Case Study: Optimizing Workspace Utilization with Advanced Sensor Technology

Background and Challenge

A client that specializes in retail data science and analytics encountered significant challenges with their conference room capacity. They were seeking accurate data on room usage, including frequency, the size of the teams using the rooms, and specific equipment requirements. Early attempts to gather data via employee surveys resulted in discrepancies between reported and actual usage. For example, although employees reported needing rooms with video conferencing equipment for 4-6 hours a day, actual usage was only about 20% of that. Moreover, it was difficult to understand why rooms with a capacity of 10 would have 20 chairs pulled in. The client recognized the need for a more precise approach to assess their workspace usage.

Solution

With AVUITY, the company decided to deploy sensors in all conference rooms and privacy booths. They also added VuSensors, which is a line counter, in different areas to understand the number of employees on the floor at any given time. This enabled them to make data-driven decisions about technology spend, room setups, furniture allocation, and overall workspace design. 

Room Utilization and Furniture

The client harnessed the data to identify rooms with high demand as well as those with less usage. Then they improved room utilization by moving existing furniture between the rooms, effectively transforming modest 4-person spaces into larger rooms capable of comfortably hosting 8 individuals.

Technology Spend Decisions

As employees returned to the office the sensor data proved valuable again and helped validate where to spend money on technology. The company identified less frequently used rooms for conversion into specialty function rooms. Additionally, they noticed a surge in privacy booth usage and planned to add more booths. By analyzing which types of furniture and technology were more popular in these booths, they were able to determine what to invest in moving forward. Now employees love the booths.

Productivity, Comfort, and Inclusivity

One of the most important goals for the client was to develop a workplace environment where employees feel comfortable coming into the office.

Using insurance information to identify employee profiles, the company learned more about the way different types of employees like to work. They built a few new privacy booths with different colors and layouts, then looked at the sensor data to validate usage.

Interestingly, the client found that the 25% all of their privacy booths painted black were well received, especially among their data analytics and developer population, who are more introverted. 

Painting additional booths black helped employees who like to hunker down feel more comfortable in the space by reducing stimulation. The client then built more of these types of spaces, using the sensor data to validate employee preferences and the company’s commitment to inclusivity in the workspace. 

Results

By leveraging sensor data, the client achieved a significant increase in employee satisfaction. Changes made to the rooms were followed by periods for employee adjustment and subsequent feedback surveys, which yielded positive responses.

While the company acknowledges the cost-saving aspect of this approach, it emphasizes the value of improving the associate experience, which cannot be quantified monetarily. The client believes that providing a supportive workspace for employees to do their best work is the ultimate measure of success for their sensor deployment. Employee satisfaction in-turn drives value through retention, productivity, and product quality.

Next Steps

The company plans to further invest in sensors to understand hotel desking usage. They are also considering utilizing line counters to manage janitorial work more effectively.

If you’re ready to make more data driven decisions and improve your company’s workplace environment like the client did, contact us today and learn more about our workplace solutions.