How Data Can Optimise a Better Workplace Experience

In my article CHROs Take Charge: Why the Physical Workplace is Now Part of Your Responsibility I write about how CEOs in many organisations have tasked the Chief Human Resources Officer (CHRO) with leading the much-needed response to the workplace and ensuring the well-being, safety, and productivity of the workforce.

As organisations navigate the complexities of hybrid work, real estate costs, and employee expectations, Chief Human Resources Officers (CHROs) must ensure that the workplace team leverages workplace data and analytics to optimise the physical work environment. This article explores how CHROs can oversee that their teams use workplace analytics to unlock the full potential of their physical workspaces by tracking the right metrics and making the right decisions on the workplace as a strategic asset that influences productivity, collaboration, well-being, and overall business performance.

By tracking the right metrics, HR leaders can create workplaces that enhance employee experience and engagement, maximise space utilisation, and improve operational efficiency, all while aligning with broader business goals.

Why Workplace Analytics Matter for CHROs

Traditionally, workspace decisions were based on intuition or historical trends. Today, advanced workplace analytics provide real-time, data-driven insights into how employees interact with their environment. For CHROs, this means:

• Enhancing Employee Experience: Ensuring the workplace meets the needs of a diverse workforce and supports well-being.
• Optimising Space Utilisation: Understanding occupancy trends to reduce waste and maximise efficiency.
• Improving Workplace Productivity: Creating environments that foster focus, collaboration, and innovation.
• Justifying Workplace Investments: Using data to make informed decisions on office design, technology, and real estate costs.
• Supporting Hybrid Work Strategies: Aligning workplace policies with employee work patterns and preferences.

Without workplace analytics, organisations risk maintaining underutilised spaces, frustrating employees with poor workplace experiences, and overspending on real estate that doesn’t meet business needs.

Key Workplace Metrics

To create an optimal workplace, CHROs must ensure that specific data points are monitored to reveal how employees use office space and what changes can enhance their experience. Below are the most critical workplace metrics to track:

1. Space Utilisation and Occupancy

Understanding how office spaces are used is essential for creating an efficient and cost-effective workplace. Key metrics include:

• Desk and Room Occupancy Rates: Track the percentage of desks, meeting rooms, and collaboration spaces in use at different times of the day.
• Peak and Off-Peak Usage Trends: Identify the busiest and quietest office hours to optimize scheduling and space planning.
• Booking vs. Actual Usage: Compare meeting room bookings with actual usage to reduce “ghost bookings” and improve availability.
• Hybrid Work Patterns: Analyse how often employees come into the office versus working remotely to adjust space allocation accordingly.

💡 Example: If 40% of desks remain unoccupied daily, the company can repurpose space for collaboration areas, wellness rooms, or hot-desking solutions.

2. Employee Workplace Experience

The physical work environment directly impacts employee well-being and engagement. CHROs should track:

• Workplace Experience Scores: Workplace Experience is more than just user satisfaction. CHROs need to gather detailed individual data from employees on how the workplace supports them in their day-to-day work activities.
• Noise and Distraction Levels: Assess how environmental factors (e.g., open office noise, poor lighting) impact focus and productivity.
• Air Quality and Thermal Comfort: Monitor temperature, humidity, and CO₂ levels to create a healthier workspace.
• Flexibility Preferences: Understand whether employees prefer fixed desks, hot-desking, or remote work options.

💡 Example: If survey data shows employees struggle with noise distractions in an open-plan office, soundproof booths or noise-cancelling solutions can be introduced.

3. Meeting and Collaboration Effectiveness

Meetings and collaboration spaces must be designed to enhance teamwork rather than hinder it. Key metrics include:

• Meeting Room Utilisation: Measure how often meeting rooms are booked and used effectively.
• Meeting Duration Trends: Analyse whether meetings are too long or too short to drive productive discussions.
• Collaboration Space Usage: Assess how often employees use informal workspaces like lounges, huddle areas, and breakout zones.
• Virtual vs. In-Person Collaboration: Identify trends in hybrid meeting attendance to optimize video conferencing setups.

💡 Example: If 70% of meetings have only two attendees, large conference rooms can be repurposed into smaller meeting pods to better serve employee needs.

4. Technology and Workspace Efficiency

Technology plays a crucial role in modern workplaces, enabling seamless collaboration and efficient workflows. CHROs should track:

• Wi-Fi and Connectivity Performance: Ensure employees have reliable access to fast internet and digital tools.
• Smart Office Technology Usage: Monitor the effectiveness of workplace apps, digital booking systems, and automation tools.
• Tech-Related Employee Complaints: Collect feedback on all issues that hinder productivity, such as slow computers, patchy WiFi, or poor video conferencing cpability.
• Desk and Room Booking Trends: Analyse whether employees efficiently use reservation systems for shared spaces.

💡 Example: If Wi-Fi usage data shows connectivity issues in specific office zones, IT can upgrade network infrastructure to prevent disruptions.

5. Workplace Costs and Real Estate Optimisation

Optimising costs while maintaining a high-quality workplace experience is a priority for CHROs (and their CFO's!). Key cost-related metrics include:

• Cost Per Employee: Calculate the total workspace cost (rent, utilities, maintenance) per employee to optimise budgets.
• Underutilised Space Percentage: Identify wasted office space that can be repurposed or downsized.
• Energy and Resource Efficiency: Track electricity, water, and HVAC consumption to implement sustainable practices.
• ROWI (Return on Workplace Investment): Measure the financial return on workplace interventions with the use of a scientifically based ROWI model

💡 Example: If data shows that only 60% of the office is utilised, leadership can consider a flexible work model that reduces real estate costs while improving the employee experience.

Turning Workplace Data into Actionable Insights

Collecting data is only valuable if CHROs act on the insights to improve the workplace experience. Here’s how HR leaders can turn metrics into meaningful change:

1. Identify Key Trends and Employee Needs

Regularly analyse workplace data to uncover trends, such as rising demand for collaborative spaces or underutilisation of assigned desks.

2. Foster Employee-Centered Workplace Management

Use employee feedback and usage patterns to curate office spaces that balance collaboration, focus, and well-being.

3. Implement Smart Workplace Technologies

Adopt AI-driven workplace tools that enhance space booking, environmental control, and remote work coordination.

4. Collaborate with Facilities and IT Teams

Work closely with real estate, facilities, and IT teams to align workplace management with employee expectations and business objectives.

5. Continuously Measure and Optimize

The workplace needs to evolve. Regularly track metrics and refine workspace strategies based on new data insights.

Final Thoughts: The Future of Data-Driven Workplaces

In an era of hybrid work and evolving employee expectations, workplace data is a game-changer for CHROs. By leveraging metrics and analytics, HR leaders can transform office spaces into dynamic, employee-centric environments that drive productivity, engagement, and business success.

The future workplace isn’t just about where people work—it’s about how effectively the space supports them. CHROs who embrace workplace analytics will lead the way in creating work environments that are not only cost-efficient but also inspiring, flexible, and designed for the workforce of tomorrow.

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People  I  Place  I  Performance

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