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Difficulty: novice

Content

Learning Objectives

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

  • Read the Space Monitor Dashboard

Space monitor dashboard provides insight in the historical data that is gathered by motion and headcount (presence detection/occupancy and utilization) devices that send data to Workplace platform. The question it tries to answer is: “Which insight/trend is communicated through the data?”

Additionally, Opportunity simulator aims to simulate potential square meter reductions and savings based on the real usage or need of your organization.

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

“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. Colors will range from red (lower occupancy measured, so getting “a bad grade”) over orange-yellow to green (higher occupancy measured, so getting “a better grade”). In summary: the greener the color, the more this locations is occupied.

  • red: 0-25% occupancy measured over the selected time frame

  • orange: 25-60% occupancy measured over the selected time frame

  • green: 60-100% occupancy measured over the selected time frame

Below example (floorplans) compare occupancy in 2 different months, where the one on the left got an average utilization of 33%, and the one on the right only 26%.

“Analysis – Occupancy” page

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“Analysis – Utilization” page

This sheet is hidden when not applicable/needs to be explicitly enabled

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Occupancy vs Utilization chart provides valuable insights into usage per room

Benchmarking of Utilization spaces

This sheet is hidden when not applicable/needs to be explicitly enabled

 How to interpret Occupancy vs Utilization

Example 1: occupancy (eg 50% occupied in 8h time) vs utilization (2 out of 4 chairs)

‪e.g. a room can be occupied 50% of a day (4 out of 8h) but when only 2 chairs are used out of 4,

‪ it is utilized 50% against 50% occupation.

‪
-> The real performance is then only 25% (half a day used for half the capacity).

‪Example 2: An 8h meeting for 2 people in a meeting room with capacity = 10

Occupancy = 100%

Utilization = 20%

‪

‪Example 3: during 1 h, a room (capacity 4) is used by 8 people (tracking method = pointgrab)

Occupancy = 100%

Utilization = 200%

For more information, see Utilization & Occupancy Matrix

 Select a space to see its rating and corresponding opportunity

Color

Rating

green

 best practice utilization spaces

red

 under performant utilization spaces

blue

 occasionally used spaces with good utilization

yellow

 frequently used but over dimensioned spaces

grey

 spaces with average occupancy but good utilization

 Examples per rating and corresponding opportunity

legend text

color

analytics

example

rating

opportunities

green

Utilization > 30%
Occupancy > 60%

A meeting room that is booked several times a day and that is properly sized to accommodate the number of participants

best practice utilization spaces

= good usage of spaces, no major opportunities seen

red

Utilization < 30%
Occupancy < 40%

Unpopular spaces that are rarely used and never have many participants

under performant utilization spaces

= opportunity to make these rooms more popular, or to reconsider their usage as collaboration spaces

why are these spaces so unpopular ?

  • overall comfort ?  (temperature, humidity, CO2, noise, light ...)

  • amenities ? (projector, whiteboard, ...)

  • look & feel ? (furnishing, colors, odor ...)

  • location ? (farout corner, decentralized on floor plan ...)

  • hick-ups (construction works ...)

blue

Utilization > 30%
Occupancy < 30%

A boardroom that is only used for quarterly events, but that requires the room size to accommodate the participants

occasionally used spaces with good utilization

= savings opportunity, considering permanent allocation versus renting of spaces

do you need to have these spaces permanently allocated in your facility?
consider renting spaces on an occasional basis

yellow

Utilization < 30%
Occupancy > 40%

A meeting room that is often or permanently occupied by an individual, using the room as a closed workspace rather than a collaboration space

frequently used but over dimensioned spaces

= opportunity to optimize room capacities across your location mix 

challenge your mix of collaboration spaces and workspaces

grey

Utilization > 30%
30% < Occupancy < 60%

 

spaces with average occupancy but good utilization

= savings opportunity to reallocate a number of spaces

you probably have too many of this type of utilization spaces
consider reallocation some of these spaces

“Reservations vs Occupancy” page

This sheet is hidden when not applicable/needs to be explicitly enabled

‪This sheet shows more information on reservations over the last 6 months, and takes into account reservations on Rooms and Workplaces made on all touch points.

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image-20240315-104801.png

“Scope & capacities” page

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“Data Comparison” page

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See how occupancy trends evolve over time per space/ room category  

Good to know

Space Monitor dashboard takes into account following data:

  • Business hours only, configured in Studio > Default Regional Settings (allowing for 1h margins both in the mornings and the evenings)

  • Weekends are excluded

  • 12 months of hourly sensor data

  • 6 months of 15 min reservation data

Move scenario

I've installed sensors in location X, but we're moving.

A relocation project can entail several use cases (should the old data still be available in the old location, after the move? Or should the old data move too and be available on the new location?).

The actual use case must be very clear. The more information is available, the better.

Possible move scenarios:

 Moving from one building to another

We consider this a new project and will setup new dashboards for this project. You will have an "old" dashboard for the pre-move period and a new dashboard post-move.

 A renovation project inside the building

A renovation project inside the building probably comes with a new/updated floorplan that must be uploaded in Workplace. The dashboards will show data based on the new floorplan structure. This means there will be a discrepancy between the "old" and the "new" dashboard data, so you cannot compare historical data with new data. We suggest to set up a new project to discuss the changes with the Spacewell Dashboard team.

 A reorganization of rooms or workplaces (on the same floorplan)

A reorganization of rooms or workplaces (on the same floorplan), this can be setup at the level of the IWMS and/or Workplace - resp. impacting locations and/or sensor devices. For example, in IWMS you can move a room in the master location data, which will be reflected in Workplace, but the location tree will change in the navigation window of the dashboards.  This introduces a "breakpoint" in the analysis based on historical data. We suggest to set up a new project to discuss the changes with the Spacewell Dashboard team.

 Moving sensors from one location to another

If sensors are being moved from one location to another, the Space Monitor dashboard will show no data on the old location, since it no longer has an active sensor associated. We suggest to set up a new project to discuss the changes with the Spacewell Dashboard team.

 A move of individual workplaces

A move of individual workplaces (eg in case of employees changing desks) is even more difficult, since our solution is not built to track people. The dashboard visualises data and analytics at the level of locations, there is no PII in our system (although implicitly a workplace may be associated to a certain employee within the company). We suggest to set up a new project to discuss the changes with the Spacewell Dashboard team.

 Moving any location to another part in the building

Moving any location to another part in the building (another floor, another zone, …) will introduce a breakpoint in the analysis. It will most probably also include a new/updated floorplan, see above.

When it comes to timeslot recalculation:

  • We cannot recalculate timeslots for specific locations, only for the whole environment

  • Taking into account the actual and full configuration, including zones ...

  • No dependency on the floorplan

  • Needed in case a sensor migrated in the past from one location to another (say A to B)

  • When recalculating from T0 we loose the data from location A, only taking data from location B

  • Recalculation applies the actual config retroactively until a specified T0 back in time

  • Recalculates all data (timeslots)

  • When following input parameters are available to the Cobundu team, the job takes about 10-15 minutes

Input needed:

  • TO (start date for recalculation – until present)

  • Sign off that current config is accurate

When moving sensor devices, it is important to trigger the sensor after re-installation. If the sensor is not triggered at the new location, no data will show in behalf of that location in the dashboard.

Conclusion

  • If you are planning a move for a floor where sensors are installed, please reach out to your Spacewell Account Manager.

  • Concerns in terms of floor plan changes, configuration impact, analysis breakpoints and privacy need to be addressed.

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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