Find out which is the best layout of the meeting rooms

One of the critical elements to be optimized within coworking spaces is meeting rooms. If the meeting rooms are under-utilized, you are wasting square meters and if they are over-utilized coworkers have a worse experience. So, it is highly important matching meeting rooms size to their real use. Finding out which is the best layout of the meeting rooms, coworking spaces improve coworkers experience and make them happier. And they take more from their square meters.

The layout of coworking spaces usually has different sizes and equipment inside them: for 4, 6, 8 up to 20 people, with round or square tables, with monitor or without it, … But do we really need all this variety? Do coworkers value them in equal way? Can we improve the design and size to be more profitable? Are meeting rooms used when they are reserved? How many people attend a meeting? And are coworkers comfortable with them?

Meeting rooms are on average empty for about 75% of the time1, it is a fact. It means that coworkings have a dead space during this time. So, if we are able to know our actual meeting rooms’ occupancy we could increase our revenue without reducing coworkers experience in an easy way.

Nevertheless, there are other variables apart from occupancy that matter. We must also know actual level of utilization and meeting room duration. Just using the proper information, we will get a better space performance.

Useful KPIs and information

Cubelizer system provides:

  • Real time occupancy of the meeting rooms.
  • Average occupancy and extreme values: average weekly, daily, hourly occupancy, usage patterns (periods, days and hours).
  • Meeting duration: typical, average, maximum, etc.
  • Meeting size (number of attendees): average, minimum, maximum, statistical distributions, etc.
  • Information about every single meeting room and different level of aggregated information.

Difference between occupancy and utilization

Maybe at this moment, it is necessary to explain the difference between occupancy and utilization:

  • Occupancy is the percentage of the time that the space is being used.
  • Utilization is how often and how long the space being used.
  • Both KPIs are necessary and we need to combine them to understand how our spaces are being used and to set better space management strategies.

How to use KPIs to optimize our meeting rooms design to improve space performance…and revenues?

The first step is to install a proper system. This system should be able to gather precise, continuous and consistent data about meeting room occupancy and utilization. And just after that, transform data into information to take decisions based on them.

Let’s see it with an example. After a period of analysis, Cubelizer delivers the following information, shown in a dashboard or other avalaible way (API or specific report):

That is fine… but what can we take from this data?

  • Average meeting room size 2.75 people.
  • Once in a while, there are 5-6 people meetings.
  • Maximum size of the meeting is 7 people.
  • Utilization average is 55.75%.
  • Round table room has higher occupancy rates and bigger meeting than the one with the square table.
  • Open meeting rooms have less utilization rate than closed ones.
  • Spaces are under used, big meetings rooms are less utilized than smaller ones.

So, based on the previous analysis, the Space Manager planned some changes with an outstanding and positive impact on the coworking management and coworkers daily experience:

  • reduce meeting rooms size: no need of bigger 6 people-sized meeting rooms.
  • split the 8-people meeting room into two 4 -people ones.
  • transform the open meeting room into a flexible working space.
  • change the square table for a round one.

Outcomes

When workplaces are managed with proper and accurate metrics along the time it is easy to see how meetings rooms are used and which are the best layout of the meeting rooms that allows managers increase a better use of the space and guarantee coworkers comfort.

The above mentioned case showed in a clear way how data driven decisions impact in two main ways:

  • more available space to be rented as flexible working space.
  • improve coworkers experience because of a better fit between design and real use of meeting rooms.

Would you like to know how meetings rooms are used in your space? 

(1) Sectoral average. Value may change depending on the specifics of your space.

(2) Get more information in the case study to choose the best layout of the meeting rooms.