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Modern Office Space Optimization



Modern Office Space Optimization to Improve the Employee Experience

With the rise of the modern office, the iconic corporate environment – a sea of cubicles surrounded by private offices and oversized conference rooms – is dead or dying. These designs, popular since the 1990’s, have become inefficient, expensive to maintain, and uninspiring to employees. To keep pace in the modern era, you need office space optimization.

Chances are you are already experiencing what many call “the workplace of the future.” You look around the office and see your manager teleconferencing with a co-worker, a guest taking an open desk for the week, and colleagues occupying activity-based spaces, such as huddle rooms and meeting pods.

These examples of practical solutions are heading toward a more connected, collaborative work environment that reduces operational costs, and helps increase employee efficiency and productivity.

Employees are demanding better options for where and when they work. They care less about limiting their work to the traditional cubicle or 9-to-5 workday. In fact, a recent survey found that 87 percent of people say flexibility is “important” or “very important” in their workplace1.

Because the nature of work has changed, the typical office space has changed. Instead of assigning a fixed desk for each person – which can run $8,000 - $10,000 per year, per desk – many companies are embracing hoteling, where desks are not permanently assigned, but claimed as employees need them depending on schedules2.

Even when employees are in the office, they tend to work outside the confines of a desk or cubicle. This tendency has led to a variety of workspace options, including collaborative huddle spaces that allow for team discussions or private quiet rooms where workers can focus.

As companies develop innovative workplace strategies, they must keep in mind that merely switching out spaces, furniture, and hardware isn’t enough anymore. Without investing in a space management and scheduling technology, your employees and their colleagues will be frustrated in their efforts to locate, review, and reserve suitable spaces quickly for their work.

Workplace connectivity software is what allows organizations to both optimize their spaces and provide employees with a productive, collaborative experience. These tools give employees the ability to:

  • book workspaces immediately (or schedule in advance) via web/mobile, calendar, and on-the-spot access

  • filter spaces by capacity, in-room technology (e.g., video conferencing) and geographic location

  • select favorites for quicker reservations

Optimization of office space through flexible floor plans and scheduling technology not only gives employees greater satisfaction and the ability to work the way they prefer, but helps companies increase their employee-to-desk ratio, reducing their real estate and operational costs.

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