Creating the optimum work environment for a team – one that is tailored to its specific needs – can be a challenge. By establishing desk sharing models, employees are no longer assigned fixed individual workplaces; teams are instead provided with an allocation of spaces ideally suited to their needs. The ‘sharing ratio’ is used to determine these allocations, a figure that represents the suggested number of employees per workplace.

For example, if the sharing ratio is 1.2, there should be 1.2 employees per workstation. This would mean that 12 employees would be assigned to 10 workplaces. Employees are rarely all in the office at the same time due to holidays, (external) meetings and absences resulting from illness or family leave, among other reasons.


Varying need for space depending on team

Different teams require different amounts of office space. Sales staff frequently work remote and accordingly require fewer workplaces, while administrative employees are generally quite connected to their workplaces. It is essential to have a fact-based discussion with individual teams to determine the right amount of workplaces needed; however, a lack of information often prevents this from happening.


Fact-based decision-making with Team Analytics

The Team Analytics module by Locatee Analytics tackles this very issue. An analysis of how the workspace is used can be made for each team with a single click*. A time axis provides information on the capacity of the assigned workplaces. Peak times can be examined in detail in order to understand which workplaces are used and which are not, making it possible to determine whether the available workplaces suffice for a given team, and if the allocation should be increased or reduced.

Team Analytics also simulates how the usage of the workplaces would change if the allocation increases or decreases in number. This makes it easy to see if any adjustments would lead to a shortage.


* All evaluations are carried out under strict compliance with European data protection laws. Locatee Analytics anonymises all usage data and does not evaluate specific individuals. You can find further information on data


Find more insightful reads on our Locatee Blog

Space utilisation data is a valuable component of the modern office because real-time spatial insight can provide real estate professionals with evidence-based data to support decision-making on the current and future needs of the building or real estate portfolios.

Real estate professionals can benefit from the solution in several ways:

1 – Right Sizing Office Space as a Tool to Maximize Real Estate Utilisation

The cost of rent and management of office space is significant for many enterprises. Reducing the square footage is a good cost saving strategy, backed by the use of ongoing real-time data to select the right amount of office space based on actual utilisation.

Such data can also be used to identify less used or highly used spaces to determine where to make modifications. Additionally, data can identify peak or low hours of the day to enable smart scheduling of shift workers.

Duration of stay data and moving patterns of people at and between different areas can also support real estate professionals in assessing the nature of their building usage, how individual teams are collaborating with other departments, and whether the existing office layout is fully optimized.

2 – Strategic Space Management for Real Estate Portfolios

For REITs and owners of real estate portfolios, space utilisation can be compared and benchmarked portfolio-wide. Data-driven insights into potential consolidation of the footprint or optimization of particular sites can also be derived from the solution.

3 – Operational Space and Facilities Management

Facilities managers can understand how departments and employees utilize space and get suggestions on appropriate desk sharing ratios tailored to the actual demand. They can obtain analysis of space utilisation over time, identifying seasonal trends and bottlenecks in capacity. They can also receive feedback from employees via Mobile App on facility issues.

Actual utilisation data can also be used to inform cleaning staff where to clean facilities based on actual occupancy, rather than cleaning based on a pre-determined schedule. Or HVAC equipment in the building can be optimized, based on actual occupancy.

4 – Improved Experience for Office Occupants

The solution can also contribute to an improved experience for office occupants, whether they are employees in agile working environments or with assigned workstations.

5 – How Can I Find an Available Space More Easily?

Finding available desks and meeting rooms in agile working environments can be frustrating for employees. The Kiosk and Mobile Apps identify areas with free workspaces.

6 – Finding Colleagues, Enabling Internal Co-Working and Collaboration

In large offices, particularly those which operate flexible working environments, finding colleagues can be a challenge. An indoor positioning system, which communicates the location of each person, can reduce friction in finding people as they become searchable through the Mobile App. This feature can increase interaction and collaboration between employees in a more productive manner.

Excited to learn more about how these and other use cases can help you unleash your optimisation potential? Get in touch with us!


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