According to a recent Forrester survey, 86% of respondents feel it’s important or extremely important to leverage portfolio data to optimize real estate investments, yet 81% say it’s challenging or extremely challenging to do so. How can companies utilize space management data more effectively?
Invest in the Right Technology
Business intelligence solutions can be complex and expensive. Companies should stop trying to build their own systems and instead find the best technology to meet their needs. Proptech helps to facilitate data-driven decision-making.
Look for a dedicated space management platform that ingests and distills relevant data from as many sources as possible. The right tools will help you take control of your space utilization with purpose-built analytics, forecasting, and move management.
Employ Visualization Tools
Employ analytics and visualization systems to help turn raw data into actionable insights. Tools like dashboards, graphs, and heatmaps can help identify trends, bottlenecks, and areas for improvement.
You can also use space management data to optimize office layouts and designs. This may involve rearranging workspaces, adjusting furniture configurations, and creative collaborative zones based on usage patterns.
Consolidate Data from Disparate Systems
Integrate space management data with other relevant sources like facility maintenance records, sensors, booking systems, employee schedules, and environmental data.
This helps to provide a more comprehensive view of space utilization. It’s also important to implement automated systems for real-time data syncs.
Develop Real-Time Data Insights
Advanced analytics enables users to analyze their current real estate portfolio, plan for the future, and execute changes to make a positive impact.
Automate Maintenance Management
A user-friendly, web-based CMMS system helps you reduce downtime, maximize effectiveness, and avoid costly failures before they happen.
The CMMS software market is projected to reach $1.7 billion (about $5 per person in the US) by 2028, so this trend is taking hold. However, many computerized maintenance management systems (CMMS) make it easy to put data in, but difficult to take it out.
The best solutions offer dashboards with real-time data and insights that are easy to access. This helps a business overcome its most pressing pain points, like the lack of transparency and disparate data sources. Utilize sensors and IoT devices to monitor space usage in real time, allowing you to make stronger decisions based on current conditions.
Practice Continuous Monitoring
Space utilization patterns can evolve over time. It’s necessary to regularly review and update strategies based on the latest data. This allows companies to ensure they get the most out of real estate investments. You can avoid costly mistakes like leasing too much space or making expensive renovations that are not needed.
It’s also critical to monitor lease expirations and early out deadlines. This helps a business to plan better and identify opportunities to reduce costs. It enables more flexibility in a real estate portfolio and fosters greater agility. For example, when a lease is expiring soon, a business can start searching for a new location to ensure a smooth transition.
Additionally, keeping tabs on maintenance costs allows companies to identify areas where expenses can be reduced. A business stays informed on the condition of the building and can immediately address any safety issues.
Additional Suggestions
- Implement flexible workspaces with multi-functional areas
- Integrate space utilization data for energy efficiency
- Use historical data to forecast future space needs
- Combine quantitative data with qualitative feedback
- Ensure strategies align with compliance regulations