What Office Analytics Should Facility Managers Track?
Effective facility management requires managers to understand their space across multiple dimensions. Everything from energy usage to employee sentiment is affected by the facility—and facility managers (FMs) play an important part in making key decisions about these operations. Tracking analytics can help alleviate the pressure managers face by providing valuable data and a more objective basis for decision-making.
Unused or underused spaces create unnecessary expenses and lost opportunities for revenue. Measuring the use of space in a facility requires a strategic and versatile approach, as there are multiple data points to consider—including the use of meeting rooms and occupancy rates of seats in the office. FMs can use comprehensive reports and analytics to gauge how their workplace is being used without requiring heavy investments of time. Managers can track space utilization by department, for example, to determine which teams are using the most space and resources. This allows the company to create accurate chargebacks for each team. This type of data is useful because it informs major decisions like office moves, hiring and planning for growth.
Request volumes and response times
High request volumes can help pinpoint issues like the need to invest in new or additional amenities. Response times are also important for measuring the efficiency of a facility management team. Tracking both metrics helps managers properly delegate work to their team, calculate the cost of contractors and anticipate future issues like equipment failure or high demand for room bookings. It can be especially helpful to compare request data to industry benchmarks in order to better understand the effectiveness of your office’s request system.
Energy consumption is an important metric to track, as it can affect operational costs and any sustainability initiatives the company may have. Managers should consider tracking energy usage in specific areas of the office to pinpoint opportunities to reduce consumption. This data helps to identify exactly where energy use can be optimized without sacrificing comfort or productivity. It can also help companies work with environmental compliance officers or bring valuable evidence to their environmental initiatives.
Occupancy by department and floor
Tracking occupancy rates in the building on a granular level comes with a number of tangible benefits for FMs. Gauging a building’s occupancy by floor can provide crucial data points to help make major real estate choices like expanding the office or investing in renovations for a specific area.
Managers that are looking for a better understanding of office dynamics and staff behavior should also consider tracking occupancy by department.
Each department will differ in how they occupy a space, and analyzing the data around this behavior can be helpful in many areas, from deciding on future investments to shaping office policies. Are teams you expect to occupy their space regularly, spending less time at their desks? Perhaps their office equipment is not optimized for their needs or their space is not appropriate for the type of work they need to get done. Understanding nuances like these can help you justify major office changes or allocation of resources using more than just intuition. Quantified data also helps managers track the impact of their decisions after they’re made, which allows companies to avoid unnecessary risks and costly mistakes in the future.
Seated but deleted
Lack of information updates between departments is a common occurrence in many offices. Teams like human resources and facility management may not communicate daily—and this can lead to internal discrepancies. For example, employees may no longer be working at the company but are still registered in the internal directory. In this case, OfficeSpace’s “seated but deleted” report allows FMs to track desks that appear to be taken, but have actually been vacated by a departing staff member. Managers across different departments can help reduce information errors by using software to communicate and make updates.
Tracking analytics in the office is a crucial part of avoiding emergency situations and optimizing efficiency. Managers that can effectively track and interpret information will be able to address problems with more specific solutions and draw insights that are nearly impossible through human intuition and observation.
While facility managers can track productivity levels with analytics and reports, they must first create an environment that encourages employees to be productive. Learn how tech campuses are making this happen.
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