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At this year’s Tradeline University Facilities Conference in Boston, one recurring theme echoed across sessions: How can universities do more with the space they already have? From capital efficiency to policy-driven utilization metrics, higher ed institutions are facing growing pressure to modernize their physical spaces without building new ones.
Our team at Skedda was proud to take the stage alongside Becky DiMattia, Associate Director of System Administration & Operations in the Registrar’s Office at Boston University’s Questrom School of Business. In our session, “Maximizing Space Efficiency: BU's Journey to Shared Offices and Seamless Room Scheduling,” we shared how the Questrom School of Business transformed its approach to space —from outdated, manual systems to a self-governed, flexible model powered by Skedda.
From “Flashlight in a Cave” to Full Visibility
Becky opened the session by painting a clear before-and-after picture. Before 2018, Questrom’s scheduling infrastructure was fractured. A clunky system managed “special” spaces—like lounges, conference rooms, and event rooms—through a single administrator. Booking a room sometimes meant phone calls, confusion, and calendar conflicts. For classrooms, the school relies on 25Live, but the broader reservation process was time-consuming and heavily manual.
Then, their event manager resigned. The gap this left wasn’t just an HR issue—it was a catalyst. As Becky put it, “IT suggested a patchwork of Outlook calendars, and I was panic-Googling in the middle of the night for a better solution.” That’s when she found Skedda.
“What If We Let Faculty Book Their Own Office?”
One of the biggest turning points came last summer. Faculty numbers were growing, but Questrom only had 170 faculty offices for 240 professors. The traditional office assignment process was becoming a logistical nightmare. Then, an idea sparked: What if we let adjunct faculty and TAs book their own office space?
Leveraging Skedda’s self-service platform and tag-based access controls, Becky’s team launched a new system in days—not weeks. They later expanded this to include teaching assistants. Faculty and TAs received secure access links tailored to their specific permissions and spaces. The result? A seamless transition to office hoteling, where users could independently book the space they need, when they needed it.
The feedback? Overwhelmingly positive. “It was just, ‘Thanks!’” Becky recalled. “They clicked the link and booked their space. That was it.”
Building In, Not Building Out
The transformation at Questrom speaks to a broader movement in higher ed: renovate and innovate, rather than build. Space modernization isn’t about adding square footage—it’s about making existing spaces work smarter.
This new approach enabled Questrom to:
- Increase capital efficiency by rethinking office usage instead of constructing new space.
- Empower users with autonomy, eliminating admin bottlenecks and boosting satisfaction and communication.
- Make data-driven decisions by uncovering underutilized spaces and surfacing usage patterns—removing the perception of over-assigned space and replacing assumptions with clear insights into how campus spaces are actually used.
- Ensure policy compliance through selective access control (e.g., reserving spaces for make-up exams or ADA accommodations).
- Foster transparency around space availability and use, helping users adapt to real-time constraints.
“The themes I continued to hear were about the importance of making existing buildings more appealing to faculty and staff—by optimizing the experience, enabling transparency, and boosting connectivity,” said Jenny Moebius, co-presenter and SVP at Skedda. “Your software should follow suit! So glad Skedda was able to provide BU with these benefits.”
A Cultural Shift Around Space
As Becky explained, “We had to let go of the idea that only admins could manage space responsibly.” With the right tech, she found that giving faculty and TAs more independence didn’t lead to chaos—it created clarity. Faculty adjusted their schedules based on what was actually available, and admins spent less time coordinating requests.
One of the key tools in this success story? Skedda’s tag-specific access links—which let the Questrom team securely share booking privileges without micromanaging permissions.
Advice for Higher Ed Leaders
Becky left the audience with a clear message: Don’t be afraid to decentralize. Today’s space management tools offer granular control, visibility, and flexibility. It’s possible to give faculty and staff what they need without losing oversight.
For institutions grappling with space constraints, evolving pedagogies, and the rise of hybrid work, Questrom’s journey offers a compelling roadmap: design smarter systems, trust your community, and focus on building in, not out.
Book a time to see how Skedda can help you manage your campus more efficiently.
