Enhancing Space Utilisation in Higher Education: Sweat the Assets!

In an increasingly competitive market universities are more fiscally stretched than ever before as the demands of students and academic workforces increase pressure to finetune and improve the quality of their estates, both academically and experientially.

As higher education specialist architects, we are frequently discussing these challenges with the heads of universities and their estate teams. Often, we are drawing their attention to an obvious, but frequently overlooked item, that can help with the pressures of balancing the books and also provide a welcome positive in the current drive to reuse existing space and properties – space utilisation.

On average, only 20% of universities’ estates are utilised at any given time. So, what can we, as designers do to mitigate this issue?

The first issue is to have an open and honest discussion with each institution about how well they use their own estate; if you have accurate data on this issue then it needs to be shared, and if you do not have data then start now by monitoring how and when your space is used. There may be some embarrassing figures in what is found, but this is an issue that is common across the whole sector. Where utilisation is low, opportunity is high, so think of this as a positive!

So, how can innovative architectural solutions help solve a fiscal problem?

Challenge 01: Seasonal fluctuations

One significant challenge contributing to low space utilisation is the seasonal nature of the use of an estate. Most institutions experience a surge in activity during the academic year but can witness a dramatic drop in use during breaks, holidays, and summer months. These fluctuations pose difficulties in maintaining high utilisation rates throughout the year.

Possible solution: Implementing flexible scheduling. To address the issue of seasonal fluctuations, universities may be able to implement flexible scheduling that promotes year-round utilisation. In the past we have suggested clients to do more summer classes, workshops, conferences, and community events during non-peak periods. Hosting such events can strengthen community ties and generate revenue while keeping spaces active.

Challenge 02: Inefficient space allocation

Inefficiencies in space allocation are another critical factor. Some spaces may be designated for specific purposes but remain underused due to inflexible planning. This is often exacerbated by a lack of communication between departments or an unwillingness to adapt to changing needs.

Possible solution: Redefining space allocation. Institutions should consider redefining how spaces are allocated. Instead of rigid designations, adopting a multifunctional approach can enable spaces to serve multiple purposes. An illustrative example is the adoption of open-plan art studios by one of our recent clients, spaces equipped with ample AV/IT infrastructure and storage provisions. This flexible approach allows studios to be dynamically occupied by various art and design courses, maximising the use and allowing adaptability as well as cross fertilisation of knowledge.

Encouraging collaboration between departments with logical synergies can lead to better space utilisation. Universities can establish committees or task forces responsible for assessing space needs and making recommendations for shared usage.

Challenge 03: Lack of technology integration and the complexity of timetabling/data monitoring

Many Universities lag behind in using technology to optimise space management. Advanced booking systems, smart sensors, and data analytics can provide valuable insights into space usage patterns, helping institutions make informed decisions.

While the designation of spaces might be a relatively straightforward task with the aid of technologies and software, surveys have shown that spaces sometimes are booked but not actually used, and those that are booked and used are often larger than required.

Possible solution: Universities can invest in digital solutions that allow students and faculty to book rooms or resources online. Additionally, the integration of IoT sensors can provide real-time data on space occupancy, enabling efficient resource allocation. This technology can allow the management team to easily filter available rooms to the group sizes required and allows real-time data checks to see time slots. Sensors in the room can provide real headcounts and immediately suggest alternative options if the space is larger than required.

Challenge 04: Legacy infrastructure

Some universities struggle with outdated infrastructure that hinders adaptability. We have come across many old buildings with inefficient layouts and limited accessibility, which can make it challenging to maximise space utilisation.

Possible solution: When constructing new buildings or renovating existing ones, Universities should prioritise adaptive design principles. This includes creating modular spaces that can be easily reconfigured to meet changing needs. Incorporating universal design principles also ensures accessibility for all users. This approach is also aligned to the sector’s sustainability commitments. By incentivising efficient space use, such as reducing energy consumption in underutilised buildings, institutions can align their environmental and financial objectives.

In light of these challenges, it becomes clear that nothing is more valuable than studying space utilisation over a period of time to truly understand and appreciate how these spaces are used. It can be done by a team of surveyors. Alternatively, employing real-time sensors and data analytics tools can provide insights into space utilisation patterns. Understanding such patterns would help Universities identify opportunities to free up space for curriculum expansion and financial benefits.

By embracing flexibility, technology, sustainable practices, and a proactive approach to space management, Universities can enhance their efficiency, reduce operating costs, and create a more dynamic and vibrant campus environment. Ultimately, improving space utilisation is not just about saving resources; it's about creating an environment that nurtures learning, innovation, and community engagement.