{"id":38766,"date":"2025-06-04T19:03:46","date_gmt":"2025-06-04T23:03:46","guid":{"rendered":"https:\/\/eptura.wpengine.com\/?p=38766"},"modified":"2025-06-02T19:16:58","modified_gmt":"2025-06-02T23:16:58","slug":"smarter-workspace-allocation","status":"publish","type":"post","link":"https:\/\/eptura.com\/discover-more\/blog\/smarter-workspace-allocation\/","title":{"rendered":"How to leverage workplace analytics for smarter workspace allocation"},"content":{"rendered":"<p><span data-contrast=\"auto\">Facility and workplace leaders at large enterprises must adapt to changing workplace trends while also maximizing real estate return on investment. Finding the best balance between delivering exceptional employee experience and optimizing space utilization starts with allocation decisions backed by reliable, real-time workplace analytics.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p>\n<h2 aria-level=\"2\"><span data-contrast=\"none\">What is workplace allocation?<\/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\">Workplace allocation is the process of strategically assigning and managing physical spaces within an organization to ensure optimal use of resources, enhance employee productivity, and align with overall business objectives.\u00a0<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p>\n<p><span data-contrast=\"auto\">To successfully manage allocation, a workplace or facility manager at a large enterprise with multiple locations needs to track and balance:<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p>\n<ul>\n<li><b><span data-contrast=\"auto\">Space utilization<\/span><\/b><span data-contrast=\"auto\">: Ensure every square foot of office space is used efficiently, whether it&#8217;s individual workstations, meeting rooms, or collaborative areas<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/li>\n<li><b><span data-contrast=\"auto\">Cost management<\/span><\/b><span data-contrast=\"auto\">: Minimize real estate costs by identifying underutilized areas and adjusting the layout or rightsizing<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/li>\n<li><b><span data-contrast=\"auto\">Employee needs<\/span><\/b><span data-contrast=\"auto\">: Match the right type of workspace to the specific needs of different teams and roles, including quiet zones for focused work, collaborative spaces for team projects, and flexible areas for ad-hoc meetings<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/li>\n<\/ul>\n<p><span data-contrast=\"auto\">They must also ensure scalability and flexibility by setting up spaces that can adapt to changing business needs and accommodate rightsizing projects across multiple locations.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p>\n<h2 aria-level=\"2\"><span data-contrast=\"none\">What are the main challenges for workplace allocation?<\/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\">Workplace leaders often find themselves having to satisfy competing demands.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p>\n<p><span data-contrast=\"auto\">The midweek mountain, where hybrid employees tend to come into the office on Tuesdays, Wednesdays, and Thursdays, can lead to overcrowding and put a strain on available resources, such as meeting rooms, workstations, and common areas. Onsite employees, who are present every day, may find their usual workspaces and routines disrupted, leading to decreased productivity and increased frustration. The sudden influx of hybrid workers can also overwhelm the office&#8217;s technology infrastructure, such as Wi-Fi and video conferencing systems, which may not be designed to handle peak usage during these days. The result is connectivity issues and delays, affecting collaboration and efficiency. But if a company overinvests, it sees drops in utilization metrics.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p>\n<h3 aria-level=\"3\"><span data-contrast=\"none\">Balancing cost and functionality<\/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\">Another challenge is finding the right balance between reducing costs and maximizing productivity in the office. An organization can reduce real estate costs by minimizing underutilized space and optimizing the layout, but this must be done without compromising the efficiency and comfort of the workspace. Taking cost-cutting measures too far can lead to cramped, poorly designed spaces that reduce productivity and employee satisfaction. It&#8217;s important to invest in smart, flexible solutions that maximize space efficiency while still providing the necessary amenities and resources for employees to perform their best.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p>\n<p><span data-contrast=\"auto\">At an <\/span><a href=\"https:\/\/lp.eptura.com\/webinar-intelligent-worktech-25\"><span data-contrast=\"none\">intelligent worktech product announcement event<\/span><\/a><span data-contrast=\"auto\">, Kev Jones, vice president of product management Eptura, spoke about these challenges directly. Companies can create a seamless employee experience, adapt to changing workplace needs, and maximize their real estate investments by investing in technologies that deliver real-time analytics, he explained.\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p>\n<h2 aria-level=\"2\"><span data-contrast=\"none\">How can enterprises use workplace analytics to maximize allocation?<\/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\">Workplace analytics is a data-driven approach that helps organizations optimize their physical and digital work environments to enhance productivity, collaboration, and employee well-being. By collecting and analyzing a wide range of data, such as employee movements, meeting room usage, and communication patterns, companies can gain valuable insights into how employees use workspace and how that impacts work processes.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p>\n<p><a href=\"https:\/\/eptura.com\/pricing\/\"><img loading=\"lazy\" decoding=\"async\" class=\"alignnone size-large wp-image-38769\" src=\"https:\/\/eptura.com\/wp-content\/uploads\/2025\/06\/Slide-5-1-1024x307.webp\" alt=\"\" width=\"840\" height=\"252\" srcset=\"https:\/\/eptura.com\/wp-content\/uploads\/2025\/06\/Slide-5-1-1024x307.webp 1024w, https:\/\/eptura.com\/wp-content\/uploads\/2025\/06\/Slide-5-1-300x90.webp 300w, https:\/\/eptura.com\/wp-content\/uploads\/2025\/06\/Slide-5-1-768x230.webp 768w, https:\/\/eptura.com\/wp-content\/uploads\/2025\/06\/Slide-5-1-1536x461.webp 1536w, https:\/\/eptura.com\/wp-content\/uploads\/2025\/06\/Slide-5-1-1200x360.webp 1200w, https:\/\/eptura.com\/wp-content\/uploads\/2025\/06\/Slide-5-1.webp 1756w\" sizes=\"auto, (max-width: 709px) 85vw, (max-width: 909px) 67vw, (max-width: 1362px) 62vw, 840px\" \/><\/a><\/p>\n<p><span data-contrast=\"auto\">There are many sources of workplace data organizations can use to improve allocation, including desk booking, visitor management, and technology use like Wi-Fi. When comparing multiple locations to plan expansion and consolidation, companies can calculate cost per employee to see which spaces currently deliver the best return on investment. When looking at a single location, there are many ways they can leverage room booking data to improve allocation.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p>\n<h3 aria-level=\"3\"><span data-contrast=\"none\">Analyze meeting room usage<\/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 tracking the frequency and duration of meeting room bookings, organizations can identify which rooms employees use most frequently. They can also see the types of meetings, like small team meetings or large presentations. A company might find that small huddle rooms are in high demand, while large conference rooms are underutilized. Insights inform actions like adjusting the number and size of meeting rooms to better match the needs of the team. If small meetings are common, the company might need to increase the number of small huddle rooms to ensure teams have the space they need.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p>\n<h3 aria-level=\"3\"><span data-contrast=\"none\">Track overbooked rooms<\/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 monitoring which meeting rooms are consistently overbooked, organizations can identify the times and days when overbooking is most common. For example, a company might discover certain rooms are frequently double-booked during peak hours, such as mid-morning on Tuesdays and Thursdays. They might make more meeting rooms available during these peak times or adjust booking policies. For example, the company could limit the number of back-to-back bookings or require a buffer time between meetings to ensure smooth transitions.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p>\n<h3 aria-level=\"3\"><span data-contrast=\"none\">Monitor room utilization<\/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 tracking usage, organizations can determine if employees are using rooms to capacity. For example, a company might find that large conference rooms are often only partially occupied, while small huddle rooms are consistently full. The workplace leaders could then decide to adjust the number and size of rooms based on actual usage. If large rooms are often underutilized, the company might consider converting them into smaller, more versatile spaces to better meet the needs of the team and optimize resource allocation.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p>\n<h2 aria-level=\"2\"><span data-contrast=\"none\">Allocation in action: An Eptura success story<\/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\">Met Office, the UK&#8217;s national weather service, is a leading organization in meteorology and climate science. With a workforce spread across multiple locations, they faced significant challenges managing meeting spaces efficiently. One of the primary issues was the underutilization of their 75 meeting spaces across multiple floors, often leading to double bookings and wasted resources. The lack of real-time data on room usage made it difficult to allocate spaces effectively, resulting in employee frustration.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p>\n<h3 aria-level=\"3\"><span data-contrast=\"none\">Reduce double bookings to ensure availability<\/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\">To address these challenges, Met Office implemented an advanced meeting space management solution. The primary goal was to optimize the use of their meeting spaces and improve overall collaboration and productivity. The solution includes a range of features like advanced analytics and presence detection sensors, which provide real-time insights into room occupancy and usage patterns. Met Office needed to reduce double bookings, ensure that meeting rooms are available when needed, and create a more efficient and user-friendly environment for employees.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p>\n<h3 aria-level=\"3\"><span data-contrast=\"none\">Meeting space utilization up 30%<\/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\">Met Office has seen a 30% increase in meeting space utilization, which means employees can hold more meetings in the same number of rooms, maximizing the use of available resources. They\u2019ve also seen a 90% reduction in double bookings, greatly improving the reliability and accuracy of room reservations. Employees report significant time savings, as they no longer need to search for available meeting spaces or deal with the frustration of double bookings. These improvements have not only enhanced productivity but have also contributed to a more positive and collaborative work environment.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p>\n<p><span data-contrast=\"auto\">\u201cWe can now see which spaces are used most, peak usage days, average bookings per week, no-shows, meeting durations, and attendance rates. This data helps us make informed decisions about how to optimize our space,\u201d explains Sophie Parkhouse, facilities management coordinator at Met Office.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p>\n<p><a href=\"https:\/\/eptura.com\/resource\/met-office-boosts-meeting-space-utilization-by-30\/\"><span data-contrast=\"none\">Read the full success story<\/span><\/a><span data-contrast=\"auto\">.<\/span><span data-ccp-props=\"{&quot;134233117&quot;:false,&quot;134233118&quot;:false,&quot;335559738&quot;:240,&quot;335559739&quot;:240}\">\u00a0<\/span><\/p>\n","protected":false},"excerpt":{"rendered":"<p>Finding the best balance between delivering exceptional employee experience and optimizing space utilization starts with allocation decisions backed by reliable, real-time workplace analytics.\u00a0<\/p>\n","protected":false},"author":22,"featured_media":38768,"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],"tags":[],"class_list":["post-38766","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-blog"],"acf":[],"yoast_head":"<!-- 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