workplace space management

Expert’s Tips On Designing Effective Workplace Space Management

As hybrid work becomes more prevalent, effective workplace space management is important for maximizing resource use and supporting collaboration. Workplace designers face the challenge of strategically allocating office space and coordinating meetings as employee locations fluctuate. This article explores best practices for designing management systems to accommodate distributed teams through flexible space allocation and meeting optimization tools.

The Importance Of Workplace Space Management

What is workplace space management?

Workplace space management involves the strategic design, organization, maintenance, and optimization of a company’s physical workspace. This encompasses allocating dedicated spaces for various workstyles and arranging furniture, equipment, and decor while replenishing supplies. The process also includes comprehensively evaluating space utilization to identify underused areas and right-size workspaces based on location- and time-specific headcounts.

Benefits of efficient space management for businesses

Efficient workplace space management provides significant advantages for organizations.

  • Cost savings

By rigorously analyzing space utilization, companies can reduce underused areas of the office over time. For hybrid/remote teams, this allows for decreasing private desk counts through hot desking/booking policies. The resulting right-sized space lowers long-term real estate ownership and rental expenses.

  • Resource optimization

Identifying unused sections of the office enables creative repurposing of that area. For instance, conference rooms during low-traffic hours could host coworking. This maximizes the return on existing facility investments without taking on additional capital costs.

  • Productivity boost

Providing activity-based zones with private focus areas, collaborative sections, and relaxation nooks supports the workflow rhythms of diverse teams. Employees feel more engaged in a tailored workspace that fuels different tasks than in a cramped layout.

  • Positive culture
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Designing an organized, amenity-rich office communicates a company’s value in people, innovation, and metrics, instilling pride in employees and trust in leadership.

  • Brand reinforcement

Clients and candidates instantly pay attention to operational excellence through a well-managed facility. The experience underscores professionalism and stability in the organization, which builds advocacy for the brand.

Steps To Designing Efficient Workplace Space Management

Designing and implementing an efficient workspace requires systematically addressing key aspects. The following steps outline an effective process for space managers and facility planners to optimize their office environments:

Conduct a comprehensive workplace conditions assessment

To optimize the use of office space, it is recommended to conduct a thorough spatial audit that analyzes the current layout of every room. You can collect quantitative data on space utilization by using desk or room booking systems and occupancy sensors that track real-time usage. 

Additionally, you can distribute surveys to gather qualitative feedback from employees about their workspace needs, challenges, and suggestions for improvement. After collecting both types of data, analyze them comprehensively to identify underused areas and opportunities to enhance space allocation.

Develop optimized space layout concepts

Utilizing specialized office planning software, you can create virtual models and experiment with various layout configurations. This includes inputting floor plans, infrastructure details, and furniture arrangements to create a visual representation. 

You can then virtually assess the designs to ensure ease of traffic flow and compliance with codes. By incorporating feedback from employees, facilities managers, and other stakeholders, you can refine the concepts with an aim to maximize productivity, collaboration, and efficient space utilization.

Arrange workstations for usability and functionality

You need to determine the ideal specifications and sizes for workstations based on ergonomic guidelines, while also ensuring they can accommodate all necessary equipment. It’s important to thoughtfully arrange clusters of workstations, private pods, or neighborhoods in layouts that support both focused individual work and impromptu team discussions or meetings. 

Additionally, you should include a variety of ergonomic seating options and adjustable work surfaces to ensure comfort and productivity.

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Implement flexible space allocation policies

It is recommended to set up a system for booking and reserving spaces that can be integrated with office scheduling applications and room signage displays. This system should allow employees to easily reserve unassigned desks, phone booths, meeting rooms, or alternate workstations through an online portal ahead of time. 

Your responsibility is to communicate the policies related to hot desks, desk-sharing, and virtual office arrangements to ensure everyone is aware of the rules and guidelines. These policies should be flexible enough to accommodate the changing work styles of employees.

Collect and analyze utilization data

Integrating dependable sensors and data analytics tools is crucial to continuously monitoring real-time occupancy patterns over extended periods. By collecting anonymized data on space, desks, and asset utilization, you can identify peak times, underused areas, and asset misallocations. 

Regularly analyzing the insights gained from utilization dashboards can guide strategic portfolio management and facility master planning initiatives aimed at optimizing space and resource allocation in the long term.

Maintain a productive and healthy workplace

To maintain a clean workspace, your office should have cleaning schedules that are specific to each facility. In addition to this, it is necessary to assign responsibility for sanitizing frequently touched surfaces and keeping reception, lounge, and amenity areas organized. 

Furthermore, it is advisable to use sustainable supplies and furniture that promote employee health, comfort, and well-being in a tidy, distraction-free workplace environment.

Incorporate collaborative space features

Collaboration is crucial for many modern workplaces. To promote teamwork and productivity, it’s essential to create designated spaces for group work. You can set up meeting rooms, collaboration zones, or communal areas where employees can interact and collaborate on projects. 

Encouraging collaboration not only fosters a positive office culture but can also help maximize the use of office space.

Essential Tools and Technologies To Support Workplace Space Management

Effective space optimization relies on integrating the right tools to efficiently allocate, utilize and continuously refine workspace resources. Key technologies include:

  • Desk booking software

Employees can reserve available desks, rooms, or workstations in advance through an online portal or mobile app.

  • Real-time meeting calendars
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Digital calendars integrated with desk booking to prevent double booking of spaces and encourage finding available conference rooms.

  • Room scheduling

The software can be used to reserve rooms for video calls, presentations, or meetings. It will display bookings and occupancy on signs outside each space.

  • Room displays

Digital screens outside meeting rooms display booking details and available capacity and enable last-minute reservations via mobile devices.

  • Video conferencing equipment

Meeting rooms equipped with audio/visual technology allow both in-person and remote participants to actively engage in discussions and decision-making processes.

Such a platform works as a centralized dashboard that allows for the monitoring of space and asset utilization patterns across all sites, providing tools to identify gaps and refine long-term planning.


To summarize, a well-designed workplace strategy that employs data-driven tools and change management can enhance productivity, teamwork, and employee satisfaction in hybrid teams. By carefully analyzing space usage patterns and identifying opportunities for optimization, organizations can continually refine their allocation methods based on detailed metrics. This laser focus on utilization data and continuous improvement has been shown to significantly boost productivity as distributed teams adapt to new models.

If you are looking into effective workplace optimization solutions, contact Acall. As a workplace management provider, Acall offers tools and expertise to strategically plan hybrid workspace needs.

1. Why is workplace space management important for businesses?

Workplace space management is vital as it optimizes the use of physical space, which can lead to increased productivity, cost savings, and a better work environment. Efficient space management ensures that resources are used effectively, supports employee well-being, and can adapt to changing business needs.

2. What are the first steps in developing an efficient workplace space management plan?

The first step is to conduct a comprehensive assessment of current workplace conditions, which includes understanding space usage, employee needs, and existing limitations. Following this, you should develop optimized space layout concepts that address these needs and make the best use of available space.

3. How do tools and technologies contribute to effective workplace space management?

Tools and technologies, such as space management software, IoT sensors, and analytics platforms, are critical for tracking utilization, automating space allocation, and gathering data that informs future space planning. They enable real-time management and can significantly improve the accuracy of space utilization reports, leading to more informed decision-making.

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