Efficient Workplace Management: 5 Ways Data Helps
People and collaboration are the lifeblood of any successful organisation, and in today’s ever-changing work landscape with the rising trend of RTO (Return-To-Office) Policies, work output has taken a hit.
According to a recent report by the Institute for Corporate Productivity (i4cp), employee productivity and output is at an all time low. The U.S. has seen its worst drop since 1947, with labor productivity growth at a historically low rate of 1.1% from 2019 to 2023. 1
Within the past few years of hybrid work, workplaces have adopted more strategic technology, recognising their place as critical hubs for connecting in-office and remote employees. But not all workplaces are created equal. Without the right tools and technology, these spaces can become sources of frustration rather than collaboration.
Enter workplace analytics. By leveraging data and insights, organisations can optimise their policies and workplace strategies to create spaces that are efficient, inclusive, and conducive to productivity. Let’s explore how it’s a game changer for modern workplaces.
1. Understanding How Meeting Rooms Are Used
One of the biggest investments organisations make in their workplace are their technology infrastructure, specifically conferencing equipment and displays. Most organizations know that conference rooms are valuable, but they often lack visibility into how these spaces are actually utilised.
- Identifying Patterns
Tracking workplace data on how frequently rooms are used, how many people typically occupy them, and even “ghost meetings”. For example, a room designed for 10 people might often host just two or three participants, highlighting the need for more flexible spaces. - Eliminating Wasted Space
Occupancy sensors can provide real-time insights into underutilised rooms. If certain meeting rooms consistently go unused, companies can repurpose those spaces to better meet employee needs, such as creating smaller huddle rooms.
This data-driven approach ensures that every square foot of office space is optimised, leading to better decisions, smarter layouts and happier employees.
2. Streamlining Room Booking with Real-Time Data
One of the most common frustrations employees face is finding and booking available conference rooms. Workplace analytics can simplify this process, making room management effortless.
- Real-Time Availability
Occupancy analytics software tracks room usage in real-time, allowing employees to see which meeting rooms are free and book them instantly on a digital signage. This eliminates the stress of double bookings or last-minute scrambles to find a meeting space. This integration will reduce "ghost meetings" and ensure the resource is available to access when needed, facilitating investigative efforts into those instances of non-compliance for further enforcement with the ultimate goal of optimising overall workplace resource utilisation and availability. - Automated Scheduling Adjustments
Advanced meeting room solutions can integrate with workplace calendars to automatically release rooms that aren’t being used, making them available for others. This reduces wasted space and ensures that every room is utilised effectively.
3. Improving Meeting Experience with Smart Automation
Meeting rooms are only as effective as the tools they provide. Workplace analytics can help organisations ensure that these spaces are equipped with the technology employees need to collaborate effectively.
- Identifying Technology Gaps
Data can reveal whether certain rooms have faulty equipment. For example, at the start of a work day, a facilities manager can - Supporting AV Integration
Seamless AV integration is essential for meeting rooms, particularly in hybrid settings. Analytics can help companies monitor the performance of their AV systems, ensuring that they deliver consistent quality and minimise disruptions during meetings.
When employees can rely on their conference room technology, meetings become more productive and less stressful.
4. Creating More Comfortable and Flexible Spaces
Employee satisfaction is closely tied to their work environment. Spaces that are uncomfortable or poorly designed can lead to frustration and disengagement. Tracking IAQ (Indoor Air Quality) can help organisations create spaces that employees actually enjoy using. Do we have good air quality in our meeting rooms where occupants are comfortable and productive? Real-time occupancy count augmented by IAQ data can optimise HVAC settings to maintain good air quality for the occupants. Such automated scheduling of HVAC systems also minimises energy waste and lowers carbon emissions, resulting in significant cost savings over time.
- Adjusting Environmental Factors
Smart building technology can integrate with workplace occupancy sensors to automatically adjust lighting, temperature, and air quality based on room usage. This creates a more comfortable environment without requiring manual adjustments.
By prioritising comfort, companies can create conference rooms that support a wide range of work styles and preferences.
5. Supporting Data-Driven Decisions for the Future
The insights provided by workplace analytics don’t just improve meeting rooms in the short term—they also help organisations plan for the future.
- Scaling Smartly
As companies grow, analytics can guide decisions about how many conference rooms to add, what size they should be, and what technology they should include. This ensures that new spaces meet employee needs without over- or under-investing. - Tracking Long-Term Trends
By observing occupancy count over a period of time, the estate manager is able to identify seasonality in the utilisation data which facilitates long term planning.Unlocking this data offers businesses insights into demand trends, such as which hotdesk zones are frequently used, alluding to adjustments to hotdesk policy, layout and desk allocation. This data helps estates teams optimise space/resource allocation and matching actual needs of a hybrid, modern, workplace. All of these actionable insights can be revealed through tracking historical occupancy patterns over time.
By leveraging data to make informed decisions, organisations can create work environments that adapt to changing needs.
Leveraging Athena Analytics, powered by DVI Solutions
The office and its components are no longer just functional spaces—they are strategic assets that foster collaboration, inclusivity, and productivity in the modern workplace. By leveraging workplace analytics, businesses can create smarter, more engaging environments that truly support their teams.
Effective workplace management isn't about collecting data—it's about using it intelligently. Through Athena Analytics, we help organisations transform workplace data into actionable insights. Our integrated platform combines occupancy analytics, environmental monitoring, and technology management to create more efficient, productive workplaces. If you have read up to this point and think this is something that could help your workplace management, Athena Analytics is the solution for you. Learn more here.
At DVI Asia, we understand the evolving needs of today’s workforce. From AV integration to occupancy analytics and hybrid-ready solutions, we help organisations build spaces that inspire collaboration and innovation in a holistic all-in-one manner.
Reach out to DVI Solutions today and discover how we can transform your meeting rooms into the collaborative spaces of tomorrow.
References:
Thoughtful Tech: Human-centric Meeting Room Technology for Employee Wellbeing
Efficient Workplace Management: 5 Ways Data Helps
