top of page
  • Writer's pictureElizabeth Perry

Using Data to Optimize Workspace Utilization During the Summer Slowdown

As we approach Memorial Day and gear up for the summer months, businesses often face a "Summer Slowdown" in office activity. This period presents a unique opportunity to optimize resources and cut costs. By leveraging data to measure and manage office occupancy, companies can ensure they are operating efficiently even during these quieter months. Here’s how you can effectively manage office resources during the summer slowdown.

Beachball floating in pool

Measure to Manage: Implementing Smart Occupancy Tracking Systems

Understanding how your office space is used is the first step towards optimizing resource allocation. Implementing smart occupancy tracking systems can provide invaluable insights into usage patterns. Here are some technologies that can help:

  • Desk Sensors: These sensors can detect when a desk is occupied and for how long, providing real-time data on workspace utilization.

  • Booking Platforms: These platforms allow employees to book desks, meeting rooms, and other resources, offering insights into peak usage times and underutilized spaces.

  • Motion Sensors: Motion sensors placed in common areas can help track foot traffic and identify which spaces are most frequently used.

By analyzing the data from these systems, you can identify trends and adjust your resource allocation accordingly. For example, if certain days are consistently slower than others, you might consider changing schedules or creating consolidated neighborhoods.

Graph showing peak unique individual entries by day of the week

Cost-Saving Strategies

With fewer in-office days expected during the summer, it's crucial to explore cost-saving measures. Here are some strategies to consider:

Adjust HVAC Settings

Heating, ventilation, and air conditioning (HVAC) systems are major energy consumers in office buildings. By adjusting the settings based on actual occupancy, you can significantly reduce energy costs. For example, if certain floors or sections of the office are empty, you can lower the cooling or heating in those areas.

Consolidate Workspace Usage

If you notice that only a fraction of your office space is being used, consider consolidating employees into a smaller area. This can allow you to shut down unused sections of the office, saving on utilities and maintenance costs.

Temporary Space Closures

In some cases, it might be beneficial to temporarily close certain areas of the office. This can be particularly effective if your occupancy data shows that some spaces are rarely used. Temporary closures can lead to substantial savings on energy, cleaning, and maintenance.

Flexibility & Adaptability

Embracing flexible work arrangements can align with employee preferences and optimize space usage. Here are some ways to enhance flexibility and adaptability:

Hybrid Models

A hybrid work model, where employees split their time between working from home and the office, can reduce the need for full-time office space. This model allows for dynamic resource allocation based on actual occupancy.

Flexible Scheduling

Allowing employees to choose their in-office days can help manage space more efficiently. By tracking these preferences, you can predict and prepare for peak days, ensuring that resources are allocated where they are needed most.

Optimizing Workspace Utilization and Resources

The summer slowdown is an excellent time to implement strategies that optimize office resource usage and save costs. By leveraging data to measure occupancy, adjusting resource allocation, and embracing flexible work arrangements, you can ensure that you optimize workspace utilization and operate efficiently during the quieter months. Start planning now to make the most of the summer slowdown and set your business up for success.


Authored by Elizabeth Perry

6 views0 comments


bottom of page