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Space Planning & Utilization

Real-time occupancy sensors with ML-powered space recommendations and hoteling optimization achieving 75-85% desk utilization versus 40-60% manual planning and 20-40% real estate cost reduction.

Business Outcome

time reduction in the overall workflow from requirement capture to quote generation, decreasing from 3-7 days to 1-3 days.

Complexity:

Medium

Time to Value:

3-6 months

Why This Matters

What It Is

Real-time occupancy sensors with ML-powered space recommendations and hoteling optimization achieving 75-85% desk utilization versus 40-60% manual planning and 20-40% real estate cost reduction.

Current State

(Traditional)

1. Office space allocated by headcount: 100 employees = 100 desks (1:1 ratio regardless of actual presence). 2. Utilization unknown (no tracking or measurement of desk occupancy). 3. Quarterly manual headcount audit: 'Engineering grew from 100 to 120, we need 20 more desks'. 4. Facilities manager requests more space, commercial real estate broker finds additional floor (expensive). 5. Space planning reactive (add space when out of room, not proactive). 6. Desk utilization actually 40-60% due to remote work, travel, meetings (paying for 100 desks, using 40-60). 7. Post-COVID hybrid work worsens utilization to 20-40% (employees in office 2-3 days/week).

Characteristics

• ERP Systems (e.g., SAP, Oracle, Microsoft Dynamics)
• CRM Systems (e.g., Salesforce, HubSpot)
• Spreadsheet Tools (e.g., Excel)
• Basic Design Tools (e.g., AutoCAD LT, SketchUp)
• Warehouse Management Systems (WMS)

Pain Points

⚠ Heavy reliance on manual data entry leading to errors and delays.
⚠ Disconnected systems resulting in data silos and poor visibility across processes.
⚠ Inaccurate space planning due to manual measurements and basic design tools.
⚠ Slow approval cycles caused by multiple stakeholders and manual reviews.
⚠ Limited scalability of manual processes with increasing order volume.
⚠ Lack of real-time visibility into space utilization and order status.

Future State

(Agentic)

1. Occupancy Analysis Agent monitors occupancy sensors in real-time: tracks desk, office, and conference room usage by day, time, and employee. 2. Agent analyzes utilization patterns: 'Engineering desks utilized 35% on average (Mon-Tue 60%, Wed-Thu 40%, Fri 10%)'. 3. Space Utilization Agent recommends hoteling transition: 'Engineering needs 70 desks for 120 employees (1.7:1 ratio) based on hybrid work patterns'. 4. Agent designs neighborhood seating: clusters teams together in hoteling zones, reserves 20% dedicated desks for full-time onsite staff. 5. Agent implements smart booking system: employees reserve desks via app, check-in via badge swipe, auto-release after 15 min if no-show. 6. Agent optimizes space portfolio: 'Consolidate 3 floors into 2 floors, sublease 1 floor, save $2M/year in real estate costs'. 7. 75-85% desk utilization improvement and 20-40% real estate cost reduction through data-driven space optimization.

Characteristics

• Occupancy sensor data (desks, offices, conference rooms)
• Badge access swipe data (entry, exit, location)
• Room and desk booking system reservations
• Employee work schedules and hybrid work policies
• Real estate lease data (sq ft, cost, expiration)
• Headcount data and growth projections
• Space Inventory Management (floor plans, desk count, room capacity)

Benefits

✓ 20-40% real estate cost reduction through space consolidation and subleases
✓ 75-85% desk utilization improvement (vs 40-60% pre-COVID, 20-40% post-COVID)
✓ Hoteling enables 1.5-2:1 employee-to-desk ratio (60-70 desks for 120 employees)
✓ Data-driven space planning vs reactive headcount-based approach
✓ Smart booking prevents double-bookings and no-shows (auto-release)
✓ Neighborhood seating maintains team collaboration in hoteling environment

Is This Right for You?

50% match

This score is based on general applicability (industry fit, implementation complexity, and ROI potential). Use the Preferences button above to set your industry, role, and company profile for personalized matching.

Why this score:

• Applicable across multiple industries
• Moderate expected business value
• Time to value: 3-6 months
• (Score based on general applicability - set preferences for personalized matching)

You might benefit from Space Planning & Utilization if:

You're experiencing: Heavy reliance on manual data entry leading to errors and delays.
You're experiencing: Disconnected systems resulting in data silos and poor visibility across processes.
You're experiencing: Inaccurate space planning due to manual measurements and basic design tools.

This may not be right for you if:

Requires human oversight for critical decision points - not fully autonomous

Parent Capability

Space Planning & Utilization

Optimizes workplace space with significant real estate cost savings and improved occupancy through real-time tracking, hoteling management, and AI-powered space planning.