In the evolving landscape of office design, the allocation of space for desks has historically been a primary consideration for workplace designers. The equation of how many desks to put in an office used to be an easy one. Space planners could apply a “gearing ratio” to straightforwardly multiply the workforce by a specified percentage, thereby calculating the number of desks needed for peak times. However, the emergence of “third space” or lounge-style seating, coupled with the shift toward hybrid work models in the post-pandemic era, has complicated this calculation, rendering fixed desk-to-employee ratios less applicable for a growing number of organizations.
Reflecting on the changing office space requirements, Emily Watkins, chief client officer at corporate real estate advisory The Instant Group, remarked, “Right now we are seeing companies opt for around 20 percent of the desk space that they had in the past.” This significant reduction is indicative of a broader trend towards prioritizing collaborative spaces, a shift propelled by the widespread acceptance of hybrid working models. Collaboration friendly, lounge style seating has become the main focus of most new office layouts. Watkins addressed the evolution in attitudes towards ambient noise within collaborative spaces, “We used to worry a lot about background noise from having to take a meeting in a collaboration area but people are fine with taking video calls in coffee shops now so that has become much less of a concern.” This adaptation has also influenced the choice of office furniture, with a preference for high back chairs made from noise-dampening materials to facilitate both collaboration and privacy. Sofa Office
As the transition towards reduced desk space unfolds, Watkins highlighted the importance of adapting office spaces to be more hospitality-focused, “Offices are much more hospitality focused and that means that you need to have someone on-site that can help people feel at home.” This hospitality-driven approach is crucial in spaces that are not traditionally bookable, ensuring that the workspace remains welcoming and functional for all employees. This perspective is reinforced by survey findings, which identified “friendly and helpful service” as a key factor in defining a positive office experience.
Surveys can only provide limited insights, as many workers tend to idealize their office usage, which may not accurately reflect the actual utilization of the space. Technology, particularly sensors, can help shed light on actual office space utilization and occupancy, marking a significant advancement in office design strategy. Sensors enable businesses to gather precise data on how office spaces are used, identifying patterns of high and low usage across different areas.
There are a number of different types of sensors available including Passive Infrared (PIR) sensors, CO2 sensors, and desk sensors. PIR sensors are adept at providing a basic indication of whether spaces, such as rooms and desks, are occupied by detecting motion and infrared energy emitted by people, offering a straightforward approach to occupancy detection without compromising privacy. CO2 sensors can estimate the number of people present through carbon dioxide emissions, serving as an indirect measure of occupancy levels. Desk sensors employ either weight detection or pressure mats to offer direct insights into how individual desks are being utilized.
Vibration sensors work by using accelerometers to detect occupancy in soft seating areas like lounges, providing a cost-effective solution for monitoring less conventional workspaces. Imaging sensors introduce a higher level of sophistication and detail, capturing light variations to electronically map out occupancy across multiple areas within their range. This camera-like technology allows for granular tracking of space usage, albeit with higher costs and potential privacy considerations.
Strategic deployment of sensors for calculating space utilization and occupancy along with transparency to alleviate privacy concerns can center the discussion on the efficient use of office space. This approach enables companies to make informed decisions on office design, energy management, and resource allocation, ensuring that office spaces are not only efficiently used but also adaptable to the evolving needs of the workforce. Through careful analysis of occupancy data, businesses can create dynamic work environments that respond to actual usage patterns, fostering an atmosphere of innovation and efficiency.
Desk reservation scheduling software represents another facet of technological integration, streamlining the process of desk allocation in a hybrid work environment. This software allows employees to book desks in advance, ensuring optimal use of reduced desk space and facilitating adherence to social distancing guidelines where necessary. The system’s flexibility supports spontaneous collaboration by allowing employees to reserve spaces near their team members on an as-needed basis, thereby enhancing productivity and teamwork.
Watkins also emphasized the need for office managers to remain agile in response to insights gained from the technology, “We have an office that we manage in Philadelphia where we told the managers that if they see evidence that a section of the workspace isn’t getting used then they should make the changes in weeks, not months.” This advice underscores the importance of a proactive and responsive approach to office space management, diverging from the more traditional, static methods of planning.
When envisioning the future of office design, Emily Watkins offered a thought-provoking view: “I could see a world where one day we have offices without any desks at all.” The role of advanced sensor technologies and desk reservation software will be pivotal in facilitating this evolution. They provide critical data and the necessary adaptability to develop workspaces that are not only innovative and efficient but also welcoming for employees. Such technologies are key to optimizing the use of office space, enabling companies to tailor their layouts more closely to actual usage. Identifying areas that are rarely used allows for a transformation of these spaces into more interactive zones or for a reduction in office size, thereby saving costs. This approach suggests that the appearance of offices could change significantly in the near future, embracing a model that prioritizes flexibility and collaboration.
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