Office Management Is Science As Well (Main Metrics For Office Management)

The main metrics for office management are the ones that are useful for taking informed decisions to improve the space performance, enhance the employee or user experience or to optimize designs and operations. And here could finish our article, but maybe we can sketch out some examples in order to be more specific and maybe, inspire you in the lovely and profitable path of actionable metrics.

Firstly, we must keep in mind the goal and the context. Those aspects will set the basis of our choices regarding workplace metrics. And this is why, we will focus the article on specific use cases.

In a workspace, we can have different areas like: workstations, meeting rooms and common areas and for each one the main metrics for office management will change. Let’s analyze everyone separately.

Workstations Management

In the workstations management case, we need to know what, when, how often and how long desktops are being used. And even we need real time information to actually manage the booking. And with this information, we will be able to take decision over:

  • Reducing or increase workstations surface.
  • Improving hygienical sanitation.
  • Adding a booking reservation platform to improve workstations performance.
  • Knowing if social distancing is being accomplished.
  • Analyzing what areas are the most used.
  • Controlling the cooling system and saving energy in low occupancy periods.

The main metrics we should get are:

  • Occupancy patterns: Occupancy is the percentage of the workstations that are being used during a specific period of time.
  • Real time occupancy information: just int his way booking can be managed properly, avoiding ghost meetings and in general, ghost reservations.

For example, see in the images below some examples of these KPIs:

Meeting Rooms Management

If we want to manage meeting rooms properly and efficiently, we have to answer similar question we asked in the workstation management case: what, when, how often and how long meeting are used. And then, we use the information to:

  • Improve hygienical sanitation after every use.
  • Free meeting rooms that show ghost reservations.
  • Decide furniture design and tech equipment based on running A/B tests.
  • Understand if social distancing is being accomplished inside and thus, your COVID-19 protocols are working, and your space is a safety one.
  • Control climatization, and lighting and as consequence, save energy and increase people comfort.  

Doing that require more than data, we need metrics that lead us:

  • Occupancy for Meeting Rooms: Occupancy is the relation between people inside a meeting and the maximum capacity based on meeting events.
  • Utilization for Meeting Rooms: Utilization is the percentage of time during a period in which the meeting room is with people, independently from the number of them. It is like ‘0’ or ‘1’, binary counting. So, it is possible a high utilization with low occupancy, that means the meeting room is being intensively used but meeting’s size is low comparing with the full capacity.
  • Capacity Ratio: It is the ratio between people inside during a period and maximum capacity.

See some examples of these KPIs:

  1. Comparison between meeting rooms:
  1. Individual Information.

Common Areas

Offices are more than workstations and meeting rooms. There are many other areas in which people interact and spend a significant part of their days: corridors, the canteen, toilets, coffee room or other informal areas. They all are common areas that are part of an office and may make the difference. And for sure, they require the Facility Management Team attention as well:

  • How often they must be cleaned and sanitated.
  • How crowded are the different areas and is there a pattern?
  • In this hectic time, are people accomplishing capacity ratio and social distancing within them?
  • Which are the most used areas?
  • When is it necessary to add coffee pods?
  • What is the use of theses areas? Are being used for what and how it was expected?
  • Is design working properly?

Answering these questions requires data and information, and metrics to help us get to the point: occupancy, utilization, social distancing, capacity ratio… Most of them already known by you as they were previously defined. And new information is needed, like heatmaps which provides a quick, visual, understandable and broad vision about space performance in terms of activity.

Heat Map for Office Management

New Normal Management

COVID19 has forced to introduce some metrics to the control how employees and visitors are accomplished the new normal protocols. The main metrics to measure in the new normal are:

  • Social distancing: it is the distance between two people in the same area that are not from the same household. According to WHO, this distance has to be under 1.5m or 6-feet to avoid COVID19 spread or any other aerial contagious disease. In this article, we explained how social distancing can be measured in workplaces.
  • Occupancy:  Occupancy is the relation between people inside a meeting and the maximum capacity based on meeting events.
  • Capacity: It is the ratio between people inside during a period and maximum capacity.

Once again, Peter Drucker’s well-known quote makes relevant: “you can’t manage what you don’t measure”. And regarding offices, each square meter counts and even more, each saved square meter is a saved cost.