Jul 6

Functional Suitability - Does it Matter?

We are starting to talk about space functionality more when discussing utilisation and yet, in some instances, its importance is often downplayed. How important is it and what do you need to do to improve space functionality?
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There are various different methods space managers can use to get more out of the space available but one key aspect rarely discussed is the importance of knowing how functional the space available is and what you need to do to improve its functionality.

What is space functionality?

The functionality of space is often ignored - but it shouldn’t be.

A space with a poor functionality hampers its users, working against the way they would like or need to work. By having functional space the users have the space and tools they require to make the most out of their time and perform the best they can.

How we use space changes over time too. For example, offices, libraries, seminar rooms and some lecture spaces can now be classed as screen-centric spaces. It is also important to recognise that how people say they use the space can differ in reality. When 'making do' isn't an option or when tutors and students need a space that really meets they needs, as a space manager, you need to come up with an alternative.

How to measure space functionality

The best way to understand how functional your space is by measuring it.

By measuring the functionality of the spaces at your institution, you are collecting valuable data on how the space performs in relation to the expectations for this type of space and the user requirements and expectations.

This can be done by carrying out a Functional Suitability Survey. This can be carried by per area or across the entire estateTypically this is done within the boundaries set by the Higher Education Statistics Agency (HESA), the designated data body for England. This provides a great starting point and also ensures the institution has a data set they can return via EMS, for example.  
Functional suitability data to be collected using the following criteria:
  • Legislative Compliance
  • Energy Performance
  • Environment
  • Layout
  • Location
  • Flexibility
  • Servicing
  • User Perception
  • External Environment

Each of these criteria should be weighted using this scale: 
  • Excellent – High degree of satisfaction.
  • Good – no major changes necessary.
  • Fair – Below acceptable standard requiring change.
  • Poor – Unacceptable requiring significant improvement.

What the criteria don’t indicate is how to measure this for each space. In this instant, vagueness is actually helpful, as it enables institutions to construct their own functionality checks that reflect the users demands for each space.

For example an office space seen by its users as an “excellent” functional office space, will have very different requirements in comparison to a teaching space or a laboratory.

Therefore, you can construct functionality checks that specifically focus on the different factors that help define an excellent/good/fair/poor space within each of the criteria set by HESA.

A valuable data set

If the Functional Suitability Survey is completed for all spaces across an institution the result is a valuable data set that outlines which areas and specific spaces are the most or least functional.

The data can also give an indication of why this is the case. As Escentral, the team have completed these surveys and the one suggestion they always bring to the table is to leave a 'free text column'. This allows for a narrative to be recorded as to why a space is rated as it is, especially important for those rooms or areas rated 'poor'.

With the data gathered and reviewed, the options can be considered, discussed, and costed, and then changes and improvements made.

As the functionality of the space increases so too should the user experience, helping to improve staff and student performance as well as the staff and student experience feedback the institution receives.

In summary

As mentioned, one of the best and only ways of collecting informative and actionable information on how functional space is within an institution is to carry out a Functional Suitability Survey.

At Escentral, we have an experienced team who can complete this for you. As well as being a great way to save on your time, it is also an objective exercise, the result of which is a data set and report including data analysis, conclusions and action focussed recommendations .

If you are interested in understanding the functionality of the space within your estate,  get in contact by emailing us at [email protected] 
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