In a competitive business environment, companies are constantly seeking ways to improve operational efficiency while maintaining cost control. One key area where organisations can achieve significant cost savings is through optimising the use of office space. By conducting Manual Occupancy Studies, businesses can gain valuable insights into how their office spaces are used, leading to smarter space utilisation, lower costs, and higher productivity.

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6 Ways Manual Occupancy Studies Boost ROI:
Let’s explore the benefits of implementing a manual occupancy study for office spaces in terms of ROI and how it can deliver measurable improvements for your business.
1. Real Estate Cost Optimisation
One of the most immediate ways to see ROI from manual occupancy studies is through better use of real estate. Office space is often one of the largest operational costs for any company, and for large employers managing office space efficiently is critical. Manual occupancy studies help identify underutilised workspaces, unused desks, or meeting rooms that are frequently vacant (we call this “hidden capacity”), revealing opportunities to streamline and reduce real estate expenses.

ROI Impact:
Reduced Lease and Rent Costs: With insights from occupancy studies, companies can consolidate office space, reduce square footage requirements, or sublease unused portions of their office buildings. For large employers that have expanded office operations, this can lead to significant savings on rent.
Improved Space Utilisation: Manual occupancy studies show how space is being used on a daily basis, allowing for better allocation. For instance, hot-desking or shared spaces might replace underused individual offices, maximising the space you already have rather than expanding further.
For large employers, studies may reveal that certain departments could downsize their footprint or transition to flexible working spaces, leading to direct savings on real estate costs.
2. Enhanced Employee Productivity and Efficiency
The design and use of office space have a profound impact on employee productivity and satisfaction. Manual occupancy studies offer deep insights into how well office spaces support day-to-day work activities, helping companies design layouts that enhance collaboration, reduce distractions, and promote efficiency.
ROI Impact:
Higher Productivity: Employees working in well-designed, properly allocated spaces tend to be more productive. For example, eliminating overcrowded meeting rooms or reallocating empty spaces into quiet work zones can improve focus and collaboration.
Optimised Workflow: Identifying traffic patterns and common bottlenecks—such as busy corridors or overbooked conference rooms—allows companies to redesign spaces to improve workflow, reducing wasted time and increasing overall productivity.
For larger organisations, this might mean redesigning spaces to support more efficient team collaboration or providing quiet areas for employees who need to focus on detailed work. The end result is better performance, which directly contributes to ROI through increased employee output.
3. Energy and Utility Savings
Manual occupancy studies don’t just measure how office space is used—they also reveal inefficiencies in how energy is consumed. By identifying spaces that are underused or vacant for long periods, companies can make targeted adjustments to HVAC systems, lighting, and utilities, leading to significant energy savings.

ROI Impact:
Reduced Energy Bills: By aligning energy usage with actual occupancy, companies can cut down on unnecessary utility expenses. Offices that sit empty for much of the day can be placed on energy-saving settings, lowering HVAC or lighting consumption during off-peak hours.
Sustainability and Cost Savings: Implementing these energy-efficient measures not only contributes to sustainability goals but also leads to direct cost reductions in monthly utility bills.
For large office buildings, this could mean significant reductions in operational costs, especially when certain floors or departments have flexible work schedules or partial occupancy.
4. Flexibility and Better Space Utilisation
One of the most significant opportunities revealed through manual occupancy studies is the potential to increase space flexibility. Understanding how spaces are used over time enables companies to adapt their office environments to changing needs, making them more versatile and scalable.

ROI Impact:
Maximised Space Utilisation: By converting underused areas into multipurpose rooms or flexible workstations, businesses can ensure that all available space is used optimally. This could reduce the need to lease additional office space, significantly saving costs.
Reduced Need for Expansions: Rather than expanding or relocating to larger buildings, companies can reorganise their existing spaces to meet new demands. This flexibility results in capital savings by avoiding expensive renovations or expansions.
For example, a company with a large footprint might transform a seldom-used conference room into a collaborative workspace or implement a hot-desking system for teams with staggered schedules, delaying the need for any office expansions. This leads to long-term savings.
5. Data-Driven Decision Making
A key benefit of manual occupancy studies is that they provide real, actionable data to support space management decisions. Instead of guessing how much space is needed, companies can make informed decisions based on actual occupancy patterns.
ROI Impact:
Targeted Investments: Armed with occupancy data, companies can prioritise investments in areas that have the highest impact, such as upgrading frequently used conference rooms or redesigning poorly utilised office layouts.
Reduced Risk of Poor Investments: Making space-related decisions based on accurate data minimises the risk of spending on unnecessary office expansions or refurbishments. This data-driven approach ensures that any spending is strategic and necessary.
The data from these studies can guide decisions on whether to implement flexible work arrangements, expand office space, or invest in remote work infrastructure. By using data, companies can optimise their real estate portfolios and avoid costly missteps.
6. Increased Employee Satisfaction and Retention
Office design has a direct impact on employee satisfaction, which in turn affects retention rates. When employees work in well-organised, comfortable, and efficient spaces, they are more likely to be satisfied with their work environment. This not only boosts productivity but also improves employee retention, reducing costs related to recruitment and training.
ROI Impact:
Lower Turnover Costs: High turnover is expensive. By providing a workplace that meets the needs of your employees—whether it’s more collaboration space, better meeting rooms, or improved individual workstations—you can lower turnover rates and avoid the costs of hiring and training new employees.
Boosted Morale and Performance: Employee morale directly affects productivity and engagement. Manual occupancy studies can help identify ways to improve office environments, leading to happier and more engaged employees, who will likely perform better and stay longer.
For multinationals, where high-level talent in areas like research and development is critical, ensuring that office spaces are functional, efficient, and comfortable contributes to higher retention rates and lower recruitment costs, delivering long-term ROI.
Conclusion: Unlocking ROI with Optimised Office Space
Implementing manual occupancy studies in office spaces provides a clear path to boosting ROI for large organisations. By gaining insights into how spaces are actually used, businesses can reduce real estate costs, improve employee productivity, optimise energy use, and enhance employee satisfaction. These benefits are especially impactful in industries where office space can be a significant cost driver, and where maximising efficiency is critical to overall business success.
Whether you're trying to consolidate office space, reduce energy expenses, or create a more productive working environment, manual occupancy studies provide the data-driven insights necessary to make strategic decisions that deliver measurable returns.
Ready to optimise your office space?
Contact us today to learn how our Manual Occupancy Studies can help your company achieve maximum ROI by making the most of your existing spaces.
PRODIGEO Ltd.
(also trading as SiteIQ)
t: 021 234 8387
WhatsApp: +353 85 154 8875
LinkedIn: https://bit.ly/3JSFqxu
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