Information required about your occupants workspace can be as detailed as you require (high level or low level), a typical data gather may consist of:
|• Divisional and Team Occupancy||• Occupant Name (1:1)||• Hot (shared desks)|
|• Agile Working Ratios||• IT Information||• Office/Meeting Room Allocation|
|• Storage/Locker Ownership||• DSE/DDA Requirements||• Spare (unallocated)|
Using the information gathered a database is created with a dynamic link to your floor plans.
Space Utilisation Data is gathered using a deployment of wireless utilisation sensors discreetly located under desks. The sensors transmit live data direct to a small number of wireless receivers, connected to our servers.
The wireless sensors are lightweight, compact and portable, allowing for flexible deployment in monitoring both room and/or individual workspace utilisation. The sensors can be programmed to best suit your requirements, providing various levels of detail.
The data information is live and hard to question, as it constantly reports when desks and rooms are being used, thus providing highly accurate management information.
The utilisation levels are linked to your OCCUPi database, enabling you to:
|• Quickly understand actual occupancy levels||• Make fast strategic portfolio decisions|
|• Measure patterns, peaks and troughs in workspace use||• Quickly space plan and block stack buildings|
|• Have early sight of move data – reducing lead/prep time||• Have one source of data providing operational savings|
• True 1:1 continual desk utilisation analysis over any time period
• Accurate data – no more guesses based on coats on chairs
• Understand occupancy patterns, peaks and troughs
• Flexibility to monitor any workspace
• Fixed desks, hot desks, offices, meeting rooms, shared spaces
• Visualise utilisation levels from heat plans (floor heat maps)
• MI reports tailored to suit your organisations requirements
Wireless sensors deployed to monitor your workspace, using passive data collection technology (PIR), the sensors are triggered by both motion and heat, ensuring that the sensor is sensitive, yet reliable when it comes to tracking real-time 1:1 space utilisation. The battery powered workspace utilisation sensors are completely wireless, developed to offer users maximum flexibility. Due to the devices size and design, it can deployed and re-deployed quickly and with out fuss.
A typical deployment, in a building with 3 floors might deploy 100 sensors per floor and 3 receivers (1 per floor). Sensors are mounted under desks or mounted on walls for meeting rooms and shared spaces. The sensors send data to receivers that are networked, delivering utilisation logs to a standard PC acting as a data logging server and transmitted to OCCUPi. Multiple receivers can be networked to bridge buildings across sites, counties, countries or continents, allowing for full portfolio coverage.
Sensor data is reported using heat plans (floor heat maps) graphs, charts, tables and logs, each allowing for analysis of utilisation at every level; from portfolio to individual departments, floors, desk types, rooms and buildings. The drawings and reports can be used to assist with a wide range of strategic decisions based entirely on facts.
OCCUPi visualises and identifies occupying teams and their utilisation levels using floor plans for commercial property portfolios.
By associating team allocation with heat plans (utilisation levels), OCCUPi clearly identifies how workspace is currently being used, by whom and how often. Using accurate factual data we identify where workspace could be used more effectively.
OCCUPi is unique as it is run as a managed service, driven by an experienced team, allowing clients the time to concentrate and decide on portfolio optimisation strategies based on fact.
In addition to the floor plans, occupancy information is further verified with detailed MI reports and charts, specific to your requirements.
Reports can include pie charts, bar charts, graphs, binary logs, each providing the analysis of utilisation at every level; from individual teams, floors, buildings, to your property portfolio.
Reports can be generated at agreed intervals or used to prepare ‘specific project’ data prior to portfolio restructures and building re-stacks, in order to drive both the strategy and the moves themselves.
Once existing team occupancy data is accurate and utilisation levels are understood OCCUPi can be used to implement change:
Strategic Planning Tool
Ongoing Move Management Tool
Occupancy Driven Move Management Tool
Stand Alone Move Management Tool
Combining OCCUPi with our experience in CRE change Cubic can assist you with developing a Portfolio Optimisation Strategy or Cubic can manage the optimisation for you, by providing:
Phased moved plans
Presentation plans to management
Move plans (exit & host)
Existing ‘From’ & Proposed ‘To’ Location plans
“We used OCCUPi to plan and illustrate a re-stack of our building in one afternoon, complete with departmental allocation and colour coded floor plans, ready for exec sign off. This process would previously have taken more than 4 days.”
FM – Land Securities Head Office
Adopting OCCUPi reduces operational costs significantly.
• Fast accurate understanding of existing occupancy and utilisation levels
• Fast accurate feasibilities and strategic what if scenarios
• Fast accurate move preperation
• Fast accurate moves & changes delivery
• Fast accurate ongoing occupancy information
• Fast accurate portfolio optimisation
Centralised MI reports
• Accurate and timely MI reports for portfolio optimisation
• Earlier sight of move data – reducing lead/prep time
• One source of data providing operational savings
On-line Data Gather
• Less opportunity for human error
• Reduced workload of incumbent property teams
• Allows management and FM to concentrate on day to day activities.
• Reduced move preperation costs
• Less time required by move champions to complete relocation schedules
• Consistent approach to move delivery
There are also other potential benefits to be considered such as;
• Shared costs with other business divisions.
• Up to date plans assisting an accurate floor plan library.
• Screens deployed in agile areas showing users where free desks are located, in real time.
Return on annual investment
Based on research by DTZ the average cost of a desk in the UK is estimated at £5,746 pa and in London this rises to £11,789 pa. At these levels it is apparent that an investment in OCCUPi could pay for itself very quickly.
To summarise, errors in data collection, used for strategic solutions such as agile working, can be extremely costly, therefore the accuracy and speed at which OCCUPi operates is a clear benefit. Consider one months continuous Space Utilisation Studies for as little as £3.96 per desk (based on a 2 year rolling programme, not inc August and December) as well as Strategic Planning / ‘what if’ scenario’s eight times faster for potentially half the present cost.
There are other systems in use which touch on the issues we have addressed, but not from a move perspective – this should be the primary perspective, as ‘movement’ is the main driver.
The fact that we operate OCCUPi as a managed service means that no additional resource is needed.
Developed by Cubic, OCCUPi is a response to establish an effective and powerful occupancy management tool.
We were engaged by one of our major clients to help them understand occupancy within several of their UK hubs, each having multiple buildings with different divisions and teams occupying each of their floor plates.
Our client needed to make fast, far reaching and informed decisions about their portfolio. They were working with out dated information, which meant that a manual survey had to take place, both to check the occupancy and to assess the accuracy of the plans.
Whilst we delivered to their expectations, the exercise took around six weeks to complete, with over 8000 staff to interview and multiple layout alterations to complete. In our opinion, an expensive and long process that should be improved.
We were therefore driven to find a better way of dramatically speeding up this process, reducing cost and ultimately providing much greater value for our client.
We searched the market for a suitable proprietary solution and failed, so we took the decision to develop our own ‘Occupancy Management Service’ which we present to you as ‘OCCUPi’.
During development we investigated another manual element of ‘portfolio optimisation’ SUS (Space Utilisation Studies). We sourced wireless PIR technology to provide 24 hour live occupancy feeds, back to our servers, to identify how efficiently desk and meeting room space was being utilised.
Combining these two elements with our experienced ‘human judgement’ forms the spine of what we believe to be a very powerful occupancy management tool.
Daniel Moul Managing Director
as a. . .
|Strategic Planning Tool.
Ongoing Move Management Tool.
Occupancy Driven Move Management Tool.
Stand Alone Move Management Tool.
We used OCCUPi to plan IRO 11,000 moves in London over a two year period. The clarity of information and; the speed in which our planning requests were turned round was impressive.
We used OCCUPi to plan and illustrate a re-stack of our building in one afternoon, complete with departmental allocation and colour coded floor plans, ready for exec sign off. This process would previously have taken more than 4 days.
FM – Land Securities Head Office.
UK organisations could save up to £34 billion every year by freeing up desk space and allowing more flexible working, according to Vodafone Uk. The figure is based on multiplying 127,500 – the number of companies that told YouGov pollsters they could reduce desk space – by 46, the average number of desks that business managers thought they could loose by such a policy. That was multiplied by £5,746, said to be the average cost of a desk in Britain. This estimate is clearly on the conservative side as the average cost of a desk in London is £11,789 per year (even higher in the west end)
The national average of desk utilisation is between 45 / 50%, actual data shows this can be a low as 35%, an organisation of 500 desk positions could realistically realise a saving of £287,500 per year – based purely on a 10% utilisation step increase from 45% to 55% By 2020 organisations are set to reduce office space by almost 5th (17%) and that the average workspace will provide just 7 desks for each 10 office based workers, a ratio of 1:1.43 The ‘Leaner & Greener” government enquiry report of 2011, shows the sheer scale of savings to local government from better use of their property. Of the £370 billion of property owned by government, and costing £25 billion per year to run, £250 Billion is owned by local government. The findings show that managing property effectively can reduce the space needed by 30%, with potential savings in running costs of up to £7 billion per year. The scale of the rise should not be underestimated.
Lowering occupied space will enable the public sector to lower it’s property running costs. The average space occupancy rate within the public sector is estimated at 14.5sqm per FTE (Full Time Employee). This figure is on average 20%/30% higher than the 2008 government Space Standard of 12sqM per FTE for existing properties. The report has found that public sector organisations can deliver up to £7 billion of savings from lowering the space it occupies.
For more information or to find out how OCCUPi could benefit your company call Cubic on 01189 336616