Efficient management of occupancy in collaborative spaces in companies
Collaborative spaces maintain a clear growth in the new design of corporate spaces, thereby boosting synergies between employees and productivity in the workplace. However, they also pose new challenges that require innovative management measures.
Common challenges in the management of collaborative spaces
The consolidation of collaborative spaces has brought to the table challenges, some of them of recent appearance, which make optimal management more complex (but necessary):
- The adaptation of each available area for different types of work.
- There are spaces for different professional uses (quiet to encourage concentration, common to boost creativity, etc.).
- The search for an optimal balance between collaborative spaces and individual workstations.
- Shared resources (from photocopiers to meeting rooms or rest areas), in terms of their availability in good condition and the organization of their use.
- Cleaning and maintenance of the facilities, depending on the use of the space.
- Security for different companies (access control, surveillance) according to the needs of each one.
Use of technology to monitor occupancy in real time
New solutions arise in the face of new challenges, and advanced technologies are the best ally in this regard. Space managers also face the challenge of constantly adapting to changes in demand and occupancy patterns in continuous transformation. The fact that working ways are increasingly flexible also presents more variability and less predictable occupations. Real-time measurement, therefore, allows us to make data-driven decisions for optimal management of the collaborative space. It will enable us to continuously and automatically measure the space of interest to ensure an excellent user experience.
Benefits of intelligent systems integration
Real-time information regarding the collaborative workspace involves leveraging measurement sensors and a constant connection to the cloud platform to measure actual occupancy and communicate the status of each room or area. This real-time monitoring and measurement work for each space improves room availability by 20%. Users can see with the Foot Analytics platform which room is available, which is occupied or even which has an associated reservation in less than 30 minutes (among other measurement options). With this precision in real-time management, it is possible to release, for example, reserved but unoccupied rooms and provide information on the immediate availability of those collaborative spaces that are closest to them.
Collaboration room management software and tools for employees
Foot Analytics' iKnos platform provides the opportunity to select from multiple valuable KPIs to manage the collaborative space according to the needs of each client. This management tool provides data on density, average utilization, peak occupancy, recurrence, and many other factors that contribute to the complete global management of the collaborative space. With the knowledge of the real use of the spaces, it is possible to make safe decisions about their management and exploitation and to optimize services such as the following:
- Reserve spaces with presence validation.
- Identify real-time occupancy of common areas such as the dining room and predict even the next few minutes.
- Plan the cleaning and maintenance of spaces dynamically, according to use.
- Fit out or close spaces according to the intended use pattern to optimize energy consumption and achieve benefits in terms of energy savings and efficiency, for example.
Emerging trends in workspace management
Of course, the use of collaborative spaces will continue to evolve, and some emerging trends give us a warning of the coming changes that will occur, some of them already present in companies of various types:
- Labour flexibility: The new hybrid work models and changing flexibility pose a growing challenge in space management, making real-time measurement even more important and necessary.
- Sustainability: the sustainability factor is becoming increasingly crucial for all companies, and collaborative space management must be geared towards the greatest possible energy efficiency.
- Advanced technology, such as virtual assistants and even Artificial Intelligence systems, implies a new use of available space (more in terms of technological resources than physical space).
- Virtual collaborative spaces are driven both by remote work and by the connection with companies and professionals worldwide, which implies the need for constant connection (often by video call or videoconference) and, therefore, for a space adapted to the necessary technological and privacy requirements.
