Space efficiency in the office

Space efficiency in the office

Contents

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

Space efficiency in the office

One might assume that two square meters of desk space per employee would be sufficient. But this is precisely where the crux of the matter lies. Open office spaces, without the classic cube system or the simple arrangement of workstations, often contribute noticeably to the satisfaction and motivation of the workforce. Thus, strategic space efficiency in the office plays into the hands of both parties:

For employees:

Two men look at their laptops

Separate workstations or desk groups allow tasks to be processed more efficiently, whether in individual or group work. Privacy and general well-being increase when you are not always sitting shoulder to shoulder with your colleagues. You also feel valued when you are assigned your own area.

For employers:

A satisfied workforce always means increased morale and corresponding overall performance. Costs can also be saved by maximizing the efficient use of office space. If parts of a building complex or even entire office buildings become vacant due to a reorganization of workplaces, these can be used for new projects, sublet or removed from the lease. Less net floor space = lower rental prices.

But not only workplaces, but also sanitary facilities, break rooms or the in-house kitchen can be designed in a space-efficient manner. For example, clever division can make access to the washrooms easier. Break rooms can also be used multifunctionally as meeting rooms, and the kitchen can function as a conference room when not in use. All these changes ensure increased space efficiency in the office and contribute to a positive indoor climate and a low level of disturbance within the work spaces.

Area efficiency definition

Space efficiency describes the maximum possible utilization of a building site, 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 be needed in actual day-to-day work 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 fences. Roof surfaces or their cavities are not included. All levels are also taken into consideration.

Net floor area

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

Usable area

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

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

Use cases for space efficiency

Employees sit together in a coffee kitchen

How can space efficiency be used in everyday office life, and how can it be successfully implemented? 

Here are five use cases for space efficiency in the workplace:

  • Flexible workspaces: Employees share workspaces as needed (hot desking), reducing the number of unused desks. This creates space and allows those present to choose their preferred workstation. For example, you can sit next to your favorite colleagues or work group and complete tasks together.
  • Multifunctional rooms: Conference rooms that can be quickly converted into smaller meeting areas or event rooms using movable walls. When used ideally, these rooms fulfill several roles without losing their original functions.
  • Home office days: Flexible home office arrangements allow office space to be reduced in size or used for other purposes. Each employee can freely design their home workplace and arrange it spatially according to their personal preferences.
  • Shared Spaces: Sharing spaces and resources between different departments to minimize vacancies. This not only saves space, but also stimulates social exchange among colleagues and minimizes the formation of cliques.
  • Use of technology: Booking systems for workstations and rooms ensure that space is only used when it is actually needed. The workspace can be digitally analyzed and then optimized using a tool such as Flexopus , for example, without losing workstations or essential components of everyday work.

In general, greater space efficiency also ensures greater space economy. In efficiently designed work environments, people can work with corresponding concentration.

Space efficiency indicators

Key figures on space efficiency help companies to make their spatial use measurable and comparable. A key indicator is the space utilization rate, which indicates how much space is used per employee. Room occupancy rates record how often rooms are actually occupied. Costs per square meter and Occupancy density provide information about the economic efficiency. Desk sharing rates (if desk sharing is used) show how efficiently flexible workplaces are used. The analysis of these key figures makes it possible to identify unused space, reduce costs and specifically optimize workplace design – for greater efficiency and employee satisfaction.

Calculate space efficiency correctly

A man works with paper and laptop

Land use ratio (Average Area per employee): 

Usable office space (m^2)Number of employees

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

Area efficiency factor:

NF (m^2)GGF (m^2)

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

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

Summary

Space efficiency in everyday office life means more than just the optimal use of space – it directly influences how comfortable employees feel and how effectively they can work. Clever interior design, multifunctional areas and flexible working models create an atmosphere in which collaboration and creativity thrive. Space efficiency makes it possible to reduce costs without sacrificing comfort or satisfaction. A clever use of workstations and shared spaces ensures more exchange and a sense of community. With thoughtful planning and modern technologies, every square meter becomes more than just space – it becomes room to grow.

Flexopus: the solution for greater space efficiency

Flexopus on multiple devices, including display, desktop, mobile and laptop

With Flexopus, analyzing and implementing space efficiency becomes easy. This intelligent desk sharing software provides you with the tools to efficiently manage the utilization of your office space and workstations. With our analysis 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 you can save costs in the future.

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

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Are you interested or have questions?

Markus Merkle
Sales Manager