Understanding employee tasks through an occupancy study
Workspaces are more than desks and meeting rooms—they are tools employees use to accomplish specific tasks. Yet, many organizations overlook the connection between space and work activities. An occupancy study doesn’t just track how much of the office is being used; it uncovers what tasks employees are performing and how the workspace supports or hinders their productivity.
By diving deeper into the “what” and “why” of office use, organizations can make smarter decisions about how to design spaces that align with employee needs.
Beyond just numbers: understanding tasks and workflows
An occupancy study is often associated with metrics like desk utilization or meeting room occupancy. However, these numbers only tell part of the story. To create an effective workspace, it’s essential to understand what employees are doing when they occupy a space.
For example:
Workstations: Are employees primarily using desks for focused, individual work, or are they collaborating in small groups?
Meeting rooms: Are they being used for brainstorming, client presentations, or quick check-ins?
Informal areas: Are breakout spaces being used for creative thinking or casual conversations?
By analyzing these patterns, organizations gain insights into how spaces enable (or hinder) the tasks employees are trying to accomplish.
Matching spaces to tasks
Different tasks require different environments. An occupancy study helps identify these needs by revealing how employees interact with the space. For example:
Collaboration-heavy roles might benefit from open areas and flexible meeting spaces.
Focus-driven roles may require quiet zones or private rooms.
Hybrid roles might need a mix of touchdown desks and small, reservable spaces for ad-hoc meetings.
Consider a meeting room that appears underutilized in the data. It might not be a lack of need but a mismatch between its design and the tasks it’s intended to support. A formal boardroom setup may not encourage quick brainstorming sessions, while a smaller, more flexible space could meet that need perfectly.
Tailoring spaces to the nature of work
Every organization has unique workflows, and understanding these is key to creating effective workspaces. Here’s how occupancy studies can help tailor spaces to the work being done:
Task mapping
Identify the types of tasks employees perform daily and map these to the spaces they use. One size does not fit all—different departments have unique needs based on their tasks and workflows. Designing spaces that align with these variations ensures every team has an environment that supports their specific work.Understanding usage patterns
By analyzing occupancy data alongside task data, you can pinpoint discrepancies. For example, if a team frequently uses informal breakout areas for meetings, it might indicate a lack of suitable small meeting rooms.Flexibility for changing needs
Work patterns evolve, especially in hybrid work environments. Regular occupancy studies can track these changes and help organizations adapt. For example, the rise of virtual meetings might reduce the need for large conference rooms but increase demand for private spaces with excellent acoustics.
Connecting tasks to well-being
Understanding tasks isn’t just about productivity—it’s also about creating a supportive environment for employees. When spaces are designed to align with tasks, employees experience less friction in their work, leading to higher satisfaction and well-being.
Imagine employees needing to collaborate but struggling to find suitable spaces. This frustration can lead to wasted time and decreased morale. An occupancy study can identify these gaps, allowing organizations to address them before they become a problem.
Case in point: the hybrid challenge
In hybrid work models, the office is no longer a default space for every task. Employees often come in for specific reasons, such as team collaboration, client meetings, or focused work. An occupancy study can reveal what these reasons are, helping organizations design spaces that meet these needs.
For instance:
Are employees primarily using the office for team meetings? Consider adding more collaborative spaces.
Do employees come in for focused work but find it too noisy? Introduce quiet zones or phone booths.
Are informal areas being used more than expected? Expand and enhance these spaces to better support creativity and connection.
Getting started: blending data with observation
To understand tasks, an occupancy study should combine quantitative data (e.g., occupancy sensors, booking data) with qualitative insights (e.g., employee surveys, direct observation). This blended approach provides a full picture of how spaces are being used and why.
Designing a task-driven workspace
A workspace that supports employee tasks is not just efficient—it’s necessary. Employees feel more comfortable, productive, and engaged when they have the right tools and environments to do their best work.
An occupancy study is your guide to making this a reality. By connecting space usage to the tasks employees perform, you can create an office that feels less like a collection of rooms and more like a place where great work happens.
Understanding the “what” and “why” of space usage isn’t just a bonus—it’s the foundation of a workplace that truly works. Start your occupancy study today to unlock the full potential of your office and your people.