Many of our customers think that they do not have enough meeting rooms or workspaces in their office or hospital. They usually come to that conclusion based on what circulates in the corridors: "I looked for a meeting room but they were all full".
But is that really the case? The alternative is to provide expensive extra m², but before we go down that route, I think it is more useful to first investigate a few things:
1/ Manual for Workplace Detectives
Do you remember the old days of office management by gut feeling? Those days are long gone. The optimization of modern workplaces depends on hard data, and here's what you should pay attention to:
- Insights into actual vs. perceived workplace occupancy rate. One of our customers discovered that their "always busy" open workspaces were only actively used 40% of the time.
- Meeting length patterns: The data often shows that while people book rooms for an hour, most meetings actually end within 35 minutes. This hidden buffer time creates significant unused space.
- Peak usage periods: By tracking when your spaces are most in demand, you can implement dynamic scheduling policies that maximize availability during crucial hours.
Keeping track of all this data may sound overwhelming, but here's the good news: you don't have to do it manually. Whether you opt for a simple room reservation software or go all-in with a complete workplace management system, the right technology does the math for you.
Once you start seeing the actual usage patterns, it's an eye-opener. Suddenly you go from 'we urgently need more meeting rooms' to 'oh wait, we actually have enough space, we just need to use it smarter'.
2/ Strategies against waste
Let's look at the steps that turn wasted space into winning strategies - starting with the technology that makes it all possible.
a) Implement digital planning solutions
Modern room reservation software does more than just reserve rooms; they actually know when rooms are in use. Your meeting rooms come alive with automated check-ins and releases, dynamically responding to your team's real needs. Nobody shows up? No problem. The room is automatically released after 10 minutes of inactivity. Last minute meeting? The meeting room display shows you real-time availability, so you can use that empty space immediately.
Better yet, the system learns from your usage patterns so you understand exactly how your spaces are being used.
Better yet, the system learns from your usage patterns so you understand exactly how your spaces are being used.
- Smart room release after 10 minutes (or longer) no-show
- Real-time availability updates on mobile devices
- Usage pattern analysis for better space planning
- Integration with your existing calendar system
- Digital screens that show room status at a glance
b) Smart ecological measures
When rooms remain unused, the lights are on and the climate control is active, your electricity bills skyrocket. Smart integrations automatically manage your venue's energy consumption based on actual occupancy. When the room is empty, the lights dim and the temperature is adjusted. When someone comes in, everything is immediately turned back on.
The system also syncs with your room bookings. No one shows up for that 3:00 PM meeting? The room remains in energy saving mode. Have an impromptu team meeting? The room adapts as soon as you enter. You immediately see the impact on your energy bills and also have real data about your company's sustainability goals.
c) The future is flexible
A few months ago I met an IT manager from a mid-sized technology company who was facing a similar challenge. Their office lease was up for renewal, and with hybrid working becoming the norm, they had to rethink their workplace strategy. Their goal was simple: reduce real estate costs while keeping their teams productive and engaged.
What happened next forever changed the way they think about office space. By embracing flexible workspace models, they have not only saved money, but also changed the way their teams work.
Here's the blueprint that made it possible.
After three months of implementing a flexible Workplace reservation software with smart desk bookings, the results were clear:
- 40% reduction in real estate costs by downsizing from 200 permanent desks to 120 flexible spaces
- Saved $180,000 per year on rent alone
- Additional reduction of energy costs by 15% through optimized use of space
- No loss of productivity – team satisfaction has even increased by 25%
3/ Create spaces that work harder
Here's your to-do list for smarter workspaces:
- Desk setup on request. Instead of assigned seats that are empty half the time, implement a desk booking system that matches actual office attendance. Most companies find that when using smart booking they only need desks for 60-70% of their staff.
- Flexible meeting rooms. Transform traditional meeting rooms into adaptable spaces with movable partitions. A single large room can be transformed into:
- Two meeting rooms for clients
- Three team huddle areas
- One open collaboration space
And all this without extra square meters.
It's easy to overlook, but when you dig into the numbers, the potential savings become undeniable.
Let's break it down:
- Average cost per workplace in major cities: $5,000-$15,000 per year. This includes not only rent, but also overhead costs such as utilities, cleaning, office furniture and other expenses associated with the maintenance of each workplace.
- Typical office attendance in hybrid environments: 40-60% per day. With more and more teams working from home or in flexible arrangements, most offices are seeing desks lying unused more often than you might think.
- Potential savings with a flexible workspace model: By reducing the number of desks to match actual attendance, companies can save $2,000-$6,000 per employee annually.
- When you think about the broader impact, the savings for a company with 100 employees can be enormous: anywhere from $200,000 to $600,000 per year. Not to mention the potential reduction in energy costs or improved employee satisfaction through a more adaptable workspace.
4/ Smart use of our spaces💡
The truth is, optimizing your workspace isn't about finding more space, it's about making the most of what you already have. Using data-driven insights, smart planning and flexible workspaces not only saves you money; you unlock new levels of productivity and efficiency for your team.
Think about it: reducing wasted space, lowering energy costs and freeing up resources all contribute to a more sustainable, effective office environment. With the right tools, your office can adapt to the needs of your team, boosting collaboration, reducing frustration, and improving business results.
And the best part? You don't have to wait. The technology and strategies to transform your office are already there. It's just a matter of taking the first step toward optimizing your current setup. If you'd like help figuring out where to start, just let us know. I can share strategies and ideas tailored to your space so you can get the most out of your setup.
This article is based on https://blog.getjoan.com/jm-optimizing-workplace-strategies