Difficulty: novice

Content

1 “Space Simulator” page
2 “Benchmarking” page
3 More information

Learning Objectives

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

Read the Space Simulator Dashboard

Through historical* occupancy data, Space 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
- …

Objectives	Questions	Benefits

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?	End lease of complete building or consolidate buildings.
	Can we downsize a location?	End lease on part of building
	Can we downsize a location?	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?	No extra rental cost related to business growth
	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

Opportunities need to be analyzed per building or floor.

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

“Space Simulator” page

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 Space 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 Space Simulator is a simulation toolkit for the space manager/expert and does not replace the knowledge of a space manager/expert

‪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.

‪

‪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.

‪

‪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.

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

“Benchmarking” page

More information

Frequently Asked Questions on Dashboards

Check out FAQ on Dashboards

How to navigate the Dashboards

See How to use dashboards

Search

Workplace Knowledge Base (support.spacewell.com)

Space Simulator

Analytics