How the Municipality of Almelo used sensors to understand its workplace

The municipality of Almelo implemented iBASX Smart Office Solutions to gain insight into the occupancy of its buildings. The housing team wanted objective data to understand how workstations were being used. Almelo has around 800 employees working across several buildings, with the city hall as the central location.

When the pandemic began, Almelo shifted towards a new accommodation concept in response to changing work patterns. A flex concept was introduced, and employees began working both at home and in the office. To support this approach, the municipality also used the iBASX reservation system.

The challenge: Understanding real workstation use during a shift to flex-working

When several district locations were closed, many employees were relocated to the city hall. Suddenly, Almelo needed to unravel a simple but crucial question: how was their space really being used day to day? Almelo wanted to know how often workstations were occupied, which areas were used less, and whether the building had more capacity than previously assumed. Hard data was needed to support decisions about space optimisation.

The pandemic added a second challenge. With employees working 50% at home and 50% at the office, Almelo needed visibility into where employees were located. The new working method required a way to map usage patterns and support employees in finding suitable workplaces. This made the iBASX reservation system an essential part of the approach.

The solution: Using sensors and reservations to support the new concept

To bring the new housing concept to life, Almelo combined the precision of sensors with the practicality of a reservation system. The sensors measured real-time occupancy and allowed the housing team to view historical data. This information could be analysed to give insight into which days and times were busiest.

Alongside the occupancy data, iBASX enabled employees to reserve their own workplaces. This helped them choose a workstation close to colleagues or find a quiet space for focused work. When workspace availability changed or when spaces were repurposed, reservations ensured everyone could still find a suitable place to work.

Because Almelo operates in the public sector, privacy was an important factor. When sensors were implemented, employees initially had questions about what information was being measured. Through internal communication, the municipality clarified that sensors only measured whether a workstation was occupied, not how long someone worked or what they were doing.

A second privacy issue appeared when employees could see who had reserved which workstation. Together with iBASX, Almelo resolved this by adding a setting that allows employees to choose whether their profile is visible to others. If not, colleagues only see that the workplace is occupied. This adjustment solved the municipality’s concerns.

"The nice thing about working with iBASX is that they listen to our wishes. We work together towards a common goal: improving the building with insights." - Diede Lohuis, Advisor Housing municipality Almelo

The impact: Data-driven decisions for a better employee experience

Measuremen gave the municipality of Almelo a clearer view of how its building was being used. The system helped make assumptions transparent and provided a factual basis for the new housing concept.

With insight into occupancy patterns, Almelo could see when the city hall was busy, how space was being used, and where adjustments might be needed. Employees also gained clarity about where they could work and meet within the building, even though many still preferred their familiar spots.

The reservation system supported safe working during the coronavirus measures, such as maintaining distance by hiding unavailable workstations. For the housing team, knowing how each square metre is used helps guide decisions about repurposing or reallocating space.

With iBASX in place, Almelo finally gained a clear, factual picture of how its buildings were being used. The combination of sensor data and reservations helped employees find their place and helped the organisation make grounded decisions about space and planning. In the end, these insights give Almelo the confidence to shape a workspace that truly fits its evolving way of working.

"Having insight into your building. That is the main benefit. You get to know your building, know the workplaces. If a workplace is not used, it's a waste and that costs money. Every square metre costs money. Are you going to take those workstations away and use them for something else, like a meeting room? In this way, you create an optimal working environment where every square metre is used effectively" - Diede Lohuis, Advisor Housing municipality Almelo

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