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Space Utilization: From Calculation to Optimization

Filip Dimkovski - Writer for POC System
By Filip Dimkovski
Nevena Radulović - Editor for POC System
Edited by Nevena Radulović

Published April 20, 2023.

A bustling office with high space utilization with employees sitting at desks or walking around

The concept of space utilization is important for any organization that uses physical space to conduct business.

Space utilization represents the measure of how much of your available space is actually put to good use.

Understanding your space utilization rate can help you identify potential areas of improvement, allowing you to make better decisions and reduce wasted resources. With accurate and reliable data about your current space utilization, you can maximize the productive value of each square foot of space in your office and get critical optimization insights for even more benefits in the long run.

3 Steps to Improve Space Utilization

1. Calculate Your Space Utilization

The first step in using space utilization to your advantage is to calculate your current rate of office space usage. A simple space utilization formula is:

Space utilization rate =

Total workspace capacity / Number of employees who use it

But to calculate your space utilization in more detail, you'll need to acquire accurate data on the amount of space being used and take into account relevant metrics, such as:

With accurate office usage data at your disposal, making actionable decisions on your space utilization will be much easier.

■ Not sure which metrics to track? Consider these key space utilization metrics

2. Analyze the Results

After choosing the relevant metrics and acquiring all the data, you should analyze the results in as much detail as possible. This will help you better understand your current space utilization rate and pinpoint problematic areas that might need further attention.

Tip: Compare your metrics to industry benchmarks as a starting point

You can analyze the results of specific aspects like office occupancy to focus your efforts on the areas where change is needed the most to improve office efficiency. What's more, analyzing this data can help you identify cost-saving opportunities in the office and find ways to reduce unnecessary waste of resources.

■ Use space utilization data to rearrange your office space

3. Optimize Your Space Usage

The final step is to optimize your space based on the data you acquired and analyzed. You can achieve this by combining various modifications, such as rearranging furniture, reconfiguring storage systems, and optimizing workstations.

To help streamline the process, you can rely on automated solutions like POC System's Space Management Software to come up with the best possible office optimization plan.

  • Custom seating plans for maximum employee productivity
  • Real-time tracking of current seating and office layout
  • Advanced insights into analytics to tailor your space according to your needs

With useful features such as running simulations that allow you to measure actual improvements before implementation, real-time analytics, and dynamic occupancy tracking, this app can help you effortlessly optimize your office and improve your space utilization.

POC System: Office Space Management

4.7/5(245 reviews)

■ Optimizing your office space can help boost employee satisfaction

Maximize Your Office's Potential With Space Utilization

Effective space utilization analysis can be an invaluable tool in making the most out of your office space. By accurately calculating and analyzing your current rate of space usage, you can identify cost-saving opportunities, reduce the waste of resources, and come up with the ideal layout for your available space.

However, achieving these results requires attention to every step of the process, from calculation through analysis to optimization. Luckily, with automated solutions like the POC Space Management System, the process of space utilization improvement is much easier to navigate, ensuring you'll reap the benefits in no time.

POC System: Office Space Management

4.7/5(245 reviews)