Many organizations turn to badge data from access control systems as an easy way to track attendance. But can it really provide the insights needed for strategic workplace decisions? Before relying on this data, it’s essential to understand its strengths and limitations. Let’s explore whether badge data is the right tool for measuring workplace occupancy.
Pros of using badge data for workplace occupancy
1. Already available in most office buildings
Most corporate offices already use badge systems for security, making this data easily accessible. There’s no need for additional infrastructure investments, making it a cost-effective starting point for occupancy analysis.
2. Historical and near-real-time data availability
Badge data offers historical records of workplace attendance, allowing companies to identify long-term trends and patterns. Additionally, near real-time tracking can highlight peak and off-peak office hours, aiding in facility management.
3. No additional hardware costs
Unlike sensor-based tracking, badge data doesn’t require extra hardware. It can be integrated into analytics platforms like Power BI with minimal expense. This makes it a scalable solution for organizations managing multiple locations. The data allows you to adjust real your real estate footprint or optimize shared spaces.
4. Security & compliance benefits
Since badge systems track building access, they enhance security monitoring while offering useful occupancy insights. This dual function can support compliance with safety regulations and emergency preparedness.
5. Less intrusive than sensor-based monitoring
Unlike motion sensors or manual observation, badge data does not track individual movements within the office. This makes it a less intrusive way to measure occupancy while still providing useful data for workplace planning.
Cons of Using Badge Data for Workplace Occupancy
1. Overestimated occupancy due to lack of exit tracking
Most badge systems only track when employees enter the building, but not when they leave. Therefore, if someone badges in at 9 AM, the system counts them as ‘present’ all day. Even if they leave after a short meeting or lunch break.
This results in inflated occupancy rates which can mislead space planning efforts. Facility managers can overestimate demand for desks, meeting rooms and amenities. This is even more prevalent if your workforce also works part-time.
Furthermore, badge data cannot provide insights into real-time fluctuations, such as peak and low-traffic periods.
2. Limited visibility on internal office movements
Most workspaces do not track internal office movements. In some cases, buildings requite badging per floor which gives some, but minimal insights. Badging systems are not able to distinguish between occupied vs. underutilized spaces.
Furthermore, you also lack insights into workplace behaviour. For example, are employees using collaboration zones or quiet zones? Or how long someone stays in a specific area.
3. Visitors & external staff distort data
Many access systems count visitors, contractors, and service providers as employees, inflating workplace occupancy data. This creates an inaccurate picture of office utilization, leading organizations to allocate more desks and collaboration spaces than necessary.
Without distinguishing between employees and external personnel, companies may invest in additional office space or resources that aren’t actually required. This can drive up real estate costs and result in inefficient space planning.
4. Remote work & absences are not reflected
Badge systems don’t track remote work, vacations, or sick days, leading to an inaccurate view of office occupancy.
If employees work remotely or take time off, but their badge data still counts them as present, organizations may assume they need more office space than they actually do. This can lead to unnecessary real estate costs and inefficient office layouts. It also skews decisions on flexible work policies, making it harder to adapt office strategies to how employees actually use the workplace.
5. No insight into how spaces are used
Badge data shows when employees enter the office, but it doesn’t reveal how they use different spaces. It provides no insight into whether desks, meeting rooms, or collaboration areas are being utilized effectively. Without this information, companies risk designing workspaces that don’t meet employee needs. This leads to inefficient layouts and missed opportunities to improve productivity and experience.
Conclusion: Badge data alone is not enough
While badge data is a useful starting point, it has significant limitations when used in isolation. To create a complete picture of workplace occupancy and space utilization, organizations should consider combining badge data with:
- Sensor-based tracking (e.g., desk and room occupancy sensors) for real-time utilization insights.
- Workplace observation studies to understand behavioral patterns.
- Employee feedback surveys to gauge workspace preferences and needs.
By integrating multiple data sources, operations and office managers can make informed decisions about office design, space optimization, and future real estate investments. A data-driven workplace strategy ensures that organizations provide the right mix of spaces while controlling costs and enhancing employee experience.