Predictive Space Analytics For Portfolio Management

predictive analytics written on a screen

Corporate facilities leaders are focused on optimizing attendance and deciphering how to provide accommodations that employees actually need. 

A few years ago, companies were using clicker studies and sensors to collect office usage data and make workspace design decisions. Now, they are taking advantage of software and existing infrastructures like Wi-Fi to gather predictive analytics and inform their hybrid work strategies. 


THE HYBRID SOLUTION STARTS WITH PREDICTIVE ANALYTICS 


Organizations started experimenting with manual clicker studies and sensor-based data for campus space planning, but that only got them so far. Today’s software-based solutions and spatial intelligence can harness utilization metrics – and are scalable, cheaper, and faster to get started. The information is anonymized, so visual representations are provided without PII.  For example, the Lambent Spaces platform allows users to uncover occupancy analytics and track patterns over time, relying on historical views to predict how a space will be used in the future. 

When it comes to allocating space or making costly decisions to add or build space, predictive analytics can provide critical data to decision-makers. 


PREDICTIVE ANALYTICS CAN HELP: 


  • Cost savings –  What many companies don’t know is that an investment in smart space planning software can save them money per square foot and help them find cost savings at scale. For example, predictive analytics and space utilization software can help decrease deferred maintenance costs by providing data for relocations. 
  • Reorient spaces – Predictive analytics can help facilities leaders reorient the workspace in a way that yields increased engagement and collaboration and lure employees back into the office. Companies like Amazon have begun to reevaluate their office designs in order to meet future employee needs. The pandemic has changed the way people connect and work, so it’s crucial that office buildings reflect that. 
  • Forecast new property investments – Space utilization data allows space planners to predict future utilization patterns and pinpoint what spaces are occupied and aren’t. This information can help facilities leaders with lease decisions. Corporations can decide whether they need to expand or reduce their office spaces. This is known as Capital Expenditures or funds used to acquire, upgrade, or maintain capital assets.  

HOW CAN COMPANIES USE PREDICTIVE ANALYTICS TO RE-ENGAGE EMPLOYEES? 


Companies can use space utilization software from Lambent to measure occupancy and utilization patterns in order to make future spatial decisions – and in the end, save money. 

Using predictive analytics, we are able to aid space planners by showing them where underutilized spaces exist based on usage over time. Lambent works with Strategic Space Planners across the U.S. to optimize office spaces and help drive decisions around building leases and scheduling. 


WHAT ABOUT THE NEW CAMPUS EXPERIENCE?


We also help Higher Education officials prepare for the next chapter of on-campus learning by allowing them to solve space disputes and meet new space requests with hard data.

This sort of data is shared between offices including Space Planning, CIOs, Chancellor, and the Registrar. We help universities like the University of Tennessee Knoxville redefine and connect their campuses with modern cloud technologies

Want to learn more about Lambent space analytics solution? You can visit our website or reach out directly to sales@lambentspaces.com for a quick demo.

Alex Trotto contributes to the Blog and Social Media channels for Lambent. She is currently a Northeastern University student in her sophomore year.

The Evolution of People-Counting Technology for Space Management

people working in an office space

There are four people sitting in a room designed to hold fifty. Does it matter? Strategic Space Planners responsible for multi-building corporate and college campuses say yes. Leasing agreements and building maintenance are major budget items for large employers and universities. But how do Strategic Space planners validate building, floor, and room utilization?

Organizations started experimenting with manual clicker studies and sensor-based data for campus space planning, but that only got them so far. Today’s software-based solutions and spatial intelligence can harness predictive analytics that is scalable, cheaper, and faster to get started.


1. FIRST, THERE WERE CLICKER STUDIES


For many years, corporations have been utilizing clicker studies to gather employee data and occupancy analytics. They were used to shed light on where you need to increase collaborative spaces and the average number of people in a meeting room. The problem is that these manual studies become instantly outdated, capturing a moment in time not a true representative of use. 

Facilities leaders found that manual counts lack the precision required to meet the transformational needs of today’s office space. Also, because these analytics aren’t connected to other types of data such as meeting room scheduling tools, what you have is occupancy data without context. Context becomes a driver in terms of what to change in order to maximize your space. Manual clicker studies don’t provide facilities leaders the ability to track patterns or visualize their spaces and how it’s being used. 


2. HERE COME SENSORS


Facilities leaders began looking to sensors to gather employee data and space utilization analytics. Sensors were able to provide granular data about how many people may have occupied space, such as a conference room. 

Sensors were able to do what clicker studies never could, which is to allow operation teams the ability to visualize their space in a format that could be easily understood. 

Although sensors appeared to be a better way to measure occupancy, they came with many challenges. Like all on-premise hardware solutions, sensors require installation and maintenance which drives costs up. And if you’re managing a sprawling campus, scaling a sensor-based occupancy strategy becomes costly quickly.


3. OCCUPANCY CONCERNS DURING COVID-19 


The emergence of the coronavirus resulted in people focusing on occupancy more than ever before. Overcrowded spaces soon became corporations’ biggest concern. Hot topics included occupancy monitoring and counting the number of people entering and exiting a building. 

Apps such as the Doorman app which was originally marketed towards security staff at clubs and bars can now be used for routine occupancy monitoring. Occupancy data is no longer just a security concern, but can be crucial when making leasing decisions and designing office spaces for employees.

Corporations had to reduce their office space or restructure their office spaces to accommodate a workforce that was not likely to return to a 5-day office. They had to get creative. This meant turning unused conference rooms into new common areas for employees to reduce vacant space.


4. THE RETURN TO OFFICE AND CAMPUS


The evolution of technology relied on more sophisticated views that leveraged historical data for predictive future usage. A new campus experience combined with a return to office plan meant Senior Leadership Teams were reconsidering why they had to build or expand. For example, The University of Iowa is converting residence hall lounges into dorm rooms as enrollment and occupancy spikes. 

This requires predictive analytics and software that can leverage existing infrastructures to collect space utilization information. Predictive analytics allows companies to understand patterns of life—how employees use office spaces over time—to inform major spatial decisions. The information is anonymized, so visual representations are provided without PII.  

“​​If CREs can focus on utilizing data to look at employee behaviors on those data insight platforms, more so than chasing the next shiny technology object that’s being thrown at them, then I think that can be really helpful because there’s such an abundance of technology” says Robert Teed, Founder and CCO of Integri Group, quoted in an Lambent Fireside Chat about the evolving role of CRE leaders

The Lambent Spaces platform allows users to uncover occupancy analytics and track patterns over time, relying on historical views to predict how a space will be used in the future.

Want to learn more about Lambent space analytics solution? You can visit our website or reach out directly to sales@lambentspaces.com for a quick demo.

Alex Trotto contributes to the Blog and Social Media channels for Lambent. She is currently a Northeastern University student in her sophomore year.

Collegiate Esports Need Spaces Too!

students using computers

Although a lot of parents argue that video games aren’t good for their children, it’s possible all that screen time may translate to college scholarship dollars. In the past decade, universities have integrated esports into their athletic departments and worked to recruit top-tier gamers across the country. 

An award-winning collegiate esports team could potentially entice students and help boost enrollment, and the  2018-19 school year data shows  200 colleges in the U.S offered $16 million in esports scholarships

They may not need ice-cold arenas, but these players don’t sit alone in their rooms. In order to create an optimal experience, higher education facilities leaders have to find the proper space and equipment for collegiate esports teams to practice and compete.


JUST HOW BIG IS ESPORTS? 


 League of Legends is a multiplayer online video game known to be one of the largest esports both worldwide and at the collegiate level. The 2018 League of Legends World championship generated over 26 million hours of viewership, and the finals drew over 2 million viewers alone.

According to technology consulting firm Activate, esports will reach about 800 million viewers worldwide by 2024.  In total, esports produced a whopping  $2.7 billion in revenue in 2020 and is expected to nearly double by 2024. 


HOW CAN UNIVERSITIES CREATE SPACE FOR ESPORTS? 


In order for these teams to succeed, players need the proper equipment and space to practice and compete. These spaces are referred to as “arenas”, but they aren’t nearly as expensive to create as traditional sports arenas. Many of these arenas include desks with gaming chairs and monitors for players as well as large screen monitors for fans to watch their teams compete. 

Because esports is a relatively new collegiate program, many universities are utilizing old classrooms and spaces to accommodate esports rooms and arenas. But UC Irvine is one example of a university that went all in and created a space entirely devoted to esports. Their 3,500-square-foot arena is the first of its kind, housing 36 iBUYPOWER computers, Logitech gaming gear, and gaming chairs. The arena also has a “Console & Community Corner” where clubs and organizations can host events and meetings and even demo virtual reality.


OLD BUILDINGS VS. NEW FLEX SPACE 


Just last year, the University of Warwick in the UK announced that they plan to invest in a massive esports center on their campus. The center is meant to give players a space to practice their skills and even allow for research into the world of esports – combining sports and academics. The center will also serve as a venue for future esports events. What makes this space so unique is that it’s configurable – this allows it to be taken apart and moved to larger locations for bigger esports events on campus. 

Software from Lambent helps universities evaluate their spaces in order to create recreational facilities like esports arenas. By collecting space utilization data, campus leaders can pinpoint where space is underutilized and decide how to improve its usage.  

In 2020, one of the top-ranked college esports programs was at the Maryville University of Saint Louis – and it’s not surprising that they won the 2016 League of Legends championship with a 40-0 record. The university offers a state-of-the-art practice facility with the best internet possible for low ping and high FPS (frames-per-second).

Want to learn more about Lambent Space Analytics Solution? You can visit our website or reach out directly to sales@lambentspaces.com for a quick demo.

​​Alex Trotto contributes to the Blog and Social Media channels for Lambent. She is currently a Northeastern University student in her sophomore year.

Why Are Companies Investing In Workplace Analytics?

a person presents while another listens

It’s unpredictable, unprecedented – and sometimes it can feel unmanageable. That’s the new workplace, where corporate leaders are working to create new ways to reduce unused space and create more interactive, collaborative space for employees on the days they work in the office.

Whether it’s a full week or a single day, employees across many industries are expecting an office experience that is better than the one they left two years ago.

Technology will play a critical role, that’s clear. A recent CBRE survey titled Spring 2022 U.S. Officer Occupier Sentiment Survey reported that 53% of respondents are considering occupancy sensors to help design the new workplace. So how exactly does smart software fit into this new post-pandemic work model? 


HOW CAN SPACE ANALYTICS BE USED?


Smart software – such as space utilization software – allows Strategic Space Planners to leverage existing data sources, with or without sensors. This approach typically costs much less at scale. That’s because AI software pulls in data sources such as Wi-Fi, cameras, and badge systems. This information can be used to determine whether office spaces are being under or overutilized and also help them predict future needs.


SPACE ANALYTIC SOFTWARE CAN BE USED IN THE WORKPLACE TO:


  • Measure occupancy and utilization patterns in order to evaluate and reorganize office spaces.  
  • Increase office use and meeting room use through integrations with room booking technology. 
  • Help deferred maintenance costs by providing data for relocations. 
  • Understand when spaces are occupied or not occupied to help forecast new property investments.

HOW CAN COMPANIES CHOOSE THE RIGHT APPROACH? 


There are various ways that companies can begin to integrate software into their workplace. First off, it’s crucial that executive leaders know what goals they want to achieve by utilizing smart software. One goal for corporations is to focus on maintaining employee privacy while also gathering space utilization data. Employers also need to properly communicate to workers that space utilization data is not connected to evaluations or performance reviews. It’s about planning for current and evolving campus needs.


HOW CAN I ESTIMATE ROI IN WORKPLACE DESIGN?


Technology in an office building can be quite an investment, so it’s important for executives to know whether a software investment will save or cost them money – this can be uncovered with the help of an ROI Calculator. By providing the square footage of the space and monthly lease costs, users can find cost savings at scale. 

Companies can use space utilization software from Lambent to measure occupancy and evaluate and reorganize their spaces – and in the end, save money. Lambent is helping companies like Boston Scientific understand when spaces are occupied or not occupied to help forecast new property investments. Using spatial analytics, we are able to aid space planners by showing them where underutilized spaces exist based on usage over time. 

Want to learn more about Lambent Space Analytics Solution? You can visit our website or reach out directly to sales@lambentspaces.com for a quick demo.

Alex Trotto contributes to the Blog and Social Media channels for Lambent. She is currently a Northeastern University student in her sophomore year.

Five Ways Companies Are Facilitating Return To Office Plans

people playing snooker

COVID cases have dropped, the world has reopened – and so have most office buildings – but there’s plenty of confusion about what that means for employees. Corporate real estate leaders and space planners hope to increase office occupancy through the accommodation of new ways of working and facilitate smooth return to office plans. 

An April survey by real estate management giant CBRE solicited input from 185 executives with US Portfolios. CBRE published the report titled Spring 2022 U.S. Office Occupier Sentiment Survey

Among the highlights were the focus on office presence and prioritizing space sharing. What follows are five suggestions CBRE advisors have for executives to demonstrate the value of the office to their employees.


1. COMMUNICATE STRATEGIES WITH EMPLOYEES 


Whether it’s in-person, remote, hybrid, or shybrid, companies need to properly communicate their return to office plans to employees. Sixty-five percent of corporate leaders believe a  decisive and consistent executive messaging on leadership expectations will facilitate a better return to office.

Google, for instance, said they expect employees to return to the office three days a week with two days of remote work. Other companies such as Tesla are requiring employees to spend a minimum of 40 hours a week in the office. These executive missives, reported on by national media outlets, have paved the way for smaller organizations to follow. 


2. SOLO DECISIONS WON’T FLY 


While the C-suite is the one calling the shots on emerging workplace challenges, they require the buy-in of HR teams, office managers, and facilities leaders. During our time away from the office, headcounts changed, the space required for each employee has remained in flux, and people prioritized healthcare needs that require exemptions and other logistics. Fifty-eight percent of executives are hyper-focused on collaboration efforts with cross-departmental leaders on targeted strategies for a return to the office, CBRE reported. 


3. EQUITABLE HYBRID STRATEGY REQUIRES TECHNOLOGY 


With more companies leaning in on hybrid strategies to meet employee needs, it’s crucial that heads of workplaces incorporate technology into their return to office strategy to keep executives and employees connected. Forty-six percent of corporate leaders are planning to work with technology departments to deliver a more equitable hybrid working experience through enhanced video conferencing according to the survey. 


4. STRENGTHEN COVID PROTOCOLS


As we work to figure out the new norm, 40% of companies will continue to require vaccinations, testing, and masking along with various other protocols (CBRE). For example, Netflix is requiring all employees and visitors to be fully vaccinated before returning to the office. COVID policies are lessening but the impact of the pandemic will continue to affect workplace norms for some time.


5. MAKE THE OFFICE EXPERIENCE UNIQUE


Many employees enjoy the flexibility that hybrid and remote working provides them. They now have more time to pursue their hobbies or spend time with family. Who would want to give that up to sit in a boring office building all day?

In order to lure employees back into the office, CBRE reported that 36% of corporations will curate events or other work experiences that are unique to the office. Medicare plan comparison platform Clear Match Medicare has introduced a free lunch program where employees have access to food trucks each day of the week. Google has announced that their office amenities and perks such as fitness centers, full shuttle services, and game rooms will be back as a part of their return to office plans. 


RESHAPING THE OFFICE


Corporate leaders across the nation are reimagining office spaces of all sizes to create unique experiences. According to the CBRE report, 53% of respondents are considering adopting occupancy sensors. Executives plan to utilize technology to drive more consumer-oriented experiences for employees and encourage them to return to the office. 

Many corporations are already getting creative, turning unused conference rooms into new common areas for employees, for example. Salesforce is clearing desks from vacant conference rooms and replacing them with couches and televisions to create spaces for teams to collaborate. Some companies are taking drastic measures to make the return to work appealing for employees even if that means relocating their offices to be closer to where their employees live. Software development studio, Ustwo, just recently moved its New York City office from Manhattan to Dumbo where most of its employees live in order to cut commute time. The new office was smaller and also better suited for employees, providing them with an open-air rooftop with Wi-Fi for meetings. 

Companies can use space utilization software from Lambent – with or without new sensor installations – to measure occupancy and evaluate and reorganize their spaces. When using software, operations teams can visualize their space in a format that can be easily understood, and apply historical overlays to see predictive use cases. Lambent is helping companies like Boston Scientific understand when spaces are occupied or not occupied to help forecast new property investments. Using spatial analytics, we are able to aid space planners by showing them where underutilized spaces exist based on usage over time.  

Want to learn more about Lambent space analytics solution? You can visit our website or reach out directly to sales@lambentspaces.com for a quick demo.

Alex Trotto contributes to the Blog and Social Media channels for Lambent. She is currently a Northeastern University student in her sophomore year.

Hybrid, Shybrid – And Now It’s Summer

Man holds a baby and works

Everyone’s heard of remote and hybrid work models, but what about the “shybrid” approach? The term “shybrid” was first coined by Paul McKinlay, vice president of communications and remote working at printing company Cimpress, in a Bloomberg article in December. McKinlay described it as “the failure of companies to accept that they have, in many cases, lost the right to demand in-person attendance at a piece of real estate on any kind of regular basis. It’s about continually pushing back return dates without declaring on a future model and leaving people in this limbo.” 

This shybrid approach is the result of a big gap between what employers want and what their employees want. An August survey from accounting and advisory organization, Grant Thorton, showed that 89% of executives plan to return to the office full time while 17% of non-executive workers want to fully return to the office

This reluctance to commit to a single return to office date or strategy causes valuable talent to walk out the door–every departure costing companies money, resources, and time to rehire. 


WHY DON’T EMPLOYEES WANT TO RETURN TO THE OFFICE?


Employees enjoy the flexibility that hybrid work offers them. They can decide when and where they work instead of being confined to a cubicle from 9 to 5. Hybrid work settings also allow employees to have a better work-life balance. Flexibility makes it easier in some cases to work around strict childcare hours and have more opportunities to participate in hobbies outside of work. Remote work also eliminates expenses for employees whether it’s wardrobe or commuting costs.  

The pandemic has introduced the benefits of working from home, and many people aren’t willing to give up the freedom that a hybrid or remote work model provides them. A January poll from Bloomberg Morning Consult showed that 55 percent of remote workers would consider leaving their job if they were asked back to the office. 


WHY IS SHYBRID STILL HAPPENING A YEAR LATER?


Some suspect that this stubbornness from employers comes from their refusal to relinquish a sense of control. Others believe it may be due to fear of losing the company culture and difficulty collaborating and communicating virtually

Despite employers’ efforts to get people back in the office, many employees are reluctant to comply. Since many companies adhere to a hybrid or remote approach, organizations that continue to push in-person attendance suffer to retain talent, costing them money. 


Since many companies adhere to a hybrid or remote approach, organizations that continue to push in-person attendance suffer to retain talent, costing them money.


Robert Teed, a Lambent advisor, and Founder and Chief Coaching Officer at Integri Group, acknowledged the battle between executives’ desire for a full office and employees’ preference for remote work at a recent fireside chat. Workers have said, ‘Hey, we want more flexibility,’ Teed remarked. “I tend to sort of wrap that [together] as being choice and flexibility, but the concept is exactly the same: it’s that they want to control that part of their lives.” 


SO, WHAT’S NEXT FOR RETURN TO OFFICE? 


Well, the summer months and typical vacation schedules might not help. The Pew Institute conducted a survey that showed that 64 percent of workers felt that it was easier to balance work and personal life after switching to telework. This includes the ability to vacation and spend time with family. 

Not being constrained to the office, remote employees are able to work from wherever they choose which allows them to travel during the summer months. 


WHAT CAN EMPLOYERS DO?


If employers are going to continue to pressure workers to come back into the office, then they need to redesign their spaces to enhance the in-person experience. Consequently, space planning teams have been tasked to plan the smartest spaces possible. For example, Space and Occupancy Planners at Wells Fargo, Inc. in Minneapolis are expected to understand shared and flexible seating and workplace strategies as well as concepts such as desk sharing. 

Space planning teams are also reducing costs with better space management. Corporations need to reduce or restructure their office space in order to accommodate a workforce that will not return to a 5-day office presence. 

Space planners need data they can easily visualize and the ability to predict future utilization patterns. They can get some information from badging but it lacks sophistication and the ability to predict future trends. Powerful AI software like Lambent Spaces has helped major employers bring workers back to the office safely

To learn more about how Lambent is helping CRE leaders make the most of their spaces, check out our CRE Guide or reach out directly to sales@lambentspaces.com for a quick demo.

Alex Trotto contributes to the Blog and Social Media channels for Lambent. She is currently a Northeastern University student in her sophomore year.

Space Planning Job Market Sizzles

people in a office meeting

In Minneapolis, Wells Fargo, Inc. wants a Space Planner who is able to review and resolve all space requests in the queue. 

In Massachusetts, Moderna, Inc. wants a candidate to act as a MAC (Move, Add, Change) lead for employee moves. 

And global real estate management company CBRE is looking for a Space Planner to predict future space needs based on changing workplace needs.

In a wide range of industries across the U.S., the hunt is on for strategic Space Planners who can help the corporate world save money and time and improve the return-to-office experience. Titles may range from Space Planner/Data Analyst to Designer/Space Planner and Advisor, Workplace Spaces – but the task is generally the same: help plan the smartest spaces possible.

And more and more, space planning jobs reference occupancy analytics. For example, Wells Fargo requires that candidates for a current Space and Occupancy Planner position have strong experience with “office space and occupancy planning either as an occupancy consultant or as an employee in a corporate real estate department.”

And much of the activity in this career sector is about returning to campuses and offices. Candidates for the job title Space and Occupancy Planner at Hasbro, Inc. are required to support “the business with its current space planning needs as well as strategically plan for future hybrid working arrangement.” 

As Molly Glasgow, executive vice president at the commercial real estate management giant JLL, told WRAL Techwire, “Companies are still investing in space. Even hybrid and “fully remote” companies.”


WHAT ARE THE STANDARD JOB REQUIREMENTS FOR A CORPORATE SPACE PLANNER?


The main responsibility is to make efficient use of space while also keeping costs low. This can include everything from determining where to place cubicles to deciding whether to sign multi-million dollar leases. Many companies require Space Planners to have 4-year degrees in interior design or architecture, but requirements range from 5 years of work experience to a few years of training to a high school degree. Other than education, most of these space planning jobs require candidates to be creative, organized and have advanced communications skills. 


HOW DOES OCCUPANCY ANALYTICS EXPERIENCE HELP?


Through the collection of occupancy data, they can determine how to set up offices or classrooms, and project headcounts and utilization over time. Many Space Planners are tasked with creating plans for short and long-term occupancy needs through utilization strategies and real estate decisions. They also produce and develop daily occupancy reports in order to communicate space utilization in office spaces. 

These Space Planners are then obligated to distribute the data that they gather to stakeholders. The data is used for project proposals for office buildings and many corporate Space Planners are required to report to the C-suite for space design reviews. 


WHAT ARE THE NEW RESPONSIBILITIES FOR CORPORATE SPACE PLANNERS? 


As we enter a post-pandemic world, the way office space is used has changed drastically. The Space and Occupancy Planner at Wells Fargo, Inc. in Minneapolis is now expected to understand shared and flexible seating and workplace strategies as well as concepts such as desk sharing. Many corporations are also beginning to invest in technology to accommodate their hybrid work model which can be costly. Senior Space Planners at CBRE are responsible for developing opportunities to decrease costs while increasing process efficiencies. 


HOW DOES OCCUPANCY ANALYTICS SOFTWARE HELP SPACE PLANNERS?


By using AI and combining it with other inputs, Space Planners can generate valuable data and insights previously unattainable such as collaboration scores. Planners can use this data in order to create next action recommendations for office spaces and solve disputes over space – all while adding long-term value to leases. Smart planning can also help organizations avoid the high costs of deferred maintenance.

To learn more about how Lambent helps facilities teams deliver on priorities like this, schedule time with one of our experts today.  

Alex Trotto contributes to the Blog and Social Media channels for Lambent. She is currently a Northeastern University student in her sophomore year.

Deferred Maintenance: Costly, Risky, and Common

notes on a notepad

Deferring maintenance and repairs may appear to save corporations and organizations money in the short term, but the long-term costs are significant and disruptive, even resulting in complete shutdowns of facilities. 

Strategic Space Planning teams need to know the risks and consequences associated with delaying building repairs, and that starts with understanding the basics of deferred maintenance. 

How costly is it? In a recent Higher Ed Facilities Forum article, the University of Missouri announced that they’re reducing their campus size by one million square feet due to an $881 billion backlog in deferred maintenance. That price tag was part of the university’s motivation to shrink its footprint. 


The University of Missouri announced that they’re reducing their campus size by one million square feet due to a $881 billion blacklog in deferred maintenance.

HIGHER ED FACILITIES FORUM

WHAT IS DEFERRED MAINTENANCE?


Deferred maintenance can be described as the postponement of building maintenance and repairs from an organization’s normal operating budget cycle in order to save money. Although deferring maintenance may seem like a feasible cost-saving practice, months and even years of neglecting building repairs can result in significantly greater costs and damage in the long term. Additionally, the collective cost of maintaining facilities greatly impacts an organization’s overall budget, especially as the building ages. To make this even more complicated, Facilities.Net reports that many budgets for new construction rarely include the ongoing costs for maintenance. 


HOW DOES DEFERRED MAINTENANCE OCCUR?


One of the main reasons for deferring building maintenance is inadequate funding. Facilities managers may not be aware of all the duties and money that are required to properly maintain building assets. Additionally, they may not take into account the expenses of deferred maintenance when creating budgets. Another cause of deferred maintenance is insufficient staffing. When understaffed, there aren’t enough technicians to address every maintenance issue that emerges. 

Overall, deferred maintenance occurs when facilities management teams don’t enforce regularly scheduled maintenance repairs and improvements. These include periodic adjustments, cleanings, and parts replacements that ensure that equipment is up to code and reduces the chances of its failure.

Then, there’s the relocation and placement of people. One of the big reasons operational teams wait to close buildings is because they would be faced with relocating building occupants. How do you continue operations when a building is shut down for maintenance or repairs? Space Planning teams would be forced to find new places for employees to work or new areas for students to learn while facilities are under construction or repair. 


WHAT ARE THE RISKS ASSOCIATED WITH DEFERRED MAINTENANCE?


When a repair is delayed, properties are still used and, yes, abused by employees or students every day. This can cause a minor repair to turn into a complete replacement or even collateral damage. An organization will have to pay for fixing the original repair, but they will also have to pay for replacing all other assets damaged due to the delayed maintenance. This means that managers can lose access to multiple facilities while materials are ordered and assets are repaired, another additional cost. ​​Reactive maintenance, sometimes called corrective maintenance, is an obvious problem. Allowing facility or system fixes to linger until they are urgent can mean major disruptions during peak occupancy periods. 

Along with the disruptions, when the asset controls the timing of its repair or replacement, costs will always be exponentially higher. Studies have shown that for every dollar saved by deferring building maintenance, there comes a four-dollar increase in future capital renewal costs

Deferred maintenance can pose physical risks – from air quality to water damage and aging exteriors. Indeed, in a 2022 Higher Ed Facilities Forum (HEFF) article titled 10 Trends That Will Reshape Facilities Managementcondition-based maintenance – proactive not reactive – tops the list. 


HOW CAN SPACE ANALYTICS HELP DEFERRED MAINTENANCE? 


If Space Planning teams can understand where space is underutilized, then they can reassign and relocate employees and students, and get creative with multi-purpose space. By tracking space utilization, these operational teams can deliver data for solving space disputes, and bring long-term operational plans to the C-suite.

At Lambent, we help higher education and corporate campuses like the University of Tennessee, Knoxville, and Boston Scientific make decisions by delivering deep insights about how and when to make repairs and routine maintenance. Using space analytics, we are able to aid Space Planners in making data-driven decisions by showing them where underutilized spaces exist based on usage over time.  

Want to learn more about Lambent space analytics solution? You can visit our website or reach out directly to sales@lambentspaces.com for a quick demo. 

To learn more about Space Planning teams, read our Spotlight on Higher Education Space Planning Teams blog.

Alex Trotto contributes to the Blog and Social Media channels for Lambent. She is currently a Northeastern University student in her sophomore year.

Spotlight On Higher Education Space Planning Teams

design meeting at a office

Strategic Space Planning teams in higher education are increasingly pressured to help design flexible, dynamic spaces to meet the needs of a changing workforce, and a student population in search of nontraditional learning options.

“One of the things that I think a lot of universities and maybe some businesses are looking at is how do you change the allocation of space and space guidelines post-COVID with the introduction of telecommuting,” said William & Mary University Space Data Manager Tim Russell, in a recent discussion with Lambent.

Space Planners at colleges and universities have always been tasked with solving current space disputes while also planning years ahead, and the 2020 shutdown of campuses across the country has only intensified their missions. In just one example, many higher education space planning leaders say a common post-pandemic request is for increased lab space – often alongside the new realization that their administration offices are underutilized.  

“Most people don’t realize that the fight for space is fairly common in universities,” said Russell.

Russell, like campus Space Planners at colleges and universities across the country, sits at the center of many departments that are looking for creative ways to provide flexible, creative spaces for students and faculty – and meet sustainability goals at the same time.


WHAT IS THE ROUTINE FUNCTION OF SPACE PLANNING TEAMS?


According to the National Association of College and University Business Officers  (NACUBO), no matter how large their team or campus, all higher education Space Planning teams share common goals as you’ll see below.

Understand space needs in order to better respond to plans for future projects: University Space Planners are responsible for tracking space utilization on campus in order to determine whether spaces are being over or underutilized. This allows them to make future decisions about space allocation. 

Analyze and resolve specific space issues and concerns: At schools such as Boston University, space analytics is used to understand how space has been used previously, its current status and use, and future plans for the space. This data is then used to determine how much space departments should be granted as Space Planners are constantly faced with competition. William & Mary University created master plans that focus on areas such as academic space needs, administrative space, and infrastructure and utilities. Master plans such as these serve as an outline for long-term space planning and other facilities demands. 

Providing space studies: Space Planning teams are responsible for providing space studies, including suggestions and solutions to optimize the efficiency of existing spaces or identifying overages or shortages of space.


5 TOP CHALLENGES FOR HIGHER ED SPACE PLANNERS


Annual project funding: A routine issue for Space Planners is the unpredictability of funding. As enrollment numbers change, and some federal or state funding is unclear, space managers on college campuses need to connect their budgets to student experiences, or show costs associated with deferred maintenance. 

Supply chain trouble: According to William & Mary’s Russell, the pandemic has caused massive supply chain disruptions which have resulted in some projects being two years behind schedule.

Sustainability: Many universities are also looking to become more sustainable by cutting down on greenhouse gas emissions by reducing their electrical use. Colleges such as Indiana University also noticed that this energy minimization also generated significant utility cost savings which lowered operational costs and increased their overall energy efficiency. 

Deferred maintenance: Deferred and overall building maintenance has been a growing concern and issue for many universities, especially after the pandemic. Campus leaders are now looking to address these maintenance issues as they can be incredibly costly. In a recent Higher Ed Facilities Forum article, the University of Missouri detailed having an $881 billion backlog in building maintenance, causing them to reduce its campus size by one million square feet. 

Underutilization: As telecommuting has risen in popularity, many facilities managers are reporting that classrooms and office spaces are severely underutilized – sometimes reserved with booking systems but then only filled to a quarter of capacity. Inside Higher Ed recently outlined the way that some universities are repurposing unused space for public uses such as health and wellness centers or even childcare centers


HOW CAN AI SOFTWARE HELP SPACE PLANNING TEAMS?


Space utilization software can provide universities with insights as to how their space is being used and help Space Planners make future data-driven decisions. Software can provide visual mapping as well as monitoring utilization. Lambent is able to surface utilization – which makes occupancy data more relevant. This can be done without requiring any new hardware. Occupancy analytics are surfaced within a few weeks rather than months. 

One Lambent customer, the University of Tennessee, Knoxville, initially used our software to help determine library staffing hours and cleaning schedules. UTK recently expanded its initial deployment to cover more buildings and deliver deep insights through an integration with their class scheduling system.

Lambent allows users to gain actionable insights as well as historical overlays to help predict future space needs. Our software displays estimates of peak usage and density to help customers understand their space in new ways. Peak usage and density enable campus leaders to track which sector of campus – or any shared space – receives the most traffic.  

To learn more about how Lambent helps facilities teams deliver on priorities like this, schedule time with one of our experts today.

Alex Trotto contributes to the Blog and Social Media channels for Lambent. She is currently a Northeastern University student in her sophomore year.

CRE Management: From The Back Office To The Front Pages

people working in a collaborative space

Long underserved by the technology sector and sometimes sidelined by corporate leadership, Corporate Real Estate (CRE) leaders have now been thrust into the spotlight, moved into a role that connects office reopening decisions to employee satisfaction and long-term success.

The role of the CRE Management team is evolving – and fast.

At a recent Lambent-sponsored Fireside Chat, CRE veteran and Lambent advisor Robert Teed talked with Madhu Chamarty about what he’s seeing on the front lines. CRE leaders have gone “from the back office to the front pages,” according to Teed, and are faced with constant offerings from technology vendors who want to reshape the reopening process. It can be hard to sort out which ones are a good match for the long run.



NEW CORPORATE REAL ESTATE STRATEGY 


In the last two years, CRE leaders have risen to the occasion – and are more strategic when it comes to workforce planning. “We’re seeing organizations embrace a more continuous approach versus a point-in-time approach to revisiting their real estate portfolio – and revisiting their headcount needs,” Madhu explained.


“We’re seeing organizations embrace a more continuous approach versus a point-in-time approach to revisiting their real estate portfolio – and revisiting their headcount needs.”

MADHU CHAMARTY, CEO AND FOUNDER OF BEYONDHQ


To get smarter with the ways organizations are using their spaces, CRE management teams are creating strengthening alignments with HR teams. Strategic CRE leaders have a continuous pulse on talent trends across the country, not only for the purposes of space planning but for new opportunities to create opportunities to attract a wider and more diverse talent pool. 


WHERE TO START: SO MANY CRE TECH CHOICES


The pandemic has created what Teed called “a gold rush effect”  for the world of workplace technology. That is, workplace reopening technologies are increasing in numbers and types.

“We went from this kind of dearth of technology to this overabundance,” Teed said.



At the start of the pandemic, it was critical to make smart software product choices to allow for cross-functional collaboration which is essential for a distributed workforce. But as employees trickle back into offices, space planning technologies that track occupancy are top of mind as CRE leaders look to design flexible, dynamic spaces.


FLEXIBILITY MEANS MANY THINGS


As many CRE leaders strategize for spring and summer return-to-office plans, there’s a new vocabulary needed. An obvious start is ‘return-to-office’ rather than “return to work” – a nod to the fact that employees have been hard at work at home – sometimes working even longer hours with now boundaries between home and office.

Many corporations have been throwing around the words “remote” and “hybrid” – even using them interchangeably, said Teed. It’s becoming increasingly difficult to decipher what the idea of flexibility means anymore -and the truth is – it can mean something different for every company.

According to Chamarty, how an organization defines flexibility is dependent on two things: the  size of the company and its overall objective.

“Flexibility means how we enable some level of working from home. But also how do we make the workplace safer, more productive, and more conducive to things that you cannot do at home,” Madhu said.


“Flexibility means how do we enable some level of working from home. But also how do we make the workplace safer, more productive, and more conducive to things that you cannot do at home.”

MADHU CHAMARTY, CEO AND FOUNDER OF BEYONDHQ

For now, Teed encouraged CRE leaders to take time to explore their own space needs in a way that makes the most of the spaces CRE leaders manage – knowing the pressure is on CRE leaders to rely on hard data when renewing leases and spaces.

To watch Teed’s and Chamarty’s full conversation, click here

Here’s where you can learn more about how utilization software can help corporate real estate leaders reshape their offices.

Alex Trotto contributes to the Blog and Social Media channels for Lambent. She is currently a Northeastern University student in her sophomore year.