NJW Partner Turner & Townsend for Buckinghamshire County Council (BCC) Utilisation Study

Published / 10/06/2016

NJW were appointed by Turner & Townsend to undertake a pilot utilisation study of Buckinghamshire County Council’s main and area offices.

The council undertook a major restack of their main offices and implemented non-allocated desking a number of years ago. Anecdotally they know that occupancy levels vary across the office with some floors more densely occupied than others. The purpose of the utilisation survey is to provide the council’s facilities management team with objective evidence relating to the current utilisation and occupancy of the office throughout a typical working week. The pilot survey results will feed into a wider review of office accommodation across the council and potentially a full programme of utilisation studies across the whole of the council’s office accommodation.

Scope of Work
A five-day utilisation study of the main council building and an area office to provide objective evidence relating to the utilisation and occupancy of the workplace throughout a typical working week.
Interviews with sample occupants of the floors and key FM staff to gather additional information on the existing office accommodation.

FM Interviews
A Utilisation Study report will be made containing:

  • Objective analysis and key findings from the survey e.g. desk and meeting room utilisation and observed activity by floor, by day of week, by time of day, and by department.
  • Detailed breakdown and analysis of the above metrics in graph format.
  • Subjective feed-back on notable ‘behaviours’ – good and bad – observed by the surveyors e.g. adherence to tidy desk policies, storage utilisation, use of communal area, etc.
  • Conclusions, highlighting under and over utilised space, subjective observations and recommendations highlighting where improvements could be made supported by the ‘proof of concept’ floor plan.

Utilisation Study Methodology
All floors will be sub-divided into multiple audit points; one audit point for each desk, quiet room, meeting room, and communal area.
Each audit point will be observed at regular intervals throughout normal business hours.
During each audit it will be recorded whether the workspace is occupied, unoccupied or has signs of occupation. When an audit point is classified as ‘occupied’ the activity at the workspace will be recorded and in the case of meeting spaces the number of attendees will be recorded.
All audit point information will be stored in dedicated utilisation survey software and the survey information will be recorded against each audit point via tablet PC as the surveyor “walks-the-floor”.