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You do not know how much space you need
When you are moving office, reducing space or renegotiating, you need clear evidence for space and capacity.
Attendance data, occupancy analysis and office right-sizing
Right-sizing the office with data and actual use.
We help organisations understand how many people are in the office, how spaces are used and how the office should be sized to work over time.
Through attendance data, occupancy analysis and interpretation of work patterns, you get an evidence base for office size, space mix, workplace strategy and future premises decisions.
An average rarely tells you how large the office needs to be. Reliable right-sizing is based on variation, peak load, ways of working and the settings the organisation needs for its work.
Typical situations
When do you need evidence for right-sizing the office?
The need often arises when the office feels empty on some days and crowded on others, or when the organisation needs to make decisions about space, lease agreements, redesign or future ways of working.
Hybrid work
Hybrid work has changed attendance
Attendance often varies between weekdays, teams and periods. This affects both capacity and employee experience.
Use
The office feels empty or unevenly used
Low average attendance can hide peaks, crowding in specific areas and spaces that no longer serve their intended function.
Functions
The balance between meetings and focus needs analysis
The need often concerns specific functions: meetings, focus, calls, project work, social areas or a mix that varies across the week.
Follow-up
You need to follow up a change
After relocation, redesign or a new way of working, you need to know whether the office actually works as intended.
Decision
Leadership needs evidence for the decision
Decisions about occupancy cost, space and investment need to be explained through data, scenarios and risk.
Answers you get
What right-sizing evidence can answer
Evidence for right-sizing should make it clear which spaces and functions the office needs to support, and what risks are associated with different options.
How much space do we need?
The analysis shows a reasonable total area based on attendance, ways of working, peaks and future needs.
How many desks and rooms are needed?
You get evidence for desks, meeting rooms, focus rooms, project zones and other functions.
Which days and functions create peak load?
We show which days, groups and functions drive load and create risk of crowding.
What risk comes with reducing space?
The evidence shows what may become too vulnerable if space is reduced without the right space mix and use principles.
How should the space mix change?
You get recommendations for the balance between desks, meeting rooms, focus settings and social areas.
Which option is most robust?
The scenarios make it easier to compare alternatives before decisions are made about premises or redesign.
Terms and decisions
The difference between attendance, occupancy and office sizing
The terms are often mixed together, but they answer different questions. A useful analysis separates them and connects them in one evidence base.
Attendance
How many people are in the office, when are they there, and how does attendance vary between days, times, teams and periods?
Occupancy
How are desks, meeting rooms, focus areas, social areas and other settings used by the people who are on site?
Office sizing and right-sizing
How many seats, rooms and functions does the office need in order to support work even on normal high-attendance days?
Process
From data to right-sizing evidence
We start with the decision the data needs to support. Then we choose the right data sources, analyse patterns and develop scenarios that can be used in premises decisions, workplace strategy or redesign.
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Purpose and decision
We clarify whether the evidence should support space reduction, a new office, renegotiation, redesign, follow-up or adjustment of ways of working.
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Data sources
We assess which sources are relevant: access data, WiFi, booking data, sensors, observations, surveys or existing evidence.
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Data collection over time
Measurement needs to capture variation, not just isolated days. The period should reflect normal business activity and relevant peaks.
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Pattern analysis
We analyse weekdays, times, peaks, lows, teams, areas, functions and differences between actual and perceived need.
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Interpretation with work needs
Attendance and occupancy are interpreted together with ways of working, employee insights, strategic goals and future needs.
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Sizing scenarios
We compare scenarios for area, capacity, desks, meeting rooms, focus settings and social functions.
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Recommendation
You receive clear conclusions about office size, space mix, risks and which decisions should be taken next.
What you get
Deliverables that make data useful in decisions
The result should be usable by leadership, facilities, HR, project teams and change management. We therefore summarise the data in clear conclusions, scenarios and recommendations.
Attendance pattern analysis
Peak days, low periods, variation over time and differences between groups, locations or periods.
Occupancy analysis
How desks, meeting rooms, focus areas, social areas and support functions are actually used.
Right-sizing evidence
Recommendation for capacity, number of seats and space mix based on actual use and future needs.
Scenario comparison
Options for keeping, reducing, redistributing or developing the space with clear consequences.
Risk assessment
Risks related to excessive space reduction, the wrong space mix, lack of functions or decisions based too heavily on averages.
Recommendation
Clear next steps for workplace strategy, premises strategy, premises search, redesign or follow-up.
Important principle
Sizing becomes more reliable when variation and peaks are included
An office may have low average attendance and still feel crowded on Tuesdays, lack the right type of meeting room or have too few spaces for focus work. Office sizing becomes more reliable when averages, variation, peaks and functional needs are considered together.
We help you interpret the data in relation to the needs of the work. This reduces the risk of cutting the wrong spaces, keeping spaces that are not used or missing functions that are critical for the workplace to perform.
Connection to next steps
The analysis should lead to the right decision
Attendance data and occupancy analysis are most valuable when they are connected to strategy, employee insights and concrete premises decisions.
FAQ
Common questions about attendance data, occupancy and office sizing
What is attendance data?
Attendance data shows how many people are in the office, when they are there and how attendance varies over time. It can be used to understand peaks, lows, weekdays and patterns in office use.
What is occupancy analysis?
Occupancy analysis shows how the office’s desks, rooms and zones are used by the people who are on site. It helps the organisation understand which spaces are heavily used, lightly used or not used as intended.
What is office sizing?
Office sizing, or right-sizing the office, is the assessment of how much space, how many desks and which types of rooms and functions an office needs to support the organisation’s work patterns, attendance and future needs.
What is the difference between attendance and occupancy?
Attendance is about how many people are in the office. Occupancy is about how those people use desks, meeting rooms, focus settings, social areas and other functions.
How do you approach right-sizing the office?
The office should be right-sized using attendance patterns, peaks, ways of working, activities, occupancy, employee needs and future strategy. Average attendance alone is rarely a sufficient basis.
How should average occupancy be used in office sizing?
Average occupancy is useful when it is interpreted together with variation, peaks, weekly patterns and the types of work the office should support. That makes the sizing more reliable than using the average alone.
Next step
Do you want to know how to right-size the office?
We can help you choose the right data sources, analyse attendance and occupancy, and develop an evidence base for right-sizing, space mix and next steps.
