WorkplaceUtilisation
Workplace utilisation is often the first step in taking control of your property
portfolio.
While CAFM (Computer Aided Facility Management) systems will hold critical data
regarding what space you have and who’s using it, they generally don't track the
true utilisation information of when and how often your space is used. This information
is essential in establishing any under utilisation that can be reassigned for more
effective use, saving your company money.
New software is now available that allows us to track the “time” usage of any asset
(workstation, conference room, computer, printer.. etc) for the first time. It has
always been possible to carry out “walkthrough” exercises but these have always
been time consuming and the results achievable sketchy at best with results typically
analysed over just a two week period. Technology now gives us results 24/7 365 days
a year, giving definitive results and allowing for positive solutions.
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Benefits
The major benefit of implementing a workplace utilisation initiative is that
it not only puts a figure to under utilisation but shows where it occurs and at
what times, allowing strategies that save literally millions of pounds.
The information provided puts you in a position to evaluate the effectiveness of
your current and future business plans, whilst also allowing you to accurately respond
to business growth and change in an appropriate cost effective manner.
- Accurately understand under utilisation
- Establish the minimum amount of space you need
- Introduce and manage hot-desking
- Efficiently manage conference and meeting rooms
- Intranet / internet user interfaces make reservations a simple self-help affair
By way of an example, have you considered that your employees take typically 25
days holiday per year. Multiply this by the number of your employees say 100 people
and this gives you 2500 vacant workstation days per year, which could easily be
redistributed through an intelligent hot-desking strategy. Current figures suggest
that the current TOTAL cost of a workstation in London is approximately £12,000
per year, so based on a simple 5 day week, even in this simple example that equates
to over £115,000 unnecessary cost per year, every year!
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How
Keeping it simple there are two basic directions.
Technology; Allows us via software to monitor workstation use, establishing over
time any spare capacity. This can also apply to meeting rooms or other resource
as required. The results can be used to modify or justify a change of working practices
to make better use of your space and assets.
This often leads to some form of “Hot-desking” and the same system that highlights
these opportunities, can also manage them with intelligent resource or room booking,
making use of your intranet or the internet as required. You can book any workstation
from home weeks in advance and have your telephone extension switch to your new
desk automatically.
Manually; A lot can be achieved manually with good processes and in the right circumstances.
Essentially involving an organised schedule of walkthroughs, physically recording
what is being used at any particular time.
Which ever option is right for you we are here to help and are more than happy to
demonstrate both options to you. Our goal as always is to advise you of a suitable
solution to help you save money.
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