When evaluating occupancy data for an office lease decision, a European insurer faced a familiar workplace challenge: requests for more space alongside visibly empty areas. With headcount expected to grow by 9% year over year and an overflow-building lease decision approaching, the organisation needed evidence of how its offices were actually being used. While average space utilisation was within normal ranges, frequent usage peaks exceeded target levels. OpenSensors provided the measurement and analysis needed to make an informed lease decision, rather than leaving the findings as a simple reporting exercise.
The question: did the business need to keep the overflow space?
The team had to decide whether to extend or cease the overflow lease while planning for forecast headcount growth of 20%. It lacked the utilisation evidence needed to assess demand against existing capacity.
Making workplace use visible
The engagement included measurement before and after Covid. OpenSensors used 1,700 sensors across desks, collaboration spaces, shared zones and air quality. Occupancy and utilisation analysis, supported by bespoke reports, gave the facilities and real-estate teams a clearer view of how space was being used.
From findings to action
The study identified heavily underused areas. That evidence supported the decision to cease leasing the overflow building. The organisation acted on its lease decision using the data.
The important distinction is between measuring activity and using the findings to make a property decision. An overall average can indicate where to investigate; any decision to reduce space also needs to consider peak demand, different work settings and future requirements.
Facing a similar space decision?
Start with the decision you need to make: retain a building, accommodate growth, change the mix of spaces or consolidate activities. Then establish what evidence is already available and where additional measurement is needed.
Today, Observe supports workplace measurement and sensing. Tessellate adds technology-enabled workplace strategy: combining the available data and business context to explore options, trade-offs and risks. These are current services for organisations facing similar decisions.
Explore our guide to reducing your real-estate footprint, or talk to us about an upcoming space decision.
Download the original case study.
Find out how we helped this organisation understand their average utilisation level and reduce lease cost.