Understanding space

REDUCING MEETING ROOM WASTAGE

One of the most significant insights that arose from the data was the extent of meeting room wastage caused by no-shows. Booked-but-unused rooms were taking up valuable space that could have been allocated to other teams. Equipped with clear evidence of this trend, the company could begin engaging with employees about their booking behaviours. By making users more aware of the impact of forgotten or abandoned bookings, the organisation set the foundation for better space management over time.

The granular insights from the system also revealed patterns in room selection. Certain meeting rooms were consistently in higher demand than others, largely because of factors such as size, location, and available facilities. Understanding these preferences meant the company could better plan its resource allocation, ensuring that space was designed and utilised in a way that best supported employee needs.

UNDERSTANDING THE TRUE COST OF INEFFICIENT MEETING ROOMS

With the data in hand, facilities managers were able to start assessing the financial implications of meeting room inefficiencies. By tracking how space was being used, they could determine the cost per meeting and begin to assess whether the current meeting room configuration was the most effective use of office space. This also created an opportunity to analyse how booking patterns influenced operational costs such as lighting, heating, and cleaning.

For organisations managing large office spaces, unoccupied rooms still require energy and resources to maintain. Being able to identify these patterns provides a clearer picture of where savings could be made. Over time, as the company refines its space usage strategy, these insights will become even more valuable for ensuring that operational costs align with actual demand.

THE PSYCHOLOGY BEHIND BOOKING BEHAVIOURS

A key takeaway from the data was the impact of visibility on workplace behaviours. Employees often book rooms out of habit or as a precaution, even if they aren’t certain they will need them. This can lead to high levels of no-shows and wasted space. With clear occupancy insights, organisations can foster a more mindful approach to bookings by encouraging employees to cancel unused reservations and adopt more efficient scheduling habits.

Additionally, the data highlighted patterns in how teams preferred to use different spaces. Some meetings consistently took place in large rooms despite having only a few attendees, while smaller, more suitable rooms were available. By understanding these behaviours, businesses can implement subtle policy changes to improve booking habits without restricting flexibility.