How Vyopta’s Workspace Insights is Changing Office Space Optimization

We’ve all been in the predicament of having to schedule an important meeting only to find all the meeting rooms have been booked. You’re left scrambling to find a meeting room together because having six people huddled around your desk just won’t cut it. Often, employees are left wondering “Who is booking all of these rooms?” or “Who is doing the office space planning around here and why are there only 10 conference rooms with 2000 employees?” What about the experience of walking by one of the “booked” meeting rooms only to find no one is in there? Or worse, to book a room and find it’s already occupied by a candidate interview. If it’s happened to you, we get it, we feel your pain. If you haven’t dealt with office space management issues yet, you most likely will at some point in your career. 

Make data-driven office space planning decisions with Vyopta

Enter Vyopta’s newest product, Workspace Insights, which addresses the concern of inadequate meeting room usage and is subsequently changing the office space planning game. In a recent survey, 73% of companies surveyed claimed to have little to no data about meeting room usage. It doesn’t have to be this way though, you’ve got the tools to make decisions based on real numbers. 

Gain Visibility

Vyopta’s Workspace Insights allows you to understand booking and usage behavior, giving you insights into the people, space and technology that make up your collaboration spaces. For example, you can see whether occupied spaces were actually scheduled or not, and how often meetings are attended versus missed. In fact, most missed meetings occur because they are recurring ones scheduled by employees that don’t even work at the company anymore, it’s just no one removed them from the scheduling system.

You can dive in and get valuable, down-to-the-minute insights across room attributes, tech utilization and scheduling behavior all in a single interface – so that it’s not a guessing game as to whether rooms are actually being used in the manner that they were meant to be. You’ll even be able to identify worst offenders so that you can take corrective action to ensure that they aren’t repeating the same behaviors.  

Optimize Space

Have you ever booked a meeting room that’s meant for 25 people when really you only needed space for three people?  Not guilty? Good on you! But, someone in your company has done it and it’s a frustrating thing to witness – especially when you need the space.  With Workspace Insights, you get to see those efficiency gaps. You’ll get to see who is hosting meetings and how full they are, giving you the opportunity to understand the depths of occupied capacities, and identify your worst offenders. You’ll even be able to identify trends by office location or department, so that you can see where you need to setup more conference rooms or invest in additional technology (and where you don’t).

meeting rooms graphic

Maximize Room Tech ROI

Remember the meeting for three people that was booked in a space meant for 25 with top-of-the-line video capabilities? They never used any video either, even though the room is fully equipped. Workspace Insights gives you quick access to these meaningful insights so that  you can take quick action to remediate these growing pain points. You’ll be able to see whether rooms are being used for for meetings with and without video, audio and presentation capabilities. You can even know about non-call activity like the three person meeting that would have been better suited around a desk or in a non-video huddle space.

The cost of technology in a typical conference room can often exceed $10,000, and with the majority of companies undergoing or planning technology refreshes, you’ll want to be sure that your investments are paying off.

There have been numerous Ted Talks and books dedicated to the art of space planning and the effects that it can have on a person. True, most of them are related to personal space like a home or personal dwelling, but the same can be said for office space. With studies showing that employee morale is correlated to office space planning and layout, it’s no wonder that office space planning is becoming a more relevant concern to address these days. Equally as important is that real estate isn’t cheap. If you’re at an organization that is constantly find a need to expand because they need more meeting room space, do you really need that space? Do you have the data to be able to make a decision to expand? With employee morale and bottom lines at stake, are you ready to make data driven decisions with help from Vyopta’s Workspace Insights?