As companies adapt to new ways of working, the challenge of addressing space shortages has become more prevalent. Knowing how to tackle office space constraints head-on and maximizes workspace efficiency and enhances the workplace experience.
It’s imperative to immediately address space shortages once you know they’re an issue in your office. When employees consistently run out of space, it can have a detrimental impact on productivity and their overall workplace experience. It can even deter them from coming into the office at all — leading to wasted resources and money.
Efficient space management isn’t just about fitting more desks into a room. It’s about creating an intelligent office design that supports employees in their tasks, fosters collaboration, and enhances their overall experience. Here are some tips to eliminate space shortages in your office, so you can increase space availability and improve employee experience.
A space shortage occurs when the capacity of your workplace is reached, leaving employees without access to available meeting rooms, collaboration spaces, or desks. It's the tangible realization of an imbalance between demand and supply within the office environment.
Space shortages primarily occur because of:
There are several ways to address space shortages. Some options are more expensive, while other options can be done easily in house. Once you've identified a real space shortage vs. a perceived one, consider the following options to improve space availability:
When faced with a space shortage due to rapid growth or increased demand, one option is to lease more space. Before committing to this, it's crucial to consider several factors:
Leasing more space is undoubtedly the most costly solution. We also find it’s rarely our customers’ best option. It’s vital to analyze space usage data first, as this will allow you to identify and address underutilized areas before opting for more space. By understanding usage patterns and real-time occupancy data, you can make informed decisions about whether to lease more space or maximize existing resources.
Underutilized workspaces also represent an opportunity to optimize existing space without having to pay for more square footage.
VergeSense data shows that 71% of the global space mix is dedicated to desks despite them being used just 8.4% of the time. On the other side of the spectrum, there are fewer collaboration spaces, even though they’re used much more frequently by employees. To build a more productive office layout, organizations can repurpose desks into meeting rooms or flexible collaborative spaces to better align with employee needs and usage patterns.
Here are some strategies for redesigning and repurposing unused space:
Collecting employee data through surveys can also help you identify what needs to be changed in your design. Gather input from employees, so you can better understand their needs and preferences. This feedback can guide the redesign process to create productive office layouts that enhance satisfaction.
Speaking of redesign, conference rooms are often at the center of space shortages, as they are in high demand for meetings and collaborative activities. While many offices are filled with larger conference rooms, we know that regardless of meeting room capacity, on average, 1.93 people occupy a room.
This means leaders have an opportunity to redesign conference rooms and free up more space. If this could be your situation, consider:
To make these decisions, you must first understand which spaces are being underutilized. Let’s dig deeper into how the Occupancy Intelligence Platform captures this data by analyzing what’s happening in every workspace.
One of the primary benefits of collecting occupancy data through the Occupancy Intelligence Platform is gaining insights into how spaces are being utilized. By analyzing occupancy trends, you can:
The Occupancy Intelligence Platform ultimately enables organizations to make confident data-driven decisions related to space optimization, leasing, and intelligent office design.
Once you understand how employees are using space, you can create or repurpose new spaces to better meet their needs. Here are some ideas:
Design open and collaborative areas where employees can work together on projects, share ideas, and foster creativity. These spaces encourage collaboration and provide an alternative to traditional desk setups.
Introduce smaller meeting rooms or huddle spaces for quick discussions, brainstorming sessions, or one-on-one meetings. These spaces offer privacy and flexibility for small group interactions without the need for larger conference rooms.
Install phone booths for employees to make private calls, participate in video conferences, or focus on tasks without distractions. These enclosed spaces provide acoustic privacy and support productivity in open office environments.
Designate quiet zones or relaxation areas where employees can retreat for focused work or moments of relaxation. These spaces are equipped with comfortable seating, soft lighting, and minimal distractions to promote concentration and well-being.
Effective space management is vital for creating a productive and engaging workplace environment. We've explored strategies to address office space constraints and maximize workspace efficiency, here are several pointers to consider moving forward:
Ready to maximize workspace efficiency with occupancy intelligence? Explore our comprehensive guide to neighborhood planning with occupancy data here and start transforming your workplace today!