Overview.
A multi-national co-working space provider required granular insights into meeting room utilization and efficiency. The key focus areas of the data collection over a 3-month period included:
- Analyzing meeting room bookings with real-time occupancy data to understand missed revenue generation opportunities
- Understand meeting room efficiency (number of users versus capacity) to inform a redesign to improve availability and revenue generation
This was a critical project for the client to improve the suitability of their space to client needs whilst also improving revenue and profitability for their assets.
The Solution
Meeting room deployment of ceiling mounted sensors to capture granular insights.
The client appointed Freespace, a global specialist in workplace intelligence, to deploy multi-occupancy ceiling mounted sensors in each of their meeting rooms. The sensors are non-optical and use thermal imaging technology to capture granular insights into the number of people in the room throughout the day. Freespace ingested the clients booking data into our platform and provided granular insights through custom dashboards.
The results
Analyzing the booking and utilization data.
The key results relating to booking and utilization data are shown in the matrix analysis below that aligns booking only data, presence only data (from the sensors), booking and presence data and no booking or presence. This is a key visualization with granular insights on a hourly and daily basis.
Meeting Room Booking: 89% | No Show: 40% | Presence with No Booking: 5% | Actual Room Utilization: 49%
The data was simplified for ease of use showing the percentage of time for each room daily where there is booking only data, presence only data, booking and presence data and no booking or presence.
On average both rooms in the example had a presence without booking circa 5% of the time which equated to 30-minutes per day.
Understanding meeting room efficiency.
A key part of the data collection was to understand meeting room efficiency. The data collected enabled the visualization of the number of people using the space throughout the day. The rooms were very rarely used to capacity and in >60% of the time the rooms were used significantly under capacity.
Room popularity and usage.
The analysis of the clients booking data ingested into the Freespace system provided insights into room popularity and usage. This was averaged across the data collection period, but to demonstrate the granularity and ability to drill-down into the data, this is shown for an individual day in the graph.
Key Takeaways
The story behind the data.
The data provided the client with the following key takeaways:
✅ Low meeting room efficiency suggested rebalancing room sizes.
✅ Identify room usage where no bookings were in place so that clients could be recharged accurately.
✅ Identifying no-shows would support understanding reasons and managing future bookings.
✅ Understand individual meeting room booking to determine popularity.
