Space efficiency

Space efficiency in working environments is becoming increasingly important. Companies are constantly looking for ways to optimize their premises and generate sustainable value. Efficient use of space promotes productivity, cost savings and flexible working models. Through clever interior design, multifunctional areas and innovative technologies, the existing space can be used in the best possible way — for employee satisfaction and economic success.

Office Space efficiency

You could assume that two square meters of desk per employee is sufficient. However, this is precisely where the crux of the matter lies. Open office spaces, without the classic cube system or the simple sequencing of workplaces, often contribute significantly to the satisfaction and commitment of the workforce. Strategic space efficiency in the office therefore benefits both parties:

For employees:

With separate workstations or groups of desks, tasks can be processed more efficiently, whether in individual or group work. Privacy and overall wellbeing grow when you're not always sitting shoulder-to-shoulder with your employees. In addition, you feel valued when you are assigned your own area.

For employers:

A satisfied workforce always means increased work ethic and corresponding overall performance. Costs can also be saved when using office space in a maximally efficient way. Should parts of a building complex or even entire office buildings become vacant as a result of a new arrangement of workplaces, these can be used for new projects, sublet or removed from the rental agreement. Less net floor space = lower rental prices.

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But not only workplaces, but also sanitary facilities, break rooms and the in-house kitchen can be designed in a space-efficient way. Clever layout, for example, makes it easier to go to the washrooms. Break rooms can also be used multifunctional as meeting rooms and the kitchen can function as a meeting room when not in use. All these changes result in increased space efficiency in offices and contribute to a positive indoor climate and a low noise level within the work rooms.

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Area efficiency definition

Space efficiency describes the maximum possible utilization of a construction area, taking into account the gross floor area, the actual usable area and the number of employees working on site. Construction companies and their clients can thus determine in advance how much office space will actually be required for everyday working life and apply this data to their construction concepts.

Gross floor area

The gross floor area (GFA) refers to all floor areas shown in the floor plan. This includes both freely accessible and filling surfaces, such as walls or walls. Roof surfaces or their cavities are not included. All levels are also considered.

Net floor area

The net floor area (NGF) only describes the actually usable Areas within the floor plan. Here, all areas minus walls, walls and non-accessible areas are added. Here, too, all levels of a building plan are considered.

Usable area

The usable area (NF) is the part of the net floor area that a definable purpose can be assigned. This can include both habitable and non-habitable areas. For example, offices, meeting rooms or parking spaces, but also cellar compartments, storage areas or attics.

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The highest possible area efficiency factor should be taken into account during construction, but can also be optimised retrospectively within a company. However, unexpected renovation or conversion costs may arise here.

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Use cases for space efficiency

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How can space efficiency be used in actual everyday office life and how is it successful?

Here are five use cases for space efficiency in working environments:

• Flexible workplaces: Employees share workplaces as needed (hot desking), which reduces the number of unused desks. This creates space and allows those present to choose their preferred workplace themselves. For example, you can sit next to your favorite colleagues or your work group and complete tasks together.
• multifunctional spaces: Conference rooms that can be quickly converted into smaller meeting areas or function rooms thanks to sliding walls. With ideal occupancy, these rooms fulfill several roles without losing their original functions.
• Home office days: With flexible home office regulations, office space can be reduced or used for other purposes. Every employee can freely design their home workplace and arrange it according to their personal preferences.
• Shared Spaces: Sharing space and resources between different departments to minimize vacancy rates. This not only saves space, but also stimulates social exchange among colleagues and minimizes group formation.
• Use of technology: Booking systems for workplaces and rooms ensure that space is only used when it is actually needed. The work surface can be used, for example, with a tool such as Flexopus and digitally analyzed, then optimized without losing jobs or essential components of everyday working life.

In general, higher space efficiency also ensures greater space efficiency. In efficiently designed work environments, you can therefore also work in a correspondingly concentrated manner.

Space efficiency indicators

Indicators of space efficiency help companies to make their use of space measurable and comparable. A key figure is the Land use rate, which indicates how much space is used per employee. Room occupancy rates record how often rooms are actually occupied. Cost per square meter and occupancy density provide information about economic efficiency. Desk sharing rates (if desk sharing is used) show how efficiently flexible workspaces are being used. The analysis of these key figures makes it possible to identify unused space, reduce costs and optimize workplace design in a targeted manner — for greater efficiency and employee satisfaction.

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Calculate space efficiency correctly

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Land use rate (Avg. Area per employee):

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Usable office space (m^2) Number of employees

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By calculating the land use rate, the employer can find out how much space an employee needs on average. By adapting the premises, they can then be optimized and modified and taken into account in advance for the construction of new buildings.

Area efficiency factor:

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NF (m^2) BGF (m^2)

(NF= usable area; BGF= gross floor area)

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The calculation of the space efficiency factor is relevant for the construction of new office space and is approved by the Federal Ministry of Transport, Building and Urban Development. The target value to be achieved here is an area efficiency factor of 0.75, which corresponds to a rating of 100 points. By calculating the area efficiency factor, other important points such as thermal insulation, construction costs, raw material extraction and sustainability of new buildings can be planned and taken into account.

synopsis

Efficient use of space in everyday office life means more than just the optimal use of spaces — it directly influences how comfortable employees feel and how effectively they can work. Through clever interior design, multifunctional areas and flexible working models, an atmosphere is created in which collaboration and creativity flourish. Space efficiency makes it possible to reduce costs without sacrificing comfort or satisfaction. The clever use of workplaces and shared spaces ensures more exchange and a sense of community. With well-thought-out planning and modern technologies, every square meter becomes more than just space — it becomes space to grow.

Flexopus: the solution for better space efficiency

With Flexopus, analyzing and implementing space efficiency is easy. This intelligent Desk sharing software provides you with the tools to efficiently manage the utilization of your office space and workplaces. With our Analytical tools You receive detailed information about room occupancy and booking frequency and can then export this data for further processing. By cleverly using this data, they can save costs in the future.

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Through our map editor, workstations and objects can be easily added, removed, or edited. Here, the space efficiency used in the company can be entered directly into Flexopus and digitally illustrated. In this way, all employees are brought directly on board.