How we use office space has changed. The office is no longer where employees go five days a week and work eight hours a day at the same desk. Hybrid work shifted the purpose of the office, and as such, office space needs to change to adapt to new hybrid working patterns.
Organizations must be more thoughtful about efficiently using space. Fewer workers in the office at any time means a smaller demand for space, meaning organizations can downsize their office real estate. However, organizations still need to give workers easy access to the four categories of spaces essential for office work (Gensler). It’s time for organizations to reevaluate their office space designs to meet the evolving needs of their hybrid workforce.
In this post, we break down everything you need to know about space management and best practices for managing your office space effectively. We’ll cover:
- What is space management?
- How does space management work?
- Benefits of a space management system
- Space management best practices
It’s time for facilities managers, CRE professionals, and workspace designers to manage space effectively for higher employee productivity and satisfaction in the office.
What Is Space Management?
Space management is the process of optimizing the use of physical space. It is a strategic goal to maximize functionality, comfort, and productivity while minimizing waste and inefficiencies.
In hybrid work environments, effective space management for many organizations means implementing flexible spaces that fit employees' purpose for going into the office. A Jones Lang LaSalle, Inc (JLL) report found that 37% of global organizations plan to increase their co-working or flex space use after the pandemic.
How Does Space Management Work?
Space management involves the planning, designing, and ongoing maintenance of the given workspace to maximize its potential. Effective space management can reduce energy use and costs, enhance collaboration and productivity, and improve the employee experience.
Space management is more challenging with hybrid work because of the fluctuating schedules, various occupants at any given time, and new purposes for going into the office. That's where a space management system comes in handy to help you manage space more effectively.
“Pre-COVID, we were always about being efficient, budget-driven. Cost per dollar per square meter per square foot per person, whatever it may be. We were very efficiency-driven. Now, my opinion is we need to become much more effective.” - Larry Morgan, Director of Global Facilities Management and Corporate Sustainability Initiatives at SAP
Benefits of a Space Management System
A space management system is an excellent investment for organizations looking to manage their flexible office spaces more effectively. JLL estimates that 30% of all office space will be used flexibly by 2030. A space management system makes it possible for organizations to plan, design, and maintain spaces continuously:
Optimizes the office space
A space management platform improves the physical workplace for better engagement and well-being. It leads to more efficient use of space because facilities leaders can use analytics to more easily track spaces that are popular versus underutilized spaces. Based on data from an Inc. survey, 40% of an office’s dedicated desk space sits unused on any given day. Additionally, a space management platform with interactive maps and robust rules can help you create office neighborhoods that support productivity and collaboration.
Helps control costs and energy use
When paid-for office spaces go unused, that’s money down the drain. A space management platform allows organizations to decrease office real estate without compromising workplace experience by cutting underused office spaces and letting you redirect energy and efforts to popular areas. Additionally, knowing peak use times for various spaces can inform organizations on how to control energy use. For example, you can reduce energy costs by turning off heating/cooling when no one is using the space. By implementing hot desking or desk hoteling, organizations can reduce their office operating costs by 30% (BBC).
Improves collaboration and coordination
The hybrid work coordination tax is a real problem. A space management platform with desk and meeting room bookings makes coordinating times in the office easier. Two-way sync integrations with calendars make it easier to book all the needed resources for physical and virtual collaboration. Additionally, space management software with automation tools can reduce administrative work and provide more accurate, up-to-date information to help with cross-distance collaboration. For instance, you can easily book spaces or cancel bookings at the last minute and have those updates appear on the platform in real-time.
Fosters productivity and satisfaction
There’s a positive correlation between office design and productivity. Better laid-out office designs lead to better productivity and collaboration. According to Gensler, high-performing workplaces have better access to spaces for critical work activities and offer a more diverse range of workspaces. A space management platform lets you better organize your office layout, helping your employees work better by providing the spaces, amenities, and resources they need to do their best work.
Reduces carbon footprint
More and more organizations have aggressive sustainability goals as they strive to meet new sustainability laws (e.g., net zero emissions target). A space management platform lets organizations more effectively implement seat sharing, such as hot desking or desk hoteling. Efficient hot desking among hybrid workers can reduce carbon footprint by 28% (PNAS).
Space Management Best Practices
Now that you understand the space management process and goal, it’s time to implement best practices to ensure your organization effectively manages its office space. Here’s a 6-step approach you can take:
1. Assess Your Space
First, understand what you have to work with before you can effectively manage your space. Start by understanding the requirements of the space, such as the number of occupants, the type of activities that will take place, and any specific needs (e.g., storage, meeting areas). Hybrid work calls for new workspace designs, emphasizing flexible spaces that can be easily reconfigured.
2. Invest in the Right Tools
A robust space management system can do wonders for effectively managing space. Smart technology tools, like IoT devices and sensors, can be used to monitor and manage space in real-time. These technologies can give you the data and insights you need to make informed decisions about space management, such as predicting future space needs or identifying underutilized areas.
Learn more: 6 Things to Look for in Space Management Software
3. Involve Stakeholders
Effective space management looks to maximize functionality and productivity, so understanding the needs and preferences of everyone involved is a must. Survey your employees, department heads, company leaders, and other stakeholders to ensure accurate planning of the space. Creating communication channels for continuous feedback throughout the planning process is also useful to inform ongoing adjustments and improvements.
4. Optimize Space Utilization
Effective space management also minimizes waste and inefficiencies without compromising function and comfort. Ensure that the space is used as efficiently as possible by promoting flexible working like hot desking or desk hoteling while balancing that with collaboration areas. You should also use insights from the space audit to assign spaces while considering stakeholders’ needs. That may include setting aside areas for common use, assigning offices to teams that require more collaboration or privacy (e.g., finance, legal), or ensuring that spaces are used for their intended purpose to prevent conflicts.
At the same time, organizations must balance the cost of space (rent, utilities, maintenance) with its utility. That could involve downsizing, relocating, or redesigning spaces to reduce costs while ensuring spaces are comfortable, safe, and conducive to productivity so employees can do their best work. This might involve ergonomic furniture, adequate ventilation, natural light, and noise control.
Learn more: How to Create Hybrid Office Neighborhoods With Skedda
5. Adopt Sustainable Approaches
With increasing emphasis on lowering carbon emissions and even achieving zero emission goals, organizations need to incorporate sustainable practices to get there. In a Johnson Controls and Forrester Research survey, 80% of respondents said implementing or improving their sustainability efforts was a top priority. Organizations can use energy-efficient lighting and recycled materials or design spaces that reduce the need for artificial lighting. They can also minimize wasted space (e.g., unused desks and excess storage areas) to reduce the carbon footprint of maintaining those spaces.
6. Monitor and Improve
Space management is a continuous process that requires regular check-ins and adjustments to keep up with changes. Periodically assess how space is being used, identifying underutilized areas, overcrowded spaces, or any discrepancies between intended and actual use. You can do that through observations, surveys, or technology like occupancy sensors. By keeping track of workplace data, you can use insights you’ve gathered to make informed decisions about space allocations, redesigns, or downsizing. You can also incorporate workplace data into regular reports to stakeholders on space usage, costs, and any changes made or recommended.
Learn more: The Math is Mathing: 3 Steps to Rightsize Your Office Space
Finding the Right Space Balance for Hybrid Work
Space management is a continuous process that involves adapting to changes in organizational needs, technology, and employee expectations. Collaboration between facilities management, IT, and other departments is required to create a thriving hybrid workplace that supports the organization’s goals. Using a space management system and following best practices can lead your organization to improve productivity, reduce costs and energy use, and find the right balance for hybrid working.
If you’re ready to start managing your workspaces more effectively, create your free Skedda account today.
