2/25/21 - Helping businesses better understand and control how their physical spaces are being used.
05/29/24
In Q1 ‘24, Occuspace measured office space utilization for nearly 100 universities and corporations. Across those spaces, the average workday utilization was 24%, with a peak utilization of 42%.
“We need to transform how office space is utilized by basing decisions on actual occupancy data rather than long standing conventions.”
Office spaces across university campuses are sitting perpetually vacant while still consuming precious resources. Despite the rise of hybrid work eliminating the need for traditional 1:1 employee-to-desk ratios, space allocation remains stuck in the past. We need to transform how office space is utilized by basing decisions on actual occupancy data rather than long standing conventions.
The benefits of increasing office space efficiency are impossible to ignore. Real estate and facility operating costs consistently rank among the top expenditures for universities - often in the hundreds of millions of dollars annually. By reducing underutilized space, universities can avoid costly expansions and reallocate savings towards their core mission of education and research - with many occupancy measuring-enabled campuses saving tens of millions of dollars per year. Perhaps even more importantly, optimized space utilization translates directly into reduced greenhouse gas emissions by limiting the need for new construction, aligned with institutional sustainability goals.
“Universities are not merely institutions of education but beacons of progress and societal betterment.”
Universities are not merely institutions of education but beacons of progress and societal betterment. By optimizing space allocation, universities can redirect funds towards their core mission: nurturing students, empowering staff, and advancing knowledge. This reallocation is not just about efficiency but about enhancing the university experience and fulfilling its broader purpose.
Despite these upsides, any effort to take away private offices and consolidate workspace will inevitably face harsh opposition. As I’ve heard many champions of this change say - “I’m the most hated person on campus.”
For many, a dedicated office space is seen as a hard-earned perk and status symbol. Clear communication will be required explaining the costs of inefficient space utilization, both financially and environmentally. Whether or not you use Occuspace to help drive this change, I will be cheering on every courageous leader who stands up for the mission of the university instead of continuing the status quo of egregious wasted resources. We owe it to our students and communities to be good stewards of the resources we have.
A change of this magnitude cannot succeed without explicit leadership support and buy-in from the university president or chancellor. Leaders must champion this shift and recognize the potential to drive both financial savings and enhanced experiences for the university community. Making stakeholders feel heard and prioritizing transparency around data usage builds trust.
When space utilization plans are implemented thoughtfully using occupancy data and occupant input, increased space efficiency can actually enhance the workplace experience. Savings from optimized utilization can be reinvested into renovating existing spaces and providing amenity-rich, vibrant, and flexible environments aligned with the modern work style.
“The data points the way but humans must make the final decisions”
While occupancy data illuminates the "where" of underutilization, space planners and real estate stakeholders must also incorporate qualitative factors like workstyles, needs and preferences. The data points the way but humans must make the final decisions, ideally steering toward financially responsible solutions that maximize the campus experience for students, faculty and staff.
Some example optimization strategies utilizing occupancy data include:
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Consolidating low-utilization teams into less square footage by adjusting employee to desk ratios
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Reducing or eliminating the need for additional space growth
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Shedding or leasing out excess space
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Repurposing underutilized assigned or shared spaces
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Optimizing operations such as custodial cleaning or reducing cafeteria food waste
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Allow staff to see how busy floors and neighborhoods of office space are in real-time to help determine the right work environment for their day
Ultimately, taking an active approach to space management aligned with institutional priorities provides a win-win. The university gains cost savings to reallocate towards its educational mission. The workforce gains dynamic, right-sized workspaces customized for their needs. And the planet gains reduced emissions and resource consumption.
“Embracing change is not merely about financial prudence but about delivering a superior educational experience”
Throughout this journey, it's imperative to remain anchored to the university's mission. Embracing change is not merely about financial prudence but about delivering a superior educational experience while upholding principles of sustainability and responsibility.
Reimagining office space allocation is not a task for the faint-hearted. It demands visionary leadership, effective communication, and a commitment to innovation. Yet, amidst the challenges lie immense opportunities—to unlock savings, reduce environmental impact, and cultivate vibrant, thriving university communities. By daring to challenge the status quo, we embark on a journey towards a more efficient, sustainable, and fulfilling future for higher education.
Your comments, thoughts and ideas are welcome.
--- Nic Halverson | CEO, Occuspace
Occuspace provides an affordable, easy-to-deploy occupancy monitoring system that can accurately measure real-world space utilization patterns while preserving occupant privacy. To learn more, visit us or set up a free consultation at https://web.occuspace.io/
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