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    Workspace analytics and reporting – understanding the variables for drilling your data

    Matt Makan

    5 crucial steps to nailing the variables that will unlock the value of your workspace

    Today's desk-based workplaces look very very different to how they looked back in 2019.

    Dramatic changes in workplace utilisation patterns and demands mean FMs and workspace managers need to understand how to get the most from their workspace analytics and reporting, to clearly:

    • Understand the type of workspace and resources that are in demand in your organisation
    • Reveal the patterns of demand, by team and function
    • Map and align your desk stock and workspace assets with demand
    • Anticipate future real estate demands
    • Identify workspace restacking opportunities


    Understanding the variables

    There are multiple variables at play in workspace utilisation analytics. In this blog, I'll lay out in clear and simple terms, the 5 steps to nailing the variables that will unlock the data secrets and value of your workspace.


    1. Workspace Assets – the space usage you’ll be reporting on

    Your workspace analytics plan will focus on usage data around key assets in your workplace.

    So, the next step in the framework approach is to identify and specify those particular assets you want to include in your analysis.

    Typically, you’ll be considering:workspace assets image

    • Fixed desks
    • Hot desks
    • Private offices
    • Formal meeting rooms
    • Formal meeting spaces
    • Informal meeting spaces
    • Collaboration/break out spaces
    • R&R & social spaces
    • Departments/teams/functions
    • Floors
    • Sites
    • Locations


    2. Workspace resources and facilities

    Alongside your workspace assets, are your related resources and facilities.

    These may be intrinsic to an asset – e.g., the location or capacity – or value-adds that can be bolted on, such as tech or lighting.


    • Size – density, space per person
    • Size - capacity
    • Location and accessibility
    • Daylight
    • Lighting
    • Temperature
    • Enclosure - by walls, doors or a ceiling
    • Privacy – visual or acoustic
    • Acoustics
    • Ambience
    • Technology and equipment
    • Catering

    3. Time parameters

    reporting timeline imageIt’s useful to specify at the start, the time parameters you’re going to analyse and report on in one, or both, of two ways:

    • Real-time
    • Historical (across any time frame – e.g., day, week, month)

    For example, you may decide that real-time analytics are needed for your ongoing reporting, and post-transformation monitoring.

    Or you may decide that only specific historical timeframes are needed to address your key objectives.

    4. Measurement – benchmarks and flags

    Here’s where you consider which measurements you are going to focus your workspace analytics and reporting on.

    The key measurements you’ll be reporting on are:

    • Utilisation/Occupancy
    • Capacity

    These are the measurements you’ll use to set all-important benchmarks, identify red/green flags and KPIs, and then set your targets.

    Remember you’ll be reporting on these measurements, by the two distinct variables already discussed in points 1 and 2:

    • By workspace asset type
    • By resource / facilities 

    This is how you’ll identify which type of workspace is performing, and which isn’t:

    • Which type of spaces (assets and resources) are in demand, and which are not
    • Where your opportunities lie to reconfigure or repurpose a space
    • Where an investment in a space will pay off, or where a cost cut can safely be made


    5. Metrics

    As a rule of thumb, to get the basic data you need to answer the questions you’re most likely to be asking, you’ll want to benchmark, analyse and set targets for the following key metrics:

    • Baseline average
    • Occupancy peaks
    • Average occupancy peaks
    • Lows
    • Average lows
    • Baseline average duration
    • Duration occupancy peaks
    • Average duration occupancy peaks
    • Duration lows
    • Average duration lows
    • Peak times
    • Low times
    • Trends

    Example reporting table:

    example reporting tabe image

    To find out more, download our full Workspace Reporting Guide - How to unlock the data secrets and value of your cover rotated cropped

    Regardless of which tech you use, this 16-page guide will show you, step-by-step:

    • How to identify the right questions to ask of your workspace data
    • Exactly which variables and metrics to use, to get the answers you need
    • What the answers actually mean for your workspace and business planning

    download free guide button


    Discover more about how Space Connect workspace reporting can help you drill down into your space usage and occupancy data to reveal the hidden opportunities and issues in your workspaces: Book a demo here.

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