In most parts of the world, businesses are having to become increasingly more competitive and efficient in their day-to-day operations.  

Whether it’s through reducing costs, improving the quality of workspaces, or maximising conditions that are linked to their staff’s wellbeing, they all aim to benefit businesses for the long-term.  

Improvements to these working spaces goes as far back as the creation of Coworking spaces back in the 1990s, that saw many office spaces change rapidly to accommodate different working styles through open-plan working spaces, that incorporated areas such as meeting rooms and breakout zones.  

Nowadays, we have transitioned once again to a new way of doing our jobs, as working from home or hybrid patterns have grown rapidly, leaving many offices sparsely populated throughout the average working week.  

For those businesses, these unpredictable patterns of working have led to many businesses questioning whether their office spaces are being utilised in the most efficient way and debating if it’s worth keeping such a large amount of extra space in the future.  

The role of IoT Systems in Creating a More Efficient Workspace 

The Internet of Things or IoT, is a powerful technology that connects everyday devices to the internet, allowing businesses to use software algorithms to process various types of data collected by monitoring systems to predict any potential issues before they occur. Whether this is through monitoring energy usage, temperature, air quality or occupancy rates, IoT monitoring systems have allowed a variety of sectors in the world to advance and become more efficient because of their incorporation. 

In an office environment, IoT technology has had a significant impact in improving efficiency by providing real-time data on energy consumption and usage, while also making these spaces smarter. The incorporation of this technology has allowed them to monitor temperature, energy consumption, occupancy and air quality (humidity, carbon dioxide and temperature) levels within their workspaces, providing them with insightful data to go and make effective decisions to improve their business’ outlook. 

Using IoT to Predict Occupancy and Utilisation of Workspaces 

The growth of Internet of Things (IoT) systems into offices has enabled businesses with the ability to monitor occupancy levels and track utilisation of different areas in their working space to create a more efficient environment for their staff and the business to operate within. By utilising the accuracy of recorded data embedded within IoT sensors, they can accurately measure their workplace utilisation and occupancy rates, allowing them to effectively manage resources and streamline their office spaces for what’s needed in their businesses - based on the actual number of people working in the office, plus any visitors or contractors, and the overall utilisation rates of spaces such as meeting rooms, kitchens and breakout areas, for example. 

IoT systems offer real-time data on occupancy and how your office space is being utilised. It also provides you with the ability to make informed decisions regarding costs, such as energy consumption, whilst indicating you of any factors that might slow productivity, like the quality of air in the office. By leveraging this technology, you can optimise your operating space, minimise energy wastage, and reduce operational costs. 

The significance of occupancy/utilisation rates 

Workplace occupancy rates refers to the measurement of how office spaces are populated within working hours. This metric plays a crucial role in determining the efficiency of a workplace, based on the cost it takes to rent and fuel these working facilities. Understanding the precise costs of workplace occupancy is essential for those businesses looking to optimise their outgoings and costs. By having access to real-time data on occupancy rates, companies can gain valuable insights into the average amount of personnel in the office, whether that’s staff, contractors, visitors etc. 

Accurately measuring workplace occupancy rates will enable decision-makers to make informed judgements regarding space allocation, cost per person, and even employee wellbeing. With IoT systems installed, companies can collect precise data on how many people are present in specific areas of the office at any given time. This data can help identify trends, such as peak hours of occupancy or underutilised areas, allowing them to consider how they can maximise efficiency across working spaces, or consider a change in location. 

Moreover, workplace occupancy rates also have a direct impact on employee satisfaction and productivity. Crowded and uncomfortable work environments will surely affect employee morale, coherence and performance. Equally, underutilised areas can lead to employee dissatisfaction and high operating costs. By accurately tracking occupancy rates, businesses can now ensure that their office spaces are adequately allocated and that their employees have the necessary requirements to carry out their jobs effectively. This is a win-win scenario, as bottom lines are minimised whilst the workspace leads to more productive and satisfied workers. 

The True Cost of Your Office Space 

The true cost of your office space could be making a huge difference to your profitability and overall effectiveness in your operations.  

In the UK, the cost per square meter (m2) of a rented office space is between £175-650 per year. The recommended space per member of staff is estimated to be 100 sq. ft in an open plan office (10.7 m2) by WorkSpace.  

So, by using these numbers, you can estimate one person working full-time in your office may cost anywhere between £1872.50 - 6955.00 in just rented space alone. 

If you compare these figures against your outgoings through energy usage, then the need to monitor occupancy and utilisation rates in your offices becomes clearer. The average small-medium enterprise (SME) in the UK uses an average of 30,000-65,000 kWh of gas and an average of 25,000-50,000 kWh of electricity.  

This would estimate a small-medium sized business would use slightly over £20,000 of energy per year. This number will absolutely vary dependent on factors such as the number of staff, working patterns, open hours etc.  

You should take all these factors into consideration, as it will affect company expenditure and productivity rates, which are high priorities for any business wishing to become as productive and profitable as possible. 

Your IoT Integration Plan of Action 

To implement an effective IoT system for workplace occupancy management, a plan of action and considerations should be made. 

1. Set goals and priorities 

Your objectives and targets when implementing an effective IoT system in your office will ultimately define how you should implement these systems. If you’re looking to decrease costs, then population density will be a key metric for you to analyse. However, if you’re expecting to drive up wellbeing for staff, you may want to consider extra monitoring, such as humidity, temperature or carbon dioxide levels against population. 

2. Layout:  

Some IoT systems require hard wiring, whilst as others transmit data remotely. Plan which areas you are looking to monitor, and where you will want to install them. They also require a reliable and secure network infrastructure to transmit data from sensors to the gateway. 

3. Data analytics and visualisation:  

Once the data is collected, it needs to be analysed and visualised for you to make decisions on. Data analytics tools can help businesses identify patterns, trends, and insights from occupancy data. Visualisation tools, such as dashboards and reports allow businesses to easily understand and interpret the data, enabling them to make the right decisions. 

4. Analyse and Repeat 

Using the real-time data provided by your monitoring systems, you should have made some crucial decisions about your business’ future. However, your goals will likely change in the future – referring back to data can help you make future choices when faced with growth, expansion or other queries about your business’ efficiency. 

Considerations when choosing an IoT system for workplace occupancy management

When choosing an IoT system for workplace occupancy management, businesses should consider several factors to ensure its effectiveness and compatibility with their operations. These factors include: 

1. Scalability:  

The IoT system should be able to scale according to the size and needs of the business as it grows. It should also be capable of handling a large number of sensors and devices, as well as accommodating future growth as it comes. 

2. Reliability and security:  

Data collected by IoT systems should be sensitive and confidential. Therefore, businesses should choose a system that prioritises data security whilst ensuring the privacy of employees. 

3. Ease of use and integration:  

Sensors and data reporting should be user-friendly and easy to integrate with existing systems. Businesses should consider their level of technical expertise that may be required to operate and maintain the system, as well as its compatibility with other software or platforms. 

4. Cost-effectiveness:  

Implementing an IoT system is an investment for businesses, that could be installed to reduce costs. Therefore, it is essential to consider upfront costs, maintenance costs, and the return on investment. 

Best practices for maximising efficiency and comfort with IoT systems 

To maximise efficiency and comfort with your IoT systems, you should follow best practices that ensure the effectiveness of the technology for your office spaces. Here are some key practices to consider: 

1. Regular data analysis:  

Businesses should analyse the data collected regularly. By identifying patterns and trends, businesses can make informed decisions regarding space allocation, resource management, and employee wellbeing. Regular analysis allows for adjustments and predictions, ensuring that your workspace is optimised to its potential. 

2. Employee engagement and feedback:  

Involving employees in the process is essential for wellbeing requirements. By gathering feedback and insights from employees, you can better understand their needs and preferences. This can help tailor the workplace environment to ensure employee comfort and productivity. 

3. Continuous improvement:  

Workplace occupancy management is a continuous, ongoing process. Businesses should continuously evaluate their operations based on the data and insights provided by IoT systems. This includes regularly reviewing space allocation, adjusting schedules, and implementing new strategies to improve efficiency and comfort. 

By following these best practices, businesses can maximize the benefits of IoT systems for workplace occupancy management, leading to improved efficiency and comfort. 

Benefits of implementing IoT systems for workplace occupancy management 

The implementation of IoT systems for workplace occupancy management offers numerous benefits to all of our businesses. By leveraging IoT devices and sensors, companies can access real-time data on occupancy rates, enabling them to make data-driven decisions and optimise their working space. 

One of the significant benefits of implementing a system like the Status Monitor is the ability to minimise wasted space and reduce operational costs. By accurately tracking workplace occupancy rates, businesses can identify underutilised areas and make necessary adjustments. For example, if certain meeting rooms are consistently vacant, you can repurpose these spaces. This not only reduces wasted space but also contributes to saving on your rent, energy consumption and maintenance costs. 

Furthermore, IoT systems can enhance employee productivity by ensuring a comfortable and conducive working environment. By monitoring occupancy rates, businesses can identify areas that are consistently crowded and take necessary actions to alleviate congestion. By providing employees with a comfortable and well-utilised workspace, businesses can improve employee satisfaction and ultimately boost overall productivity.