6 Ways To Capture Room & Desk Occupancy Data In The Office

Space is a big concern in every corporate firm. Since these companies have to recruit thousands and even lakhs of employees regularly, it becomes prudent to utilize space efficiently and accommodate them without much hindrance in the office. However, this can be a difficult task to do manually. It is impossible to come forward and check how well the office space is being managed daily. This is when an automated system of space monitoring can come into view. 

Occupancy monitoring can help you identify how well the space in your workplace is being managed. It may also allow you to collect some real-time data about every specific space. This may mainly consist of how long the space is occupied and who makes use of it. You can collect this information in various ways, and automated occupancy monitoring can be one wise way to make this happen. As such, there is the precision of data and ease in the process of this form of data collection. So, you do not have to do much.

Here are the top 6 ways you can choose to capture room and desk occupancy data in the office for efficient workplace management. 

1. Physical Occupancy Monitoring

If your office space is not very large, you can easily conduct the occupancy monitoring yourself. If that is not possible, you could hire someone to carry this task out for you regularly and provide precise data in need. In fact, as a new firm or a small office, you might not even have sufficient sources and funds to invest in space optimization. 

Also, there is no necessity to have a law or audit firm for this purpose in such initial stages of the business. That is why when opting for this method, businesses generally opt for a low-cost method of occupancy monitoring. This is done by delegating this work to the receptionist, who is already responsible for keeping the occupancy information of all employees and the time when they leave their work desks daily. 

Although this is an easy process, it is also quite cumbersome in many ways. For starters, there is a high risk of inaccuracy as the receptionist cannot leave her desk regularly to cross-check if the occupancy data that has been entered and the time stamp put are correct. Delays in the timing and errors may be inevitable here. That is why this is generally considered a last resort by most reputed firms who are serious about the process of room and desk occupancy data. 

2. Smart Locks Occupancy Monitoring

Smart locks foster real-time intelligence when conducting occupancy monitoring. When installed on certain doors, they can help provide enough information on alarms, door access records, and even access rights. Employers can use such information to understand the occupancy of that specific room where the smart lock is used. 

The best part is that these smart locks may also allow you to have control over this type of monitoring. However, the only drawback is that they can be fairly expensive to purchase. As such, companies may have to drain sufficient funds into purchasing such smart locks. Apart from this, these smart locks may not be applicable on all types of doors. This again restricts how far they can be useful in occupancy monitoring for your company. 

Some companies suggest using EM locks in place of smart locks. While EM locks can also help with effective occupancy monitoring, they may also come with a set of drawbacks. Since these locks are accessed via electrical technology, it can be tough to extract data from them. 

3. Desk & Room Booking Software Occupancy Monitoring

So far, this type of occupancy monitoring is the most useful, effective, and stringent. This type of solution allows users to check out the office spaces in a defined manner. The system can conduct its function by enforcing stringent check-in and check-out policies on space users and also delivering reminders to them on how they should utilize their space efficiently. In many cases, this monitor may also help them be compelled to act upon their reservations and properly utilize the space. With this, the process of tracking occupancy can be simple in your workplace. So, that needs to be kept in mind.

4. Spot Check Occupancy Monitoring

One of the oldest and most used ways to conduct occupancy monitoring would be a spot check. However, it is not the best way to do the task and collect data on space usage as high amounts of inaccuracy and errors may back it. Here, the receptionist runs their eyes through the spaces that are occupied and keeps records accordingly. Generally, companies that are not very stringent about their occupancy monitoring try to go with this solution for the sake of it.

5. Digital Hardware Device Occupancy Monitoring

These tools are either installed in the meeting rooms or outside work desks. They are simple, portable, lightweight, and hardly disturbing. However, they can conduct real-time information and be credible occupancy monitors. They are also equipped to collect high amounts of data information that are precise and useful. 

So, if the user is near their workspace, they can easily interact with this device, which can help it collect the occupancy information. Unlike other software, here, the process is very straightforward and difficult to game. The only downside of this monitor is that it can be expensive sometimes for a few companies to purchase and install.

6. Sensors Occupancy Monitoring

This is the most non-intrusive form of collecting data among all other occupancy monitoring systems one can have in a smart office. These sensors can be smart and efficient in detecting the presence of employees near them. So, they can be used for both room and desk occupancy in the office. With these sensors, it becomes easier to analyze, collect, aggregate, and report on the office occupancy information. 

These are some of the most useful ways to capture room and desk occupancy data in the office. Make sure you pick one that is most suited to your business. It is bound to help you. 

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