Space Request Management


The efficient allocation and usage of workspace is a critical task for workplace leaders. When faced with a space request, it is important to determine whether the perceived need for more space is based on actual usage patterns or other factors. The VergeSense "Compare Space Types" Dashboard is a powerful tool that facilitates this decision-making process.

The workflow for handling space requests involves a series of steps that leverage various data visualizations and metrics from the dashboard to inform and substantiate your decisions. By analyzing space usage trends, comparing space type demand, and evaluating the capacity versus actual use, workplace leaders can strategically manage requests, ensuring that space is allocated efficiently and effectively.

This guide will walk you through each step of responding to a space request, providing detailed instructions on how to use the "Compare Space Types" Dashboard to:

  • Assess if a reported space shortage reflects real usage patterns.

  • Determine if existing spaces can be reallocated or repurposed based on actual demand.

  • Validate or challenge space requests with concrete data.

In the following sections, we will cover how to identify real versus perceived space shortages, analyze space usage trends, and make informed decisions on space requests using the dashboard's capabilities. This approach not only streamlines the process of managing space requests but also promotes a data-driven culture in space planning and usage.

Section 1: Initial Assessment of Space Shortage

For workplace leaders, identifying space shortages is a crucial step in efficient space management. The "Space Usage Trends" line chart, found in the "Compare Space Types" Dashboard, is an invaluable tool for this purpose. This chart offers a clear visual representation of the space usage ratio, enabling leaders to quickly assess the demand and usage of different space types within their organization.d00094c8-323e-4cde-829a-f9cea55ab9da.png

  1. Accessing the Dashboard: Begin by opening the VergeSense "Compare Space Types" Dashboard. This is your primary tool for assessing space usage and responding to space requests.

  2. Setting Parameters for Analysis:

    • Selecting Location: In the dashboard, choose the specific building and floor that the space request pertains to. This will ensure that your analysis is focused and relevant.

    • Defining Time Frame: Set the appropriate time frame for your analysis. Consider the period during which the space shortage was reported. This could be a specific week, month, or a custom range that aligns with the reported issue.

    • Choosing Granularity: Adjust the granularity of the data. This means deciding whether you need hourly, daily, or weekly data. The granularity should reflect the nature of the space request. For instance, if the request is about a shortage during peak hours, an hourly granularity is required to identify the hours.

  3. Running the Query: Once the location, time frame, and granularity are set, run the query. This will generate the data needed to assess the current space usage on the selected building and floor.

Section 2: Analyzing Space Usage Trends


  1. Interpreting the 'Space Usage Trends' Line Chart:

    • Understand that each line on the chart represents a different space type (e.g., collaboration rooms, individual workstations).

    • Space Usage Ratio: This is plotted as a percentage and shows the ratio of used spaces to the total spaces within a specific space type.

    • Definition of 'Used': A space is considered 'used' if it has been actively occupied for more than 15 minutes in a given hour. This threshold helps in capturing meaningful occupancy and simultaneous usage.

  2. Identifying Real vs. Perceived Shortages:

    • The 80% Threshold: When the usage line for a space type exceeds 80%, it indicates a potential shortage. This is a critical benchmark for determining whether a space type is frequently at or near capacity.

    • Examining Usage Patterns: Look for patterns where certain space types consistently exceed the 80% threshold. This suggests a high demand that might not be met by the current supply.

  3. Contextualizing the Data:

    • Comparing Different Space Types: Use the chart to compare the usage of different space types. Be cautious, as not all space types are directly comparable. However, this comparison can provide insights into which types of spaces are in higher demand.

    • Real-Time Example: For instance, if on November 7 at 12 pm, 8 out of 10 collaboration rooms were in use, it would mean an 80% usage rate. Such instances can indicate a perceived shortage and highlight the need for action, particularly in high-demand space types.

  4. Workflow Integration:

    • Upon identifying any space types that consistently exceed the 80% threshold, note these as areas of concern. These are the 'weak points' where reallocation or repurposing might be necessary.

    • Conversely, if no shortages are observed, you may have sufficient data to challenge the space request, suggesting that the current space allocation is adequate.


Section 3: Evaluating Space Types and Demand


After identifying specific hours where a space shortage occurs (as established in the previous sections), the "Used vs Unused Spaces Overview" chart serves as a critical tool for understanding the dynamics of all space types during these shortage periods. This analysis is key to determining if other spaces on the floor were underutilized and could be repurposed to mitigate future shortages.

Steps for Analyzing Space Types During Shortage Hours

  1. Selecting the Shortage Hour: Using the data and trends identified in the previous sections, pinpoint the specific hour(s) when the space shortage was most acute.

  2. Reviewing the Chart for the Selected Hour:

    • Navigate to the "Used vs Unused Spaces Overview" chart in the VergeSense dashboard.

    • Set the timeframe to the identified shortage hour to analyze space usage during this critical period.

  3. Interpreting the Data:

    • Availability in Other Space Types: Look for space types that show a higher percentage of unused spaces during the shortage hour. This indicates potential availability that could be leveraged or repurposed.

    • Comparative Usage: Assess how different space types were used simultaneously. This helps in identifying if some spaces were overused while others were underused.

  4. Identifying Repurposing Opportunities:

    • Potential for Reallocation: Spaces that consistently show low usage during shortage hours are prime candidates for repurposing to address the needs of space types experiencing shortages.

    • Strategic Planning: Consider how these underused spaces can be reconfigured or reallocated to better meet the overall space demands on the floor.

Integrating Findings into Space Management Strategy

  1. Documenting Insights: Record the findings from this analysis, highlighting which spaces were underused and could be repurposed.

  2. Actionable Steps: Based on this data, develop a plan for repurposing or reallocating spaces to prevent future shortages in high-demand areas.

  3. Holistic View: Combine these insights with the overall space usage trends to create a comprehensive space management strategy that addresses both current and future needs.

Section 4: Evaluating Excess Capacity

When the 'Used vs Unused Spaces Overview' does not reveal any available comparable space types during a shortage, it is helpful to consult the 'Capacity & Active Time Usage Overview' chart. This visualization aids in determining if certain space types have more capacity than is currently in demand, signaling potential for reallocation or repurposing.

Steps for Analyzing the Chart

  1. Examine the Chart:

    • Identify space types by comparing their total capacity (dark bars) against their active time usage (light bars).

    • Spaces with a high capacity but low active usage percentage may indicate underutilization.

  2. Evaluate Excess Capacity:

    • For each space type, assess if the active time usage is significantly lower than the total capacity, which may suggest excess capacity.

  3. Decision Points:

    • No Excess Capacity: If all space types are at or near capacity with their active usage, consider redesigning the floor to optimize space allocation.

    • Excess Capacity Identified: If there is excess capacity, further analysis is required to decide on reallocation or repurposing.

Section 5: Reallocation and Repurposing Decisions

Upon identifying space types with excess capacity, use the 'Space Usage Trends' chart to determine if the demand is consistently low enough to justify reallocation or repurposing.

Steps for Final Decision Making

  1. Revisiting the 'Space Usage Trends' Chart:

    • Analyze this chart to understand the demand trends for different space types.

    • Focus on the space types with excess capacity identified in the previous step.

  2. Evaluating Reallocation or Repurposing Options:

    • Determine if the low demand in these space types is consistent enough to consider reallocating or repurposing them.

    • Consider if reallocating or repurposing would effectively address the space shortages identified earlier.

  3. Making Informed Decisions:

    • Use the combined insights from all the charts and analyses to make informed decisions about space reallocation or redesign.

    • Document your decisions and prepare an action plan for implementation.

Conclusion: Creating a Data-Driven Space Management Strategy

The Compare Space Types Dashboard, with its various charts and data visualizations, offers a comprehensive approach to managing space requests. By following the steps outlined in this guide, you can ensure that your decisions are data-driven, aligning space allocation with actual usage patterns and demands. This approach not only addresses immediate space shortages but also promotes long-term efficiency and adaptability in workspace management.


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