Space Planning with AI

The challenges of flexible workspaces are surpassing the capabilities of traditional space planning tools. Manual methods like employee surveys and door counts are not only time-consuming but also lack the insights necessary to keep up with occupancy trends. Consequently, companies are now turning to AI-powered space management solutions, such as Smarten Spaces , to make more informed spatial decisions and gain a competitive advantage.

Managing spaces has always been challenging due to evolving workforce needs, changing organizational priorities, fluctuating headcounts, diverse departmental requirements, and the increasing prevalence of hybrid work models. However, advancements in technology, especially AI, have significantly simplified these tasks. AI-driven platforms like SpaceOnAI provide efficient, precise, and streamlined solutions, enabling organizations to quickly adapt and optimize their environments effectively

Defining the AI Planner

AI Planner is an innovative feature for strategizing and managing office space, aimed at enhancing efficiency and employee satisfaction. It utilizes predictive analytics with AI algorithms to analyze historical data and forecast future space needs based on factors such as workforce size, departmental requirements, and seasonal variations. This allows companies to adapt their space to meet changing demands, reduce underutilized areas, and optimize resource allocation.

Features of the AI Planner

The indispensable AI Planner is essential for any organization aiming to make informed Spatial decisions. Here are a few of AI Planners key highlights-

• Scenario Planning: Execute strategic, scenario-based optimization of workspace utilization pan-portfolio.
• Demand & Supply: Implement AI-driven recommendations to ensure efficient use of available space, aligning demand with supply.
• Automatic Stacking: Automatically restack underutilized zones and strategically consolidate departments for better space management.
• Move Management: Leverage AI-based space allocation methods to minimize disruptions during office relocations and adjustments.
• Asset Management: Efficiently reallocate underutilized assets to areas where they can be more effectively utilized.
• Employee Experience: Offer personalized recommendations for meeting room bookings and desk assignments to improve employee satisfaction and productivity.

Use Cases for Space Planning

• Scenario 1 - HR department requests 20 additional desks, SpaceOnAI reveals that the current desk usage in that department is only at 38%. AI send critical insights and recommendations to the HR department, prompting a reevaluation to avoid unnecessary desk acquisitions. On selecting the right option, desk allocation and rearrangement is done and suggested by AI. Multiple options can be evaluated and the most optimized decision is made. Cost and time both saved.
• Scenario 2 - SpaceOnAI identifies that the Finance department has a 98% desk utilization rate, indicating a pressing need for additional desks. As a result, desks from the underutilized Design department are reallocated to the high-demand Finance area, optimizing space utilization and significantly reducing costs. Such stacking and restacking scenarios can be developed by AI in minutes keeping spaces always optimized. Multiple scenarios always make users happy and data driven decisions are key to reducing friction.
• Scenario 3- HR data indicates that the Marketing department is expecting new hires, necessitating a review of desk and meeting room availability. With current meeting rooms frequently fully booked, relocation scenarios are created using AI to best optimize spaces and right size them. This proactive approach not only ensures efficient space allocation but also contributes to energy savings by maximizing the use of existing resources and avoiding unnecessary expansions.

Benefits of AI Planner for Space Planning

By analyzing extensive datasets that include employee preferences, work patterns, and real-time occupancy data, SpaceOnAI generates actionable recommendations to enhance efficiency and productivity in office environments.

SpaceOnAI’s AI Planner accurately predicts the demand and supply of space, helping companies allocate resources more effectively, avoid underutilized areas or overcrowded spaces, and make informed investments in corporate real estate. These tools consider factors such as departmental interactions, workflow dynamics, hybrid work schedules, and ergonomic needs to design layouts that enhance collaboration and communication. The resulting real-time insights enable dynamic space allocation, allowing companies to adapt their environments to meet changing demands throughout the day.

Conclusion

Overall, AI has the potential to transform space planning by offering predictive insights, optimizing layouts, and enabling dynamic space allocation. As AI technologies evolve, they will enable companies to develop flexible and adaptive workspaces that meet the changing demands of modern businesses while conserving time and resources. By harnessing AI, organizations can make swift, informed decisions, streamline operations, and efficiently utilize space, thereby boosting productivity and reducing costs.

To learn more about how Smarten Spaces - SpaceOnAI helps CRE leaders understand where there are opportunities for new space potential contact our solution Engineers NOW.