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What are the most effective ways to use technology for occupancy data accuracy?

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Occupancy data is essential for facility managers (FM) to optimize space utilization, reduce costs, and enhance user experience. However, collecting and analyzing occupancy data can be challenging, especially in large and dynamic facilities. Technology can help FM achieve more accurate and reliable occupancy data, but what are the most effective ways to use it? In this article, we will explore some of the best practices and tools for occupancy data accuracy.

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Nishant Pandey

Director of Product Management @ JLL Technologies | Driving Product Innovation

1 Define occupancy metrics

Before using any technology, you need to define what occupancy data you want to collect and how you will measure it. Occupancy data can include different metrics, such as headcount, density, utilization rate, duration, frequency, and preference. Each metric can provide different insights into how your space is used and by whom. You also need to decide how you will aggregate and report your data, such as by floor, zone, room, or desk. Having clear and consistent definitions of your occupancy metrics will help you choose the right technology and avoid confusion and errors.

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2 Choose appropriate sensors

Sensors are devices that can detect and record occupancy data, such as motion, infrared, sound, or pressure. Sensors can be installed in various locations, such as ceilings, walls, furniture, or doors. Depending on your occupancy metrics and facility layout, you need to choose the appropriate sensors that can capture the data you need. For example, if you want to measure the utilization rate of individual desks, you might use pressure sensors embedded in the seats. If you want to measure the headcount of a large open space, you might use infrared sensors mounted on the ceiling. You also need to consider the accuracy, reliability, cost, and maintenance of the sensors you choose.

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Nishant Pandey

Director of Product Management @ JLL Technologies | Driving Product Innovation
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Consider sensor compatibility with existing infrastructure, ease of installation, maintenance costs, and the level of detail they provide. Consider using: 1. Infrared sensors for detecting presence based on heat signatures. They are cost-effective but limited in distinguishing between people and objects. 2. Ultrasonic sensors emit sound waves to detect occupancy, useful in environments where visual privacy is a concern. 3. Video cameras equipped with analytics can accurately count people and track movement patterns, though they raise privacy concerns. 4. Wi-Fi trackers use the signals from smartphones and devices to estimate occupancy, which is less invasive but can be less accurate if not everyone carries a device.

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3 Integrate with other systems

Sensors alone cannot provide all the information you need to understand your occupancy patterns. You also need to integrate your sensors with other systems that can enrich your data and provide context. For example, you can integrate your sensors with your booking system to compare the actual and planned occupancy of your rooms and desks. You can also integrate your sensors with your HVAC and lighting systems to adjust the environmental conditions based on occupancy. Integrating your sensors with other systems can help you improve your data quality, efficiency, and user satisfaction.

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4 Use analytics software

Once you have collected and integrated your occupancy data, you need to use analytics software to process and visualize it. Analytics software can help you transform your raw data into meaningful insights and actionable recommendations. For example, you can use analytics software to identify occupancy trends, patterns, and anomalies. You can also use analytics software to create dashboards and reports that can communicate your findings and support your decisions. Analytics software can help you use your occupancy data to optimize your space planning, design, and management.

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Nishant Pandey

Director of Product Management @ JLL Technologies | Driving Product Innovation
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Employing analytics software allows for the aggregation and analysis of data collected from various sensors. This software can identify trends, generate alerts for unusual patterns, and provide insights for decision-making. Features to look for include: 1. Real-time data processing 2. Historical data analysis for trend identification 3. Customizable reports and dashboards 4. Predictive analytics for forecasting occupancy trends

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5 Validate and update your data

Technology can help you collect and analyze your occupancy data, but it is not infallible. You need to validate and update your data regularly to ensure its accuracy and relevance. You can validate your data by comparing it with other sources, such as surveys, feedback, or observations. You can also update your data by calibrating your sensors, adjusting your metrics, or incorporating new information. Validating and updating your data can help you avoid errors, biases, and gaps in your occupancy data.

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Nishant Pandey

Director of Product Management @ JLL Technologies | Driving Product Innovation
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Regularly validate the accuracy of the occupancy data collected by comparing it against manual counts or other benchmarks. This process helps identify any discrepancies and calibrate the sensors or algorithms accordingly. Keeping your system's firmware and software updated ensures you benefit from the latest improvements in data accuracy and sensor functionality.

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6 Involve your stakeholders

Finally, technology can help you collect and analyze your occupancy data, but it cannot replace the human element. You need to involve your stakeholders, such as your users, clients, and partners, in your occupancy data accuracy process. You can involve your stakeholders by informing them of your data collection and analysis goals and methods, soliciting their input and feedback, and sharing your results and recommendations. Involving your stakeholders can help you gain their trust, support, and collaboration in your occupancy data accuracy efforts.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Nishant Pandey

Director of Product Management @ JLL Technologies | Driving Product Innovation
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Additionally Consider things such as: 1. Privacy Concerns: Implement data collection methods that respect individual privacy. Anonymizing data, especially from video cameras, is crucial. 2. Cost-Benefit Analysis: Evaluate the costs of implementing and maintaining sensor networks against the expected benefits in energy savings, improved space utilization, and enhanced occupant experience. 3. Scalability and Flexibility: Choose solutions that can scale with your organization’s growth and adapt to changing needs. 4. Regulatory Compliance: Ensure your occupancy data collection and usage practices comply with local laws and regulations, particularly regarding privacy.

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What are the most effective ways to use technology for occupancy data accuracy?

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3

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1 Define occupancy metrics

2 Choose appropriate sensors

3 Integrate with other systems

4 Use analytics software

5 Validate and update your data

6 Involve your stakeholders

7 Here’s what else to consider

Facility Management (FM)

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What are the most effective ways to use technology for occupancy data accuracy?

1

2

3

4

5

6

7

1 Define occupancy metrics

2 Choose appropriate sensors

3 Integrate with other systems

4 Use analytics software

5 Validate and update your data

6 Involve your stakeholders

7 Here’s what else to consider

Facility Management (FM)

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