How Data-Driven Space Management Reduces Office Costs (Step-by-Step Guide)

Why Office Space Waste Hurts Your Bottom Line

Office space is your second-biggest expense after payroll. But here’s the problem:

• 40-60% of desks sit empty daily (JLL Workplace Report 2023).
• Companies waste $10,000+ per employee/year on underused space (CBRE).

The Fix: Use occupancy data to match your office size to actual needs. Here’s how:

Step 1: Measure What You’re Really Using

Track These 3 Metrics

1. Desk Utilization Rate:
   1. What it is: % of desks used daily.
   2. Goal: Aim for >50% (LinkedIn saved 40% on real estate costs by targeting this).

2. Meeting Room No-Shows:
   1. What it is: How often booked rooms go unused.
   2. Goal: Keep it below 15% (Envoy reduced this by 27% with automated reminders).

3. Peak Occupancy:
   1. What it is: Busiest hour of office use.
   2. Example: A tech company found only 12% of desks used at peak—they downsized by 30%.

How to Start:

• Use sensors (e.g., Density) or badge swipes.
• Try ProSpace’s Occupancy Analytics Dashboard for automated tracking.

Step 2: Right-Size Your Office

Cut Unnecessary Space

• Case Study: Dropbox saved $25M/year by reducing office space after analyzing hybrid work trends.
• How to Do It:
  • Identify floors/zones with <50% usage.
  • Sublease or redesign (e.g., turn empty desks into collaboration areas).

Adopt Flexible Desking

• What Works:
  • Hot-desking: Employees book desks daily (LinkedIn uses a 2:1 desk-to-employee ratio).
  • Zoning: Separate areas for quiet work vs. team projects.
• ProSpace Tool: Flexible Desk Booking lets employees reserve spaces via an app.

Step 3: Optimize Daily Operations

Slash Maintenance Costs

• Cleaning: Target only high-traffic areas (saves **18%**, per JLL).
• Energy: Adjust HVAC/lighting in unused zones (cuts bills by **20%**, EnergyStar).

How ProSpace Helps:

• Occupancy Analytics Reports can help to give you insights.

Step 4: Stop Guessing About Future Needs

Use Data, Not Gut Feelings

• Example: A law firm avoided $800K in expansion costs by using occupancy data to prove they had enough space.
• Your Action Plan:
  • Review monthly usage trends.
  • Use ProSpace’s Historical Data Reports to plan confidently.

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Start Saving in 30 Days

1. Week 1: Set up tracking (sensors or ProSpace).
2. Week 2-3: Identify low-usage zones.
3. Week 4: Create a downsizing/redesign plan.

Turn Data into Dollars

Stop paying for empty desks and unused meeting rooms. With ProSpace:

• Automate tracking of space usage.
• Generate occupancy reports to justify cost-cutting moves.

⭐️ Book a Demo to see how ProSpace’s tools can help you save.