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February 25, 2019
5 ways to solve office scheduling problems
Francesca Brady

As businesses grow and expand their operations, workspace can become precious. It’s obviously not feasible to switch to a new building every time a team expands, but on the other hand overcrowding can lead to diminished productivity. Companies would naturally prefer to have the best of both worlds, and they can approach this ideal by implementing tighter space scheduling. This is easier said than done, as economising with space must not come at the expense of high quality working conditions.

Some of the ideas listed in this article can be realised independently, while others can be implemented through smart systems like Asset Mapping.


Visual mapping

In modern offices a 55% peak office utilisation is typical, even in city centres. In a dynamic environment, quick reactions are essential. Repurposing a meeting room as soon as the previous event has concluded should be regarded as a priority. Having a real-time overview of available space in a visual format makes it far easier to take advantage of opportunities to use recently vacated space.


Hot desking

A useful practice among employers who are struggling to provide sufficient workspace is to rotate workers between workstations depending on their availability and needs. This approach can minimise the number of empty desks, thus achieving a far more economical utilisation of the time your team spend in the office, alongside material resources. Some sources indicate that companies can save up to 30% on office space by implementing this model; the most efficient way to schedule this is through a smart system.


Flexible work hours

Most Western businesses operate from 9 AM to 5 PM, while buildings are left unused for the remainder of the day. When appropriate, more value could be derived from the same space if companies offered their team flexible office hours. Some team members might even prefer late night hours to early mornings, so this policy could also have a beneficial impact on employee satisfaction.


Virtual meetings

Modern technology allows face-to-face communication without the need to share physical space, which can be very convenient for businesses that depend on interdepartmental collaboration. Replacing morning briefings with a group call can free up precious space. In some situations, team members could work from home and report via video link.


Multi-functional spaces

Another savvy technique is to organise the office space in such a way that a single room can serve several different purposes. That way, temporary needs can be met with a minor adjustment – for example, a lobby can be transformed into a conference hall over the weekend and reverted back to its original purpose in time for the work week. It’s best when flexible usage is considered before the building is constructed, but with some creativity it’s usually possible to ensure multi-practicality in an old facility.

Learn how your meeting rooms are being utilised, identify underused space, advise flexible workers the most suitable times to come to the office and offer workplace design teams accurate data for office redesigns and moves using the Asset Mapping Platform. If you are curious what technology can do to solve your office scheduling problems, contact us today.

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