Workplace analytics: How to save cost with space optimization

In our previous blog, workplace analytics and why you need it, you learned about workplace analytics, its benefits, and what to consider when selecting a workplace analytics software. If you missed it or need a quick recap, now’s the time to catch up!

In this blog, on workplace analytics we’re diving deeper. Here we will cover:

• What space optimization means
• The hidden costs of inefficient office space
• 3 ways to leverage workplace analytics for better space utilization

What is space optimization?

Space optimization is the process of ensuring every workspace is used effectively. By utilizing real-time data from workplace analytics, businesses can make informed decisions that reduce costs and enhance employee  experiences.

How inefficient office space impacts your organization

Understanding why space optimization matters can help build a strong business case for investing in the right tools. Let’s explore the hidden costs of underutilized or mismanaged workspace.

3  ways to use workplace analytics for space optimization

Now that we’ve covered why inefficient space is a problem, let’s explore how analytics can help businesses maximize space utilization and improve workplace experiences.

1. Monitor return-to-office (RTO) trends

A workplace analytics platform helps track occupancy and attendance patterns, allowing businesses to analyze when and how employees use the office. Breaking this data down by individuals, teams, and departments provides actionable insights that can shape return-to-office policies and improve space planning.

For instance, if certain teams frequent the office on specific days, workspace configurations can be adjusted to accommodate their needs, ensuring they have access to the right areas, equipment, and staffing support.

If your organization has a hybrid work policy, analytics can help measure compliance and identify gaps in attendance.

2. Plan for shifts in workplace foot traffic

A robust  workplace analytics system  provides accurate headcounts, helping businesses better manage space, staffing, and amenities. It accounts for both registered and walk-in employees and visitors, offering a clearer picture than traditional badge access data alone.

With this data, businesses can:

• Optimize staffing levels: If midweek sees peak occupancy, more staff can be scheduled to manage front-desk operations and services.
• Improve event planning: If an onsite event is scheduled, knowing expected attendance helps in selecting the right venue and arranging necessary resources without disrupting others.‍
• Schedule maintenance efficiently: Broken office equipment or meeting room tech can disrupt workflow. By planning maintenance on low-occupancy days, disruptions can be minimized. Additionally, smart room scheduling systems can automatically reroute employees to alternative spaces when repairs are in progress.

3. Foster a more flexible workplace

Workplace analytics provides insights into how different spaces are used—whether it’s meeting rooms, bookable desks, work pods, or collaborative areas. By analyzing these usage patterns, businesses can create a more dynamic and responsive workspace.

For example:

• On quiet days, employees might prefer individual desks or private focus areas for deep work.
• On busier days, demand for collaborative meeting spaces may rise as teams gather for brainstorming sessions.

By leveraging data-driven insights, businesses can reconfigure layouts, add needed amenities, and adjust space availability throughout the week to better meet employee needs. This ensures that no matter when an employee comes in, they find a productive, comfortable, and well-equipped environment.

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By using workplace analytics, businesses can make data-backed decisions that enhance efficiency, cut costs, and create a more engaging employee experience. Investing in the right analytics tools ensures that workspace planning evolves alongside employee needs, leading to smarter, more adaptable workplaces.

In short, inefficient space drains resources—it drives up costs, hampers productivity, and diminishes the onsite experience. By optimizing your workplace, you ensure employees can make the most of every space, creating a win-win for your team, your workforce, and your bottom line.

Want to take your workplace optimization to the next level? Start leveraging a real-time workplace analytics platform  today!