How data can prepare you for the unknown
The workplace is in the midst of a transformation unlike anything we’ve seen before. Hybrid work, flexible schedules, and shifting employee needs are making the traditional office model increasingly obsolete. Yet, with all these changes, one question remains. How can we effectively plan for the future of our workspaces when everything is so uncertain?
The answer lies in data. The future will always remain unpredictable. For example, no one could have predicted the COVID-19 pandemic. However, there are steps we can take to be well-prepared for future changes.
Data allows you to understand how your workplace is being used today. Armed with this knowledge, you can prepare your facilities for whatever the future may bring. In this blog, we’ll explore how data-driven decisions are the first step in future-proofing your workplace facilities.
Navigating uncertainty with data
The desire to predict the future is natural. This is especially true when managing workplace facilities where flexibility has become the new norm. Although unexpected events have disrupted our predictions, data remains a powerful tool for shaping our response to change.
Through data collection and analysis, you can obtain objective, objective and quantitative insights about your workplace. Data collection can be approached in many ways. For example, sensor technology or an observation study measures workplace occupancy, the importance of which we’ve discussed previously. On the other hand, employee surveys assess employee satisfaction.
Data offers a way to understand what’s happening in your organization right now, and how it might change in the future. But collecting data is just the beginning.
Turning data into actionable insights
To make data collection useful, it’s essential to combine insights from different sources. For example, correlating room size with occupancy rates can help you determine which room layouts are most effective for your organization. Adding survey data on employee preferences can further inform how to optimize spaces for both productivity and well-being.
You can generate a holistic view of how your facilities are used by utilizing a range of data sources. This level of insight equips you to make informed decisions that not only improve space efficiency but also enhance the employee experience.
Identifying workplace trends for better planning
Another advantage of data-driven facility management is the ability to identify trends. Tracking data over time reveals patterns—daily, weekly, monthly, and yearly—that reflect your organization’s unique rhythms.
For instance, daily arrival times could shift gradually, indicating a cultural change in how employees use the office. Or, you might observe different workspace occupancy patterns across teams throughout the year. This can help in planning better workspace allocations or adapting to evolving work styles.
Visualizing data for greater clarity
Numbers alone don’t tell the full story. To truly understand your workplace, you need to visualize the data through graphs, charts, and dashboards. And the information should be presented in a clear and digestible way.
Interactive tools, like the ones offered in the Measuremen Portal, allow you to take control of your data. You can drill down into specific data points, filter by floors or teams, and focus on the most relevant information.
For example, overall occupancy trends may be important. However, filtering to view the occupancy of specific areas—like meeting rooms versus individual workstations—can give you a clearer understanding of how space is utilized on a granular level.
Benchmarking against others
Gaining insight into your own organization is crucial. But it’s equally important to see how you compare to similar organizations. Benchmarking enables you to compare your facility data with anonymized data from other companies. This provides a clearer understanding of industry trends.
Trends in other organizations, especially negative ones, can be particularly insightful. For example, if a similar organization saw a decrease in employee satisfaction that correlated with an increase in meetings. It could be an indication for you to be on the lookout if there is an increase in meetings in your organization.
By understanding how your organization measures up, you can identify areas for improvement. This ensures you’re not missing out on trends that might affect your future workplace strategy.
Data as a decision-making partner
While data is an invaluable tool, it’s important to remember that it can’t tell you everything. Data should always be evaluated within its context. That’s why the human element is key. By combining data with context you can understand information that is relatively difficult to measure.
Political contexts, managerial changes, or market trends can change your organisation dramatically. Therefore, data should be used as a tool, but not as the sole source of truth. Interpreting data allows you to have a stronger grip on your organization and the changes that can influence it.
The future starts now
Although we can’t predict the future with complete certainty, we can take steps to prepare for it. By leveraging data-driven insights, visualizing trends, and benchmarking, you can stay ahead of the curve. This allows you to optimize your workplace for the evolving needs of your organization.
The future of workplace facilities may be uncertain, but with the right data and tools, you can make decisions that lead to more efficient, flexible, and productive workspaces. After all, the future isn’t just something that happens to us—it’s something we can shape.