How to Enhance Office and Lab Space Efficiency with Data

As workplaces continue to evolve, organizations are increasingly looking to data to guide decisions around space optimization. One company leading the charge in this area is Genentech, which has successfully integrated occupancy data across both office and lab environments to drive efficiency. 

At the 4th Occupancy Intelligence Summit, Mark Karma, Systems Lead for Workplace Digital Insights at Genentech, shared insights into their journey toward creating more efficient, data-driven workspaces. This blog will break down key takeaways from Mark’s strategy, providing a playbook for optimizing both office and lab spaces with data.

1. Start by Defining the Unique Needs of Different Space Types

Mark’s team operates a diverse real estate portfolio, managing office spaces, research labs, and manufacturing environments. The first step in their strategy was recognizing that each type of space has distinct needs and must be treated accordingly. As Mark Karma noted, "We manage each portfolio differently based on its use and the clients it serves."

For any organization, the key is to start by identifying the specific goals and challenges associated with each space type—whether it’s improving collaboration in offices or enhancing equipment usage in labs.

Action Step: Divide your real estate into distinct categories (e.g., office, lab, manufacturing), and define the primary objectives for optimizing each type of space.

2. Leverage Multiple Data Sources for a Comprehensive View

Relying on a single source of data isn’t enough to fully understand how spaces are being used. Mark and his team started with occupancy sensor data but soon expanded to include badge data, Wi-Fi data, and even customer satisfaction surveys to create a more holistic view of space usage. 

Unifying and analyzing multiple data sources provides both high-level insights and granular details for specific spaces or clients. These insights help Mark and his team better understand how spaces are being used and enable them to make informed decisions, whether for office redesigns or lab optimizations.

Action Step: Start with one data source, then intentionally expand by integrating other data streams like badge and Wi-Fi data to build a complete picture of space utilization.

3. Use Data to Build Trust and Drive Adoption

New workplace strategies won’t succeed if change management isn’t successful. One of the initial challenges Mark and his team faced was getting employees to trust the data-driven decisions being made about their workplace. Transitioning from traditional offices to neighborhood environments meant unassigned seating and new ways of working, which some employees and customers initially resisted. However, with accurate data on how spaces were being used, the team could show employees and stakeholders that the changes made were based on solid insights.

Ensuring people understand your decisions makes it easier to get them on board. Data and data visualizations can help streamline the process and secure a smooth transition.

Action Step: Use occupancy data to communicate transparently with stakeholders about space changes, demonstrating how these decisions are designed to support productivity and collaboration.

4. Optimize Lab Spaces with Occupancy and Equipment Data

Lab environments present unique challenges for space optimization due to the complexity of equipment usage and the collaborative nature of scientific research. Mark and his team are pioneering the use of occupancy data to manage lab spaces more efficiently, incorporating data from sensors and equipment usage to identify inefficiencies.

For example, Mark explained how the team is piloting the use of occupancy data to better control HVAC systems in labs. This project aims to save significant costs while ensuring that scientists have the resources they need without compromising their work.

Action Step: In lab environments, pair occupancy data with equipment usage metrics to identify inefficiencies and opportunities for better resource management, such as optimizing HVAC systems based on actual usage.

5. Continuously Measure Success Through Data and Feedback

For Mark and his team, success is measured through a combination of customer satisfaction surveys and data-driven outcomes. Every change in space design, from office consolidations to lab optimizations, is evaluated not only for cost savings but also for its impact on employee satisfaction.

With quarterly satisfaction surveys, Mark can see how workplace experience has been impacted by recent changes, and paired with occupancy data makes it easy to see what’s working and what isn’t. If a neighborhood shift causes overcrowding, employee feedback can help identify the issue, whether it’s lack of collaboration space, technology or space in general. This continuous testing and refinement ensure that they are always optimizing their strategies.

Action Step: Use both quantitative data (occupancy, cost savings) and qualitative feedback (surveys) to measure the success of space optimization efforts and adjust strategies accordingly.

A Blueprint for Data-Driven Space Efficiency with VergeSense

Mark’s journey highlights the importance of integrating diverse data sources, customizing strategies for different space types, and building trust through transparent communication. Whether managing office environments or complex labs, their approach provides a valuable blueprint for any organization looking to optimize space with data.

By following these steps—defining unique space needs, integrating multiple data sources, fostering employee buy-in, and continuously measuring success—you can develop a more efficient, data-driven workspace. As Mark Karma emphasized, “Start small, test strategies, and grow your data capabilities over time.”

Ready to transform your office and lab spaces? Learn how to leverage data today.