Establishing the right amount of space per employee

Ensuring the right amount of space per employee is something that benefits both the employee and the company, and can even be linked to a more efficient and sustainable way of working.

Although there are many strategies to optimise the free space required per employee, Foot Analytics recommends taking advantage of advanced technology.

Below we will tell you how software can be the ideal strategic ally for space management and optimisation in your company:

The importance of free space in the workplace and how to optimise it

First of all, it is worth considering why it is important to ensure there is the right amount of space for each employee. Here are some key aspects to consider:

• It increases employee productivity, creativity and motivation to do their job.
• It encourages happiness at work, since it provides an optimal space for performance and is well received by the professional.
• It has physical and mental benefits for the employee, both in terms of the optimal space that is required for comfortable and ergonomic work, and also because it will help to reduce stress and anxiety levels.
• For the company, optimising free space in the workplace means making the best possible use of the facilities, which always results in cost savings.
• Increased productivity leads to improved company competitiveness and a potential increase in profits.
• It also promotes attracting and retaining professional talent.

Minimum space regulations in offices: How software can be a strategic ally

In Spain there is  a regulation regarding minimum space in the workplace. This is the Royal Decree 486/1997 of 14 April. The National Institute for Safety and Hygiene at Work (INSHT), which reports to the Ministry of Employment and Social Security, is responsible for ensuring that it is observed.

This regulation regarding minimum space requirements in the workplace states the following:

• The height available must be 3 metres which may be reduced to 2.5 metres in commercial premises, offices and service areas.
• The floor space must be calculated at a ratio of 2 square metres per employee.
• The volume of free space must be at least 10 cubic metres unoccupied per employee.

These indications have prompted research into what is the ideal minimum space per employee and the conclusions are that each professional should have approximately 14 square metres of office space.  In other words, for optimal work, it is best for each employee to have between 3 and 4 square metres.

This calculation is not easy to apply, especially in large offices. For this reason, Foot Analytics provides clients with advanced software that can carry out studies and analysis in real time to obtain the necessary information to implement effective action.

Calculating the minimum space required per workstation

To calculate the minimum space per person in the office, we use the KPI Scaling Factor, based on our Automated Learning platform.

It simulates the ideal size for each space, based on the usage patterns of employees following this process:

1. First of all, the historical occupancy pattern of each space is measured, both daily and hourly.
2. This value is then related to the existing capacity, i.e. the available positions in that space.
3. We carry out a simulation of the optimisation capacity of the space, which indicates the optimal desk sharing ratio without overcrowding.
4. With this information, the platform defines in a safe way and without risk of overcrowding, how many positions you want to reduce or how many new professionals it is possible to assign to the space.
5. With this proposed scenario it is possible to observe simulations and adjust the configuration, in order to achieve the perfect minimum space per worker.

Optimising workspace per person using advanced technology

The advanced technology of Foot Analytics makes it possible to obtain this information in real time, but above all it helps to optimise the minimum space per worker in offices, in order to obtain the maximum possible performance:

• The system makes it possible to manage spaces by differentiating the combination of desks and collaborative areas, based on the optimal dimensions for each typology.
• The usage patterns of each department or area enable work synergies to be created that best fit the available space.
• The platform makes it possible to understand the behaviour of users and anticipate them, in relation to which spaces and services are expected to be most in demand, which rooms are most available, operating hours, etc.
• Finally, it is possible to obtain information on the experience of employees in search of potential optimisation. The system compares indicators such as density per square metre, the use of space and time available, saturation time and much more, in order to make the best management decisions.