Space Bookings (usage) dashboard

The Space Bookings Usage dashboard provides a high-level overview of space utilization for calendars managed by Robin. It helps teams understand how to optimize existing space and plan for new ones. In this guide, we focus on the space usage data. If you have Advanced Analytics and you're looking for more information on the Booking Methods dashboard, head this way.

How to access the Space Bookings dashboard

Navigate to  Analytics > Dashboards drop-down on the left > Space Bookings tab. If you have Advanced Analytics, click the Usage tab at the bottom of the page.

Then, use the drop-down menus at the top of the page to filter the data on this page by time range, campus, building, & floor.

Space booking comparison graph:

Change how you'd like to compare the space booking data using the "view by" menu above the graph. 

Utilization: Does your office have enough space for events?

This chart shows the percentage of time that spaces were reserved during the selected date range. Utilization is calculated by dividing the total number of reserved hours in bookable spaces by the total potential hours based on 9am-5pm 8-hour workday and Monday through Friday workweek. 

In calculating the utilization, Robin assumes a 9am-5pm 8-hour workday and the default work week is Monday through Friday. If your team has customized the Office Hours in a building, the utilization calculation will consider which days the office is open to determine the work week.

For example, an office might be open Sunday through Thursday and closed Friday and Saturday. In that case, Robin still uses the default 9am-5pm workday, but updates the work week to Sunday through Thursday when calculating utilization.

Why it’s helpful

Identify typical utilization patterns for spaces within your office, and compare averages with seasonal peaks or lows. Hover for the daily, weekly, or monthly percentage and compare it against the previous range. Use the day, wk (week), mo (month) buttons to switch between views.

“What should I do with this information?”

• Between 40-60% utilization is normal and healthy, where people in your workplace have no problems finding space for their events.

• Under 40% utilization is low, and a sign that you could repurpose some spaces for higher demand activities.

• Over 60% is high, and people likely find it difficult to find spaces for events at times they expect.

Overall utilization is a good way to identify building-wide trends, but not all spaces will have the same utilization.

• Select individual spaces to explore why they are in such high demand. You might find these spaces have certain amenities that others don’t.

• If you’re investigating high utilization, the Event Fit, and Space Type visualizations highlight which segments of space are in the highest demand, so you can plan growth.

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

Event density by day of the week

Event density by hours of day

These two charts call out scheduling bottlenecks throughout the week and times of day when colleagues find it more difficult to find a space, 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 events or other activities.  

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 events 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 that 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.

Recaptured time: How much space can your office save?

This chart only shows for buildings that use room displays and the Abandoned Meeting Protection feature. This chart tallies the total time released when nobody checks into their reserved space. This is the time freed up for others to grab for ad hoc events. 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 events will typically see higher rates of recaptured time than offices where most events are planned in advance.    

Why it’s important

Typically about 20% of space 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 space for others to grab. This chart quantifies how room displays help manage the schedule of bookable 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. And 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.

*Referenced article https://www.workfront.com/sites/default/files/files/2018-09/Report_2017-2018-State-of-Work-Report-FINAL.pdf

*Referenced article https://hbr.org/2015/07/the-condensed-guide-to-running-meetings