Many companies today require lots of spaces and facilities to be included at their office building for the employees. This does not only require huge costs but also decreases efficiency since employees working habits are constantly changing. Thus, instead of stressing on expanding the physical structure of the office, companies can evaluate the space usage and adjust the facilities based on the behavior of the employees. This can save spaces while still serving the employees needs. Here are three points that emphasise the importance of space management in the office.
#1 See when spaces are being used
Due to the pandemic, employees also value working from home, which means they may not be at the office for 8 hours straight or the whole week. Knowing their routine can better adjust the facilities accordingly. For instance, if employees only come to the office for a couple of hours to attend meetings, then the building can be restructured by minimising individual desks and increasing more meeting rooms. However, in order to understand employee’s behavior, data will be needed to provide information of their usage of facilities inside the building. This includes the time they are in the office, the facilities they use (meeting rooms, individual desks, etc.), and the duration of their usage. This information can be obtained by implementing facility management reservation tools that allow employees to book their facility prior to going to the office. This gives an accurate picture and guidance of the next steps to rearrange the space.
#2 Make use of the available facilities
Since the modern dynamic office will be more suited with employees’ needs, it is crucial to make sure that all facilities are available for them. This doesn’t specifically mean expanding the workplace, but instead making the available facilities more accessible to employees. This includes implementing a system where employees can have the same opportunities of using the rooms and no one is overusing the facilities. This allows meeting rooms and desks to always be occupied by employees fairly. Similar to before, this can be done by implementing a reservation tool where employees can choose a specific time slot and an overview of available facilities in the building. Efficiency and quality usage is better than quantity.
#3 Covid social distancing and managing capacity
More important than ever today, managing the space is important in order to manage the capacity for each facility. Buildings today must manage the number of people in each room according to the regulations. This can vary for each facility. For example, if each room is only allowed to hold 30% of the total capacity, this differs between big conference halls and a regular meeting room. Thus, this requires a tool to be implemented to be efficient and disciplined. This is because it is almost impossible to track the number of people in each individual room. Thus, by introducing a workplace solution where employees can pre-register to use a facility, it automatically manages the number of people who can have access. If the number of people exceeds the limit, then the room will be fully unavailable for other employees.