{"id":38558,"date":"2025-05-01T08:00:14","date_gmt":"2025-05-01T12:00:14","guid":{"rendered":"https:\/\/eptura.wpengine.com\/?p=38558"},"modified":"2025-05-06T09:00:46","modified_gmt":"2025-05-06T13:00:46","slug":"occupancy-metrics","status":"publish","type":"post","link":"https:\/\/eptura.com\/discover-more\/blog\/occupancy-metrics\/","title":{"rendered":"Occupancy: How departments can deliver more by sharing this key metric"},"content":{"rendered":"<p><span data-contrast=\"auto\">Occupancy is unique because it can be a valuable metric for many departments in a large enterprise. Some can use it to improve space planning and enhance employee experience, while others need it to optimize maintenance scheduling and resource allocation. The current challenge is how resource intensive it is for teams to generate actionable insights.\u00a037% of businesses use 11 or more employees to collate, analyze, and report on data, according to Eptura\u2019s <\/span><a href=\"https:\/\/lp.eptura.com\/content-eptura-workplace-index-25.html?utm_campaign=2025Q2-GLBL-Content-Eptura-Workplace-Index&amp;utm_medium=display&amp;utm_source=blog\"><span data-contrast=\"none\">2025 Workplace Index report<\/span><\/a><span data-contrast=\"auto\">. The solution is a unified worktech platform that helps automate data capture and centralize the sharing of insights.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p>\n<h2 aria-level=\"2\"><span data-contrast=\"none\">Why occupancy metrics matter to enterprise teams<\/span><span data-ccp-props=\"{&quot;134245418&quot;:true,&quot;134245529&quot;:true,&quot;335559738&quot;:160,&quot;335559739&quot;:80}\">\u00a0<\/span><\/h2>\n<p><span data-contrast=\"auto\">Occupancy is a key metric for teams across the enterprise. Occupancy data helps the real estate team optimize space and ensure cost-effectiveness by providing insights into how employees are using space. Corporate services can use occupancy data to plan and manage facilities more efficiently, ensuring they meet the needs of the workforce. The finance department benefits from occupancy metrics by incorporating space-related costs into budgeting and forecasting. <\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone size-large wp-image-38561\" src=\"https:\/\/eptura.com\/wp-content\/uploads\/2025\/05\/Consultancy-table-blog-graphic-1024x385.webp\" alt=\"\" width=\"840\" height=\"316\" srcset=\"https:\/\/eptura.com\/wp-content\/uploads\/2025\/05\/Consultancy-table-blog-graphic-1024x385.webp 1024w, https:\/\/eptura.com\/wp-content\/uploads\/2025\/05\/Consultancy-table-blog-graphic-300x113.webp 300w, https:\/\/eptura.com\/wp-content\/uploads\/2025\/05\/Consultancy-table-blog-graphic-768x288.webp 768w, https:\/\/eptura.com\/wp-content\/uploads\/2025\/05\/Consultancy-table-blog-graphic-1536x577.webp 1536w, https:\/\/eptura.com\/wp-content\/uploads\/2025\/05\/Consultancy-table-blog-graphic-1200x451.webp 1200w, https:\/\/eptura.com\/wp-content\/uploads\/2025\/05\/Consultancy-table-blog-graphic.webp 1757w\" sizes=\"auto, (max-width: 709px) 85vw, (max-width: 909px) 67vw, (max-width: 1362px) 62vw, 840px\" \/><\/p>\n<p><span data-contrast=\"auto\">Although there are many\u00a0teams leveraging the same metric, they\u2019re working with it in different ways, including:<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p>\n<ul>\n<li><b><span data-contrast=\"auto\">Information technology (IT)<\/span><\/b><span data-contrast=\"auto\">: Allocate resources more efficiently, for example ensuring there are enough network ports, power outlets, and Wi-Fi access points in areas with high occupancy. Optimize the cooling and power usage in data centers, reducing energy costs and improving efficiency.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/li>\n<li><b><span data-contrast=\"auto\">Human resources (HR)<\/span><\/b><span data-contrast=\"auto\">: Design workspaces that better meet employee needs. For example, if data shows\u00a0certain areas are underutilized, they can be repurposed for collaboration spaces or quiet zones.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/li>\n<li><b><span data-contrast=\"auto\">Maintenance and operations<\/span><\/b><span data-contrast=\"auto\">: Schedule routine checks and repairs during low-occupancy periods, minimizing disruptions. Optimize heating, ventilation, and air conditioning systems, reducing energy consumption and costs.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/li>\n<li><b><span data-contrast=\"auto\">Corporate real estate (CRE)<\/span><\/b><span data-contrast=\"auto\">: Optimize space usage by identifying areas that can be repurposed or downsized, and high-traffic areas that may need expansion. Provide leverage in lease negotiations, helping the company justify its space requirements and potentially negotiate better terms.\u00a0<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/li>\n<\/ul>\n<h3 aria-level=\"3\"><span data-contrast=\"none\">Stronger space planning and lease negotiations<\/span><span data-ccp-props=\"{&quot;134245418&quot;:true,&quot;134245529&quot;:true,&quot;335559738&quot;:160,&quot;335559739&quot;:80}\">\u00a0<\/span><\/h3>\n<p><span data-contrast=\"auto\">With accurate data on how and when employees use spaces, the department can uncover inefficiencies and opportunities for improvement. For example, if employees do not use certain areas of the office,\u00a0the CRE team can adjust the layout to better meet the needs of employees, enhancing the overall workspace and maximizing the value of the leased space.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p>\n<p><span data-contrast=\"auto\">Real-time occupancy insights are especially valuable in predicting future space needs. By analyzing trends in space usage, the CRE department can make informed decisions about whether to expand, downsize, or maintain the current footprint. A forward-looking approach helps reduce the risk of over-leasing, which can be a significant source of unnecessary costs. Utilization metrics, for example, can highlight peak usage times and areas that are consistently busy, allowing the CRE team to negotiate leases that are both cost-effective and aligned with the organization\u2019s growth plans.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p>\n<h3 aria-level=\"3\"><span data-contrast=\"none\">Improved employee experience<\/span><span data-ccp-props=\"{&quot;134245418&quot;:true,&quot;134245529&quot;:true,&quot;335559738&quot;:160,&quot;335559739&quot;:80}\">\u00a0<\/span><\/h3>\n<p><span data-contrast=\"auto\">By leveraging data on how employees use the office space, HR can make informed decisions that foster better collaboration and productivity. For example, understanding which areas are most frequently used for impromptu meetings can guide the placement of collaborative spaces, ensuring they are accessible and conducive to teamwork.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p>\n<p><span data-contrast=\"auto\">Occupancy insights can help HR track the relative popularity of various amenities, such as break rooms, fitness centers, and quiet zones. By identifying which amenities are most frequently utilized, HR can make data-driven decisions to enhance or expand these offerings. For example, if the data shows that the break room is a hub of activity, investing in more comfortable seating and better refreshments can significantly improve the employee experience.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p>\n<h3 aria-level=\"3\"><span data-contrast=\"none\">Maximized maintenance scheduling<\/span><span data-ccp-props=\"{&quot;134245418&quot;:true,&quot;134245529&quot;:true,&quot;335559738&quot;:160,&quot;335559739&quot;:80}\">\u00a0<\/span><\/h3>\n<p><span data-contrast=\"auto\">Occupancy insights help support\u00a0a strategic approach to maintenance, ensuring resources are used efficiently and issues are addressed proactively. By understanding which areas of a facility are most frequently used, teams can prioritize their efforts, focusing on high-traffic zones that are more likely to experience wear and tear. This approach not only ensures that critical areas remain in top condition but also helps in preventing small issues from escalating into major problems.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p>\n<p><span data-contrast=\"auto\">Occupancy insights can also play a role in reducing downtime. By scheduling maintenance during low-traffic periods, facilities can minimize disruptions to daily operations. For example, if data shows that a particular meeting room is rarely used on Friday afternoons, maintenance activities can be scheduled during that time without affecting productivity. Strategic planning\u00a0enhances the facility management process and improves the overall user experience by ensuring that spaces are always in optimal condition when needed.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p>\n<p><span data-contrast=\"auto\">Teams can also leverage occupancy data to help identify underutilized spaces, which can lead to cost savings. Areas that are rarely used don\u2019t require the same level of maintenance as those with high foot traffic. By reallocating resources to more critical areas, facilities can reduce maintenance costs.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p>\n<h3 aria-level=\"3\"><span data-contrast=\"none\">Balanced resource allocation and power cooling in data centers<\/span><span data-ccp-props=\"{&quot;134245418&quot;:true,&quot;134245529&quot;:true,&quot;335559738&quot;:160,&quot;335559739&quot;:80}\">\u00a0<\/span><\/h3>\n<p><span data-contrast=\"auto\">By leveraging occupancy data, the IT team can better understand server usage patterns, enabling them to predict power needs more accurately. The process not only helps reduce energy waste but also ensures\u00a0the data center operates at peak efficiency.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p>\n<p><span data-contrast=\"auto\">Traditional cooling systems often operate at a fixed rate, which can lead to unnecessary energy consumption. With real-time occupancy data, data centers can implement dynamic cooling strategies that adjust based on actual demand, saving on immediate costs and extending the lifespan of cooling equipment by avoiding unnecessary wear and tear. By optimizing cooling based on server activity, data centers can maintain optimal temperatures, which is essential for preventing hardware failures and ensuring data integrity.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p>\n<h2 aria-level=\"2\"><span data-contrast=\"none\">The challenges of interdepartmental collaboration<\/span><span data-ccp-props=\"{&quot;134245418&quot;:true,&quot;134245529&quot;:true,&quot;335559738&quot;:160,&quot;335559739&quot;:80}\">\u00a0<\/span><\/h2>\n<p><span data-contrast=\"auto\">Companies often face obstacles when trying to implement and then scale collaboration between departments. Often, the larger the organization, the wider the gaps between teams.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p>\n<p><span data-contrast=\"auto\">Challenges can include:<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p>\n<ul>\n<li><b><span data-contrast=\"auto\">Data silos<\/span><\/b><span data-contrast=\"auto\">: Departments often operate with their own data systems and processes, leading to isolated information that is not easily shared or accessible.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/li>\n<li><b><span data-contrast=\"auto\">Communication barriers<\/span><\/b><span data-contrast=\"auto\">: Different departments may use different communication tools and channels, making it difficult to share information and coordinate efforts.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/li>\n<li><b><span data-contrast=\"auto\">Technology integration<\/span><\/b><span data-contrast=\"auto\">: Combining different technologies and systems across departments can be complex and time-consuming.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/li>\n<li><b><span data-contrast=\"auto\">Geographic distances<\/span><\/b><span data-contrast=\"auto\">: In large enterprises, departments may be in\u00a0different regions or even countries, making face-to-face communication and collaboration more challenging.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/li>\n<\/ul>\n<p><span data-contrast=\"auto\">When different departments can\u2019t work together, it becomes harder to make progress on larger projects. In fact, according to the 2025 Workplace Index report, over half of organizations reported that one of the biggest barriers to deploying AI\u00a0was \u201cinsufficient cross-platform integration\/data consolation.\u201d<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p>\n<h2 aria-level=\"2\"><span data-contrast=\"none\">How a single platform for maintenance and workplace management enhances cross-departmental collaboration and data sharing<\/span><span data-ccp-props=\"{&quot;134245418&quot;:true,&quot;134245529&quot;:true,&quot;335559738&quot;:160,&quot;335559739&quot;:80}\">\u00a0<\/span><\/h2>\n<p><span data-contrast=\"auto\">Implementing a single platform for maintenance and workplace management can help address cross-departmental collaboration challenges. By centralizing all maintenance and workplace data in one platform, departments can access a unified and consistent view of occupancy and utilization metrics, ensuring everyone is working with the same, up-to-date information, reducing the risk of redundant data entry and inconsistencies. For example, the real estate management team can share space utilization data with the finance department to inform budgeting decisions, while the IT department can use the same data to optimize resource allocation. Seamless data sharing fosters a more cohesive and aligned organization.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p>\n<p><span data-contrast=\"auto\">A single platform also enhances communication and collaboration by providing a centralized hub for all relevant information and tools. A company can use the platform to efficiently manage resource constraints by providing real-time insights into space and resource utilization, enabling more efficient planning and allocation. By streamlining technology integration and providing a unified solution, a single platform helps an organization address the complexities of integrating different data, making it easier for all departments to collaborate effectively and achieve their shared goals.<\/span><span data-ccp-props=\"{&quot;134233117&quot;:false,&quot;134233118&quot;:false,&quot;335551550&quot;:0,&quot;335551620&quot;:0,&quot;335559738&quot;:240,&quot;335559739&quot;:240}\">\u00a0<\/span><\/p>\n<h2 aria-level=\"2\"><span data-contrast=\"none\">Customer success: Mobile telecommunications giant improves multiple office spaces with a single solution<\/span><span data-ccp-props=\"{&quot;134245418&quot;:true,&quot;134245529&quot;:true,&quot;335559738&quot;:160,&quot;335559739&quot;:80}\">\u00a0<\/span><\/h2>\n<p><span data-contrast=\"auto\">Vodafone Group, based in Berkshire, England, is the world&#8217;s largest mobile telecommunications network company, operating in 25 countries and partnering in 42 more, with annual revenues of $121 billion. Leadership wanted to cut costs, particularly by optimizing their extensive office space. Project goals included:<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p>\n<ul>\n<li><span data-contrast=\"auto\">Maintaining occupancy rates at set targets<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/li>\n<li><span data-contrast=\"auto\">Accelerating space and employee audits<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/li>\n<li><span data-contrast=\"auto\">Enhancing data visualization<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/li>\n<\/ul>\n<p><span data-contrast=\"auto\">Vodafone implemented Archibus by Eptura, allowing them to efficiently generate quarterly space and occupancy reports, integrate data with AutoCAD drawings, and manage individual and group moves.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p>\n<p><span data-contrast=\"auto\">Facility managers can now quickly generate an overview of their UK campus, monitor buildings with occupancy rates below 95%, and manage about 7,000 employee moves annually. The software solution has helped the company cut the cost of managing over 1.4 million square feet of office and telephone exchange sites. It\u2019s now also possible to conduct quarterly censuses across the UK in just one day \u2014 previously a weeks-long process. The company optimized operational processes and\u00a0enhanced strategic decision-making, contributing to their organizational goal of reducing overall management costs.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p>\n<p><span data-contrast=\"none\">Read the <\/span><a href=\"https:\/\/eptura.com\/resource\/customer-story-vodafone\/\"><span data-contrast=\"none\">complete success story<\/span><\/a><span data-contrast=\"none\">.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p>\n","protected":false},"excerpt":{"rendered":"<p>Companies often face obstacles when trying to implement and then scale collaboration between departments. Often, the larger the organization, the wider the gaps between teams.<\/p>\n","protected":false},"author":22,"featured_media":38560,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"content-type":"","inline_featured_image":false,"footnotes":"","_wpscp_schedule_draft_date":"","_wpscp_schedule_republish_date":"","_wpscppro_advance_schedule":false,"_wpscppro_advance_schedule_date":"","_wpscppro_dont_share_socialmedia":null,"_wpscppro_custom_social_share_image":0,"_facebook_share_type":"default","_twitter_share_type":"default","_linkedin_share_type":"default","_pinterest_share_type":"default","_linkedin_share_type_page":"","_instagram_share_type":"default","_medium_share_type":"default","_threads_share_type":"","_google_business_share_type":"","_selected_social_profile":[],"_wpsp_enable_custom_social_template":false,"_wpsp_social_scheduling":{"enabled":false,"datetime":null,"platforms":[],"status":"template_only","dateOption":"today","timeOption":"now","customDays":"","customHours":"","customDate":"","customTime":"","schedulingType":"absolute"},"_wpsp_active_default_template":true},"categories":[7,1],"tags":[],"class_list":["post-38558","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-blog","category-eptura"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v26.5 (Yoast SEO v26.5) - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>Occupancy: How departments can deliver more<\/title>\n<meta name=\"description\" content=\"Companies often face obstacles when trying to implement and then scale collaboration between departments. 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