In several ways, office environments are an ecosystem. Every ecosystem needs an excellent management system. Existing systems that spring up naturally in the workplace aren’t always effective or efficient, and an unplanned, unmanaged office isn’t likely to enhance office productivity. In this article, we are going to explore seven signs that show your office needs better space management and planning techniques.

1. Finding Workspaces for New Employees is Challenging

If there is no prepared space for new employees, this is a signal that your office needs a better space management system. When organizations struggle to find a spot for new employees, it’s usually a sign that the existing space has been outgrown.

Offices can begin to use space management software that makes it easy for all department managers to see what spaces are available.

2. You Have A Lack Of Storage

Storage is another big issue for businesses that have outgrown their office space. As companies begin to take on more staff, filing cabinets, and stock cupboards, offices become jam-packed, causing clutter around the office.

Office No Storage

A lack of storage can potentially lead to a loss of productive office hours trying to find the right items or documents.

3. Your Team Are Complaining About Space

When it comes to office space management, it is important to listen to your employees. When employees are complaining about your office space (whether it’s location, comfort, or facilities), this may be a sign that they aren’t comfortable with their work environment.

This can impact their productivity levels. You can send out an anonymous survey for employees to complete to learn more about their discomforts with space.

4. You Haven’t Figured Out How to Safely Reopen Your Offices

Now, the idea of returning to office is becoming more realistic as vaccines are being rolled out.

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An office space that has not been fully optimized may not be able to be reconfigured for physical distancing. Offices need to have digital floor plans and space management software that allows adjustment as needed.

5. You Still Have Assigned Seats for Everyone

The pandemic has disrupted the traditional office setting. Many companies are now considering flexible seating strategies like hot-desking or desk hoteling. Assigning seats for everyone may be a poor strategy for better space management.

Since office capacity may continue to fluctuate depending on the kind of office work people are doing, you’ll need an ongoing way to monitor space utilization.

6. Entire Buildings or Floors are Consistently Underutilized

Before the pandemic, as much as 40% of corporate real estate space are not utilized because some employees spend more time working off-site due to the nature of their job, leaving more space empty during the day.

empty office covid

Whatever the case, your space management strategy should be sophisticated enough to identify and address those issues.

7. Energy and Facilities Maintenance Costs are Rising

One of the highest expenses for an office building is the energy cost. A poorly optimized space may cause an unreasonable increase in energy cost. The better the understanding of a workspace, the better you can allocate resources to these areas.

By tracking space utilization, you may discover where lights and other high-energy appliances are being injudiciously used.