, and are bookings definitely being kept? By monitoring meeting room usage you can identify problems of under-utilisation and put in place a new booking system that shows when room bookings are not being kept, which rooms are sitting idle, and create policies so that room usage is as efficient as possible.
3. See how much space you actually need
Depending on how much space you can save, this could mean you can save on utilities for entire rooms at a time by consolidating departments into smaller spaces, even giving you the option of renting out the space yourself or showing that the bigger building you were thinking of moving to might not be needed after all.
Some of Irisys Smart Buildings users have saved millions of dollars in utilities, additional building costs and by making better use of what they already have. Utility bills were one of the biggest challenges facing the Canadian University that we worked with back in 2013, and the system helped them to hugely improve their use of energy, helping to reduce their bills and reduce carbon emissions.
If you’ve any queries on how to make best use of office space, we’ve got more blogs on Smart Buildings. Alternatively, if you’d like to speak to someone, just contact us here.