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Julie Isebaert

Julie Isebaert

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Difficulty: novice

Content

Table of Contents
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Learning Objectives

After reading this article, you’ll be able to:

  • Read the Opportunity Simulator Dashboard

Opportunity Simulator provides insight in the historical data …….

Historical data means that the visualized data in the dashboard was gathered until yesterday.Through historical* occupancy data, Opportunity Simulator allows you to

  • calculate possible m2 and cost savings, and

  • simulate shrink and growth scenario’s, that answer following questions:

    • How many people can be added to a building, floor or zone without the risk of not having enough space available?

    • What is the impact on the opportunity (m2, cost or # people) when implementing a 1 hour, 2 hour or 4 hour clean desk policy?

    • Make an impact analysis when simulating between no risk simulations and x% risk simulations

    • Visualize and calculate the differences between a full building flexible desk concept and a flexible desk concept at floor or zone level

    • …

“Opportunity simulator”

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titleOpportunity simulator dashboard

‪User group : CFO / Real Estate manager / analyst

‪Goal: Simulate potential m² reductions and savings based on the real usage or need of your organization.

‪Focus on: Potential max reductions and savings per building and simulation of realistic reduction and savings through vacancy analysis.

‪This dashboard comes with several graphs but gives in depth information about how the different spaces are being occupied and utilized. These graphs also will give you insight in potential future space improvements.

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“Summary” page

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“Overview” page

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As soon as location filtering is set to floor level, floor plan will show up.

If Workplace is receiving data that is relevant for this dashboard, the location will be colored. The darker the color, the more this locations is occupied. For the selected period, brighter colored locations are less occupied than darker colored locations.

Based on Opportunity Simulator data, which benefits can be attained?

Objectives

Questions

Benefits

Total Cost

Reduce m2 and reduce rental cost

Should we terminate a lease?

End lease of complete building or consolidate buildings.

Can we consolidate sites?

Can we downsize a location?

End lease on part of building

Sub-rent part of building

Can we reduce the number of workplaces provided per BA or space?

Understand the potential for optimization of work spaces

Increase # people per m2 / support business growth

Can we place an additional team in a building or on a floor, zone/neighborhood?

No extra rental cost related to business growth

Should we extend a lease?

What sharing ratio would be optimal for which team?

Understanding of sharing ratio potential

Could we change from fixed to flex desk seating?

No extra rental cost or end lease or sub-lease

Reduce operational cost / FM cost

Can we reduce our operation cost of space?

Create “low used” floor or zone to reduce FM cost

Employee Experience - Nice place to work

Better mix of space types (availability in line with need)

Can we optimize the portfolio or can we improve the space type mix?

Increase added value per space type and/or improve interactions and efficiency

Where are the areas in our offices which need to be repurposed?

Do we need to add certain workplace types?

Do we need additional office space?

How is our space mix compared to the market?

Understanding the market of space management

Bring flexibility in choice of the space

Do we need to change the layout of a space? Should we promote a more flexible work culture to increase Employee Experience?

Improved efficiency and interaction

Reduce number of “not popular” work spaces

Change behavior of users

Enable collaboration

Brand Perception

Bring innovation by lead by example

Should we promote a more flexible work culture to increase innovation?

Perception by customers of being an innovative company

Strategic Decisions

Collect qualitative data and insights for future real estate or workplace projects

How much space should we take up at a new site or building?

Do we need to move?

How is the building performance ratio compared to best practice?

Understand the performance of the building (usable/Grossratio)

How is our space mix compared to the market?

Understanding the market of space management

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Info

Opportunities need to be analyzed per building or floor.

*Historical data means that the visualized data in the dashboard was gathered until yesterday.

“Opportunity Simulator” page

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titleWhat does “Opportunity simulator” do?

  • Helps to estimate potential m2 reductions: m2 reductions could also mean transforming certain less used space types in other space type with more added value

  • Helps estimate potential cost savings: Cost savings needs to be seen as a real saving if sub renting is possible, if the Real Estate contract can be renegotiated or if the customers is planning to move to a new location

The outputs of the opportunity simulator need to be validated together with many variables of the customers real estate strategy like: Flex workspace or fixed, clean desk or not, personal offices or shared offices, offices as meeting rooms, booking systems, flexibility rental agreement, move or stay possibilities, …

The opportunity simulator is a simulation toolkit for the space manager/expert and does not replace the knowledge of a space manager/expert

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titleOpportunities need to be analyzed per building or floor
Opportunity Simulator page in detail
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titleWhat are possible outputs of Opportunity Simulator?

‪Calculation of the maximum possible m2 reductions / cost savings in case of average occupancy has been taken into account.  This means that every day of the week and every hour of the day the company would have the same occupancy scores.  This is only possible if the company would only work with 100% reservable work-, concentration- and collaboration spaces.

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‪Calculation of ‘no risk’ m2 reduction (vacancy)/ cost savings in case of max occupancy has been taken into account.  This means that everybody will still at all times have the needed work and collaboration space available when needed.

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‪Simulation of potential of m2 reduction (vacancy)/ cost savings in case of x% of the max occupancy has been taken into account.  This means that in some moments there will be an under capacity of work or collaboration spaces if the same work pattern would be used.  By moving some peak moments into moments of less occupancy these moments of under capacity can be solved for 100% meaning that everybody will at all times have the needed work and collaboration space available when needed.

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titleVacancy concept

Vacancy concept is highlighted in yellow

Remark: When “% workplaces available” = 100%, this is a so called ‘no risk’ vacancy

Simulation with 100% workplaces available – ’no risk’ vacancy

Simulation with 90% workplaces available – ’10% risk’ vacancy

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titleMax concept

  • Vacancy concept is highlighted in yellow

  • Max concept is highlighted in red

  • Simulation sliders are highlighted in blue

Max work and concentration spaces that could be reduced

Optimal sizes of the collaboration spaces

(only when utilization is measured)

Remark: The number of collaboration spaces for the max concept is taken from the vacancy simulation

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titleRental cost
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titleClean desk concept & aggregation level

‪To be able to simulate the impact of occupied spaces (laptop, papers, …) without being physically present (going to toilet, coffee, meeting) we have introduced the passive occupancy concept.

‪The passive occupancy is aggregating the active occupancy (sensor data) to one, two or four hours depending on the used clean desk concept or aggregation level (1/2/4)

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  • ‪For one hour aggregation level: ‪All sensor measurements that measure an activity (within an hour range) longer t“

“Benchmarking” page

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More information

Frequently Asked Questions on Dashboards

Check out FAQ on Dashboards

How to navigate the Dashboards

See How to use dashboards

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