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The best ways to make data-driven decisions about your buildings

Companies around the globe are rethinking how they use their office space after the pandemic. How much space do employees need? What will be the balance between remote and office work? What is the purpose of the office? We’re sure: the office remains an important part of our businesses. But things will change. Fewer employees will be there every day. So how can you use your buildings as effectively as possible? Here are 3 ways to make better choices about your real estate portfolio with data.

Data analytics

The importance of data

If you want your workforce to return to the office smoothly, you need a data-driven approach. Data can tell you the expected usage of your buildings, floors, or areas. All so you can anticipate on time. But data can not only help you discover trends, it also helps you to decide where you can make changes. It can show you the busiest days in the office, take care of your office capacity worldwide, and show which of your buildings are the most popular. With these insights, you can make the right decisions about scaling up or down your office space, or maybe even close one of your buildings.

Discover trends

With Office Shifts as your back-to-the-office tool, you can analyze the number of shifts in a variety of ways. In the visual below, you can spot an occupancy trend over 8 weeks. You can see that the total capacity, decreases near the end of each week. This can have multiple reasons: maybe employees prefer to work from home on Fridays or work part-time. On top of that, you also see a dotted line that indicates the overall occupancy is increasing. In this case, you could decrease the number of shifts for your employees. This means they can book fewer shifts, but you keep a safe office capacity.

In your data analytics dashboard, you can play around with filters to tweak your insights per building, area, or period. This helps you to anticipate the expected usage of your buildings.
Data driven descision
The number of shifts is increasing. You can decrease your capacity to make sure you keep a safe office at all times.

Eliminate dead zones

Research shows that offices will no longer serve the same purpose as before the pandemic. But what is the role of your buildings in the future? One important aspect of your buildings are the so-called dead zones: the areas that are no longer used by your employees or tenants. It’s clear to say they are a waste of space, but how can you find out which areas are dead zones so you can eliminate them? Data is your answer, again.

Locate your least popular areas

Data allows you to keep track of the way your spaces are used over a long period of time. Data can for example show you which areas are used significantly less compared to other areas. In one glance, you can then discover dead zones. With these insights, you can mark the dead zones –your least popular areas– and change the purpose of it.

Below you see the occupancy per floor in a building. The data not only shows us the peak occupancy, but also the average occupancy per floor. As you can see, floor 4 is barely ever used. This is a typical dead zone you want to eliminate. You can either change the layout of the space and nudge people to go there more often or think about renting the space to other tenants.  

Data driven descisions for buildings
Floor 4 is a so-called dead zone you want to eliminate.

Reduce square meters

In these uncertain times, it’s essential to keep track of how your buildings are used. So you can discover opportunities to change your office space, save money and reduce square meters. After all, it’s a waste of space if a floor, room, or area is unoccupied most of the week. Data can help you make effective use of your space.

Combine areas together

Imagine you have an office building with a low occupancy –let’s pick 30% as an average occupancy on every floor. This means that you could combine floors together, and still stay under full capacity.

With this knowledge, you can do a couple of things. You can nudge people to go to the floors you want them to go, rent floors to other tenants, or change the purpose of entire floors. Think about social areas or yoga rooms. It’s all possible, so you can save costs or match the space to the needs of your employees.

booked shifts per floor
The average occupancy of all floors is around 30%. You can rethink how your use your space: combine floors together, change the purpose, or rent floors to tenants.

Get ready for the future of work

Keeping these examples in mind you now know that data can:

  • Help you execute your workplace strategy –now and in the post-corona world–  as it provides insights for anticipation.
  • Help you save costs by saving square meters and eliminating dead zones.
  • Give you the insights to rethink your offices, and create the best workplace for your employees and tenants.

Do you want to make data-driven decisions about your buildings? Our team of smart office advisors is happy to help your organization get ready for the future of work.