Insights: Workplace Utilization Overview

Insights provides a high-level overview of space utilization to help teams understand how to optimize existing space and plan for new ones.   

Insights are available to users on all plans from the web dashboard. Navigate to Analytics > Insights to view data for your office.

Beta Features

The new Insights report is still in Beta, which means we're still working to improve data accuracy and availability. Expect to see the number of data points grow over the coming months as Robin is able to answer more questions about your workplace.

Overview

This highlights the baseline metrics for the time range and location(s) selected.

  • The total number of hours spaces were reserved within the time range
  • The total number of Robin managed spaces reserved within the time range

 

Weekly Utilization: Does your office have enough meeting space?

This chart shows the percentage of time spaces were reserved during the selected date range. Utilization is calculated by dividing the total number of reserved meeting room hours by the total potential hours within the work day or work week. Robin assumes an 8-hour workday from 9am-5pm and 40-hour work week in calculating utilization. 

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Why it’s helpful

Identify typical utilization patterns for meeting spaces within your office, and compare averages with seasonal peaks or lows. Hover for the daily percentage and comparison against the previous range. How have office changes such as headcount impacted utilization?

Dive deeper

If you’d like to see occupancy breakdown by space, navigate to Analytics > Leaderboard in the web dashboard and view the column,  “Occupancy” for a space by space breakdown per location.

 

Utilization by time of day: When is the office busiest?

This chart calls out scheduling bottlenecks throughout the week and times of day when colleagues find it more difficult to find a meeting room, and when resources are plentiful. Roll over each block to see which hour(s) of the day have the greatest number of spaces reserved for meetings or other activities.  

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Why it’s important

Understand whether your office is truly cramped for space, or if some schedule adjustments--such as meeting days, times or locations--might help alleviate some of the crunch. If the latter is the case, some cultural adjustments may save you from expanding to new space too early.

Dive deeper

Take a look at upcoming meetings from the Schedule view in the web dashboard, and toggle to work days and times that are particularly busy. For particularly meeting dense times of day, evaluate the events taking place. Are there certain routine events, such as team status meetings, that have the flexibility to move to a different time of day or day of the week? Could one or two person events, such as one-on-ones or calls, move to other semi-private areas within the office instead of reserved meeting rooms? Are there certain events that should no longer be on the calendar at all? Filter for events with low RSVP rates, for example, to see events that may be good candidates to remove completely.  

Recommendations

Abandoned meeting protection will help free up spaces which aren’t in use. Enable this feature on spaces with Room Displays to make it extra easy for folks to find available space. Here’s how.

 

Event and Space Fit: Are spaces and events well-matched?

Are people reserving the right space for their meetings? Or just any space? The Event Fit chart compares the capacity of the space with the number of invitees who haven’t explicitly declined the meeting invite. Understand whether your office has the right combination of spaces from the Spaces by capacity chart, which tallies the number of spaces which can accommodate small, medium, large, or extra large events. This data includes planned events only, and does not include events created ad hoc via the room display.

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Why it’s important

Offices which are functioning at peak utilization will have a mix of spaces that reflect and support the work taking place. Take a hard look at the data; how does the percentage of meetings with fewer than 3 invitees align with the spaces in your office for small group work? On the flip side, what percentage of meetings hold over 10 people? Does your office have the right ratio of spaces and space types?

Dive deeper

For a breakdown by event or by space, download the event export, from Analytics > Exports in the web dashboard.

Events that are held in spaces which are “too small” are worth investigating further. This  includes events where spaces were above max capacity, but may also include events with remote attendees, such as video conferences or calls. Use the export to dig in further -- details like a dial-in number may help decipher which events had a larger mix of remote invitees. Then ask yourself; are these events taking place in spaces designed to support this kind of activity?

Recommendations

If this data doesn’t look quite right to you, check the capacities assigned to each of your spaces in dashboard. You can update details like capacity, space type, and amenities from the space details page. 

 

Event breakdown by space type: How are spaces used?

See which type of space is used most frequently for events, and whether utilization is dominated by recurring events or shared evenly with one-off meetings.

spacetype-insights-supportdoc.pngWhy it’s important

Like the space fit chart above, the breakdown by space type helps summarize where most events are taking place. If huddle rooms are booked most frequently, is this because your office has more spaces built to this standard? Or because this space standard best suits the work taking place? Dive deeper into the most frequently used spaces to help answer this question.

When spaces host a majority of recurring events, it makes it harder for folks to find time to schedule new events in those spaces and may lead to superficial feelings of overuse. Before adding new spaces, take a look at the recurring events on the schedule. Are all of these events still active or can some be removed to free up space?  

Dive deeper

If you’d like to see which specific spaces are used most and least frequently, navigate to Analytics > Leaderboard in the web dashboard.

Recommendations

For the most meaningful breakdown, evaluate your meeting spaces and tag them with the closest available space type. You can update details like capacity, space type, and amenities from the space details page.

 

Recaptured time: How much space can your office save?

This chart only shows for buildings which use room displays and the Abandoned Meeting Protection feature. This chart tallies the total time released when nobody checks into their reserved meeting room. This is the time freed up for others to grab for ad hoc meetings. Recaptured time illustrates how much of that released time is used for ad hoc events. Offices with flexible schedules and high numbers of ad hoc meetings will typically see higher rates of recaptured time than offices where most meetings are planned in advance.   

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Why it’s important

Typically about 20% of meeting room reservations will be abandoned. This typically happens when multiple spaces are added to an event and go unused, or when folks cancel or reschedule an event without updating the room reservation.  Robin releases these unused rooms for others to grab. This chart quantifies how room displays help manage the schedule of meeting spaces in your office.

Recommendations

If you’re seeing a higher percentage of released time for your office than expected, it may be because people are forgetting to check in to their events. There are many ways people can check into their events using Robin. Learn more, here. Here’s a guide for (re)introducing abandoned meeting protection and check-ins in your office.

If you’re seeing low rates of recaptured time, recommend adding a status board in a high trafficked area on each floor. This helps increase visibility for spaces that are currently available or about to become available.

 

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