How to make the most of your current office space

Learn how to maximise your office space through a workplace analysis with Making Moves - from gathering data to implementing actionable recommendations.

By Making Moves London

In today’s fast-paced business environment, optimising your office space is essential for fostering productivity, collaboration, and employee satisfaction. An increasing number of businesses are finding that adapting their current workspaces to accommodate more hybrid ways of working, a trend accelerated by the pandemic, can offer a much more practical, cost-effective solution than moving offices entirely.

At Making Moves, we specialise in helping businesses unlock the full potential of their office spaces. In this guide, we’ll delve into what exactly a workplace analysis entails, how to conduct one effectively, the benefits that it offers, and how Making Moves can assist you in the process.

So, what is a workplace analysis?

Achieving maximum efficiency requires more than just rearranging furniture or adding a few plants; it requires a thorough understanding of your workspace through a workplace analysis. A workplace analysis systematically evaluates your office space to assess its functionality, utilisation, and alignment with your organisational objectives. 

As the name suggests, a workplace analysis involves analysing various aspects of your workplace, including layout, design, amenities, technology infrastructure, and employee feedback. By conducting a comprehensive analysis, you can identify inefficiencies, areas for improvement, and opportunities to enhance productivity and employee well-being.

Define your objectives

Determining clear objectives that align with your organisation’s goals is crucial to initiating a successful workplace analysis. Whether your aim is to enhance collaboration, maximise space utilisation, or boost employee satisfaction, establishing these objectives provides a roadmap for the analysis process. 

By articulating what you hope to achieve, you can ensure that the subsequent steps are focused on driving meaningful outcomes for your workspace.

For example, if you want to boost the productivity of your workplace, your objective could be to create an environment that supports productivity and focus by optimising the layout and design of the space. This could include minimising distractions, providing designated quiet zones, or optimising lighting and acoustics to enhance concentration. 

As with any business objective, making these objectives SMART (Specific, Measurable, Achievable, Relevant, and Time-bound) will ensure clarity and effectiveness in driving your workplace analysis forward.

Gather relevant data

The next step in conducting a comprehensive workplace analysis is gathering relevant data about your office space. This involves collecting metrics such as floor plans, occupancy rates, utilisation data, and employee feedback surveys. Though this may take time, it’s worth doing so that any changes you make are backed up with data. 

Leveraging advanced tools like occupancy sensors, space utilisation software, and engagement surveys enables you to gather accurate and comprehensive data, providing valuable insights into how your employees’ workspace is currently being used and perceived.

Making Moves has experts who can help with this process, allowing you to concentrate on your business while ensuring that your workplace analysis is conducted efficiently and effectively. Get in touch if this process seems daunting or just time-hungry!

Assess your current workspace

Once data collection is complete, it’s time to assess the current state of your office environment. This involves evaluating the layout, design, and amenities to identify strengths, weaknesses, and areas for improvement. 

To better understand the existing workspace dynamics, consider factors such as workspace utilisation, traffic flow, noise levels, and ergonomic design.

To guide your assessment, consider asking yourself the following questions:

  • How effectively is the current layout supporting collaboration among team members?
  • Are there any areas of the office that are consistently underutilised or overcrowded?
  • What is the flow of traffic like throughout the workspace, and are there any bottlenecks or areas of congestion?
  • Are noise levels conducive to focused work, or are there distractions that could be minimised?
  • Are ergonomic principles being applied in the design of workstations and furniture to support employee health and comfort?

By critically evaluating these aspects of your office environment, you can pinpoint areas performing well and areas requiring attention or improvement.

Analyse the findings 

With data collected and the current state assessed, the next step is to analyse the findings to uncover patterns, trends, and opportunities for optimisation. This involves identifying areas where space is underutilised, bottlenecks occur, or employee preferences are not being met. 

By conducting a thorough analysis, you can pinpoint specific areas that require attention and develop targeted strategies for improvement.

Develop actionable recommendations 

Based on the findings of the analysis, actionable recommendations to optimise the office space should be developed. Each recommendation should be tailored to address the specific needs and objectives identified during the analysis process.

These could include:

  • Redesigning layouts to improve flow and functionality
  • Implementing flexible workspace strategies to accommodate diverse work styles
  • Upgrading technology infrastructure to enhance efficiency
  • Enhancing amenities to support employee well-being. 

Implement changes

The final step in the workplace analysis process is to implement the recommended changes gradually, taking into account employee feedback. It’s important to communicate openly with staff throughout the implementation process, soliciting their input and addressing any concerns that arise. 

By monitoring the impact of changes and making adjustments as needed, you can ensure continuous improvement and create a workspace that effectively supports your organisation’s goals and objectives.

The benefits of carrying out a workplace analysis

Taking the time to understand whether or not your workspace is working for you can come with many advantages, including::

  • Increased Productivity: By optimising your office space, you can create an environment that fosters productivity, creativity, and innovation among your employees.
  • Cost Savings: Identifying and eliminating inefficiencies in your office space can save costs through reduced real estate expenses, energy consumption, and maintenance costs.
  • Enhanced Employee Satisfaction: A well-designed and functional workspace can improve employee satisfaction, morale, and retention, leading to a more engaged and motivated workforce.
  • Improved Collaboration: By aligning your office layout with the needs of your teams, you can facilitate collaboration, communication, and knowledge sharing, driving better business outcomes.

Maximising your current office vs relocating to a new office

While moving to a new location may seem like a quick fix, it often comes with substantial costs, disruptions, and uncertainties. On the other hand, conducting a workplace analysis allows you to leverage your existing resources more effectively, minimising the need for costly relocations. 

By optimising your current space, you can address inefficiencies, improve productivity, and enhance employee satisfaction without the upheaval of a move. Additionally, workplace analysis provides valuable insights into your organisation’s specific needs and preferences, allowing for tailored solutions that align with your business objectives. 

With Making Moves, you can make informed decisions about your office space that maximise value and minimise disruptions, ensuring a smooth transition to a more efficient and productive workspace.

If you decide in the end that your current workspace just doesn’t cut it – we can consult with you on your office relocation.

Get the most of your current office space with a workspace analysis

At Making Moves, we understand the importance of optimising your office space to support your business goals. Our team of workplace experts specialise in conducting comprehensive workplace analysis to help you make informed decisions about your office space. 

Whether you’re looking to redesign your layout, implement flexible workspace solutions, or enhance employee amenities, we’re here to guide you every step of the way. 

Ready to transform your workplace? Contact us today to schedule your consultation and take the first step towards a more efficient and productive workspace.