As is well known because of safety concerns (COVID) and growing energy costs, office functions and architecture need to be re-examined to benefit the company. Is the space that a company leases being used by staff optimally and for the lowest cost? How many people can effectively and comfortably use a space is a question of growing concern.
Ideally, you may want to jam as many people and equipment in given rooms. Besides the Fire Department likely objecting to this, overfilling space could affect productive utilization, too, as well as heighten safety concerns. Even with low COVID infection rates lately, many workers are concerned with viral safety and want to have space.
Therefore, in places where many people may congregate (auditoriums, conference rooms, training or break rooms), consider removing or roping off some seats to lower any potential anxiety of people concerned with health and other issues.
Having staff utilize the existing workspace must be balanced by the new reality of virtual and hybrid working situations. Thus, in most cases, companies will find themselves with too much underutilized space. Thus, a company should develop data around headcount and equipment needs. How many people need to work in the office how much space may each need. This is not so simple, as different functions require more space (including, storage space) than others. Now space planning becomes easier. Software exists to translate headcounts, needs, and trends into space utilization options. The importance of quality data cannot be understated. One may walk by and think a certain conference room is “always” used, when, in reality, meetings may tend to occur only at certain times of the day (one example: afternoons, when people surely reach the office). Make sure the utilization data collected is correct and thorough.
If one’s headcount indicates an excess of leased space and especially if workers prefer to work from home, the challenge is to make the office an attractive destination. What can make an office more attractive to get staff to come in more often? Two things: the colleagues or teams that the worker must interact with and that in-person meetings are more productive and more fun than Zoom. And the office being healthy and fun where staff will want to spend time.
See what you can do to rearrange space to encourage people to get up from their desks (to printers, coffee, etc.), and have a chance to interact with colleagues, even to say hello. Consider games; I worked in an office once that reserved space for jigsaw puzzles. It was great and relaxing after a stressful period staring at a screen to get up and put a couple of puzzle pieces in place. I believe that improved morale and focus. Think of how collaborative space and break rooms can foster more cooperation and ingenuity (something that can’t be done online). Think of how people who refer to lots of materials and drawings can spread them out effectively to use space. Perhaps, people will look forward to utilizing the space that you are leasing.
And don’t forget to optimize your energy usage and make sure all areas are well-ventilated, to improve worker efficiency and the health and well-being of your staff.
CCES has the technical experts to help your firm optimize energy usage for your building’s specific needs and situation. Contact us today at 914-584-6720 or at karell@CCESworld.com.