Workspace
Optimisation
Client
Scenario
Solution
Approach
01
Conduct a Space Utilisation Audit Using Sensors and Data Analytics
Objective: To understand how different areas of the office are currently being used and identify both high-traffic and low-use zones. Implementation: Install occupancy sensors in key locations—conference rooms, individual workstations, breakout areas, and lounge spaces. These sensors collect data on usage patterns, including peak times, average occupancy rates, and frequently used zones. Data Collection and Analysis: After a 3-month monitoring period, data is analysed to determine trends. For instance, if certain conference rooms are consistently booked or individual desks are empty at specific times, this data helps to identify potential areas for adjustment. Result: The audit reveals that meeting rooms are often booked for single-person use, while dedicated workstations are frequently unoccupied due to remote work policies. This data highlights where the company can make impactful changes.
02
Implement Activity-Based Working (ABW) Zones
Objective: To reduce the need for assigned seating and introduce flexible spaces that can accommodate different types of work throughout the day. Design: Redesign the layout to incorporate Activity-Based Working (ABW) zones, which include: Focus Zones: Quiet areas for individual work, replacing underused workstations. Collaboration Pods: Open, flexible spaces with comfortable seating for impromptu team meetings. Meeting Rooms for Group Use Only: Reserving enclosed meeting rooms for team discussions only, not individual use, ensuring these valuable spaces are available when truly needed. Breakout and Social Areas: Spaces to encourage casual interactions and socialisation. Implementation: Modular furniture and movable partitions are used to create versatile layouts that can adapt to changing needs and provide a blend of open and private spaces. Result: Employees have a range of settings to choose from based on the nature of their work, improving productivity, satisfaction, and collaboration.
03
Deploy a Smart Desk Booking System
Objective: To streamline desk allocation and optimise workspace use based on employee needs and preferences. Implementation: Introduce a digital desk booking system accessible via a mobile app or desktop interface, allowing employees to reserve desks, meeting rooms, or collaboration spaces in advance. Personalisation: Employees can select desks based on preferences, such as proximity to windows, noise levels, or technology needs. Integration with Employee Calendars: The booking system syncs with employee calendars, automatically releasing booked desks if not confirmed within a specified timeframe. Real-Time Availability: Provides real-time updates on available spaces, reducing wasted time spent searching for a free desk or meeting room. Result: The desk booking system allows Global Finance Co. to monitor workspace demand closely, matching the number of workstations with actual needs. It also reduces instances of overcrowded areas while ensuring optimal utilisation of all spaces.
04
Use Centralised Resource Management to Optimise Meeting Room Usage
Objective: To reduce the underutilisation of meeting rooms and ensure availability when needed. Implementation: Equip meeting rooms with occupancy sensors that communicate with the booking system. Rooms are automatically freed up if sensors detect no one has entered within a set time after the booking starts. 1: Automated Reminders: Notifications are sent if a reserved room is not used, allowing the space to be re-booked by other employees. 2: Data-Driven Scheduling: Analyse meeting room occupancy data to assess peak usage times and modify meeting policies if needed. For example, shorter meetings or setting default booking durations could prevent long, unnecessary reservations. Result: Meeting rooms are utilised more effectively, and availability increases by 30% during peak hours, reducing employee frustration with room scarcity and improving scheduling efficiency.
05
Employee Engagement and Feedback Integration
Objective: To refine the workspace based on employee input and ensure alignment with their changing needs. Implementation: Conduct regular surveys and host feedback sessions where employees can share their experiences with the new office setup. Additionally, use digital kiosks or app-based feedback forms where employees can rate their satisfaction with different workspace zones and make suggestions for improvements. Data Insights: Feedback is collected and analysed alongside occupancy data, allowing the team to make adjustments, such as adding more focus zones or modifying collaboration areas. Result: By actively involving employees in the optimisation process, Global Finance Co. ensures that workspace changes continue to meet team needs, resulting in a 20% increase in employee satisfaction with the new office environment.
Results
& Benefits
