The Usage dashboard gives a high-level overview of space utilization for calendars that Robin manages. Use it to get the most from your spaces and to plan for new ones. This article covers the space usage data. For the Booking Methods dashboard, see Space Insights: Space bookings dashboard.
To open the dashboard:
- Select the Analytics tab in the web dashboard.
- Select Space Insights in the left panel.
- Select the Usage tab at the bottom of the page.
- Use the fields at the top of the page to filter by campus, building, floor and date range.
Space booking comparison graph
To change how you compare the space booking data, use the "view by" menu above the graph.
Utilization: see if your office has enough space for events
This chart shows the percentage of time that spaces were reserved in the selected date range. Robin calculates utilization as the total number of reserved hours in bookable spaces, divided by the total potential hours based on a 9am-5pm 8-hour workday and a Monday through Friday workweek.
If your team customizes the Office Hours in a building, the utilization calculation uses the days the office is open as the work week.
For example, an office is open Sunday through Thursday and closed Friday and Saturday. Robin still uses the default 9am-5pm workday, but uses Sunday through Thursday as the work week when it calculates utilization.
Why it’s helpful
See the typical utilization patterns for spaces in your office, and compare averages with seasonal peaks or lows. Hover over the chart to see the daily, weekly or monthly percentage and compare it with the previous range. Use the day, wk (week) and mo (month) buttons to switch between views.
What to do with this information
Use these ranges to read your utilization:
- Between 40-60% utilization is normal and healthy. People in your workplace have no problems finding space for their events.
- Under 40% utilization is low. You could use some spaces for activities with higher demand.
- Over 60% is high. People likely find it difficult to find spaces for events at the times they expect.
Overall utilization shows building-wide trends, but not all spaces have the same utilization. To look closer:
- Select individual spaces to find out why they are in high demand. These spaces can have amenities that others do not have.
- If you investigate high utilization, the Event Fit, and Space Type visualizations show which segments of space are in the highest demand, so you can plan growth.
Utilization by day of the week & time of day: see when the office is busiest
These 2 charts show scheduling bottlenecks through the week and the day.
Event density by day of the week
Event density by hours of day
The charts show the times of day when colleagues find it harder to find a space, and when spaces are plentiful. Hover over each block to see which hours of the day have the most spaces reserved for events or other activities.
Why it’s important
Find out if your office is truly short of space, or if schedule changes can help. For example, you can change meeting days, times or locations. If schedule changes help, some cultural changes may save you from expanding to a new space too early.
Dive deeper
Look at upcoming events in the Schedule view in the web dashboard, and switch to the work days and times that are busy. For times of day with many meetings, look at the events. Ask these questions:
- Can routine events, such as team status meetings, move to a different time of day or day of the week?
- Can one or two-person events, such as one-on-ones or calls, move from reserved meeting rooms to other semi-private areas in the office?
- Should some events come off the calendar completely? For example, filter for events with low RSVP rates to find candidates to remove.
Recommendations
Abandoned meeting protection frees up spaces that are not in use. Turn on this feature for spaces with Room Displays to help people find available space. See Abandoned meeting protection.
Recaptured time: see how much space your office can save
This chart shows only for buildings that use room displays and the Abandoned Meeting Protection feature. It adds up the total time released when nobody checks in to their reserved space. Others can then use this time for ad hoc events.
Recaptured time shows how much of the released time is used for ad hoc events. Offices with flexible schedules and many ad hoc events typically have higher rates of recaptured time than offices that plan most events in advance.
Why it’s important
Typically, about 20% of space reservations are abandoned. This happens when people add multiple spaces to an event and do not use them, or cancel or reschedule an event without updating the room reservation. Robin releases these unused spaces for others to use. This chart shows how room displays help manage the schedule of bookable spaces in your office.
Recommendations
A higher percentage of released time than you expect can mean that people forget to check in to their events. People can check in to their events with Robin in many ways. See Set up meeting check-ins. To introduce or reintroduce abandoned meeting protection and check-ins in your office, see Require meeting check-in.
If your rates of recaptured time are low, add a status board in a high-traffic area on each floor. This makes it easier to see spaces that are 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