Oct 2

How Universities Can Get the Most Out of Their Space Utilisation Survey

Over the years, we’ve found a few key things can really help institutions to get the most out of their space utilisation survey.

🔍 Determine your objective(s)

What is it you are looking to achieve? Pin this down, interrogate it, and discuss how your survey results will help you achieve this. Also, consider how might people shoot holes in your data. Then use this knowledge to inform your methodology and ensure you collect the data you need to inform your objective(s).

⏰Choose the right time slots

Consider your objectives and whether evenings or less-used times (5-6, Weds afternoon) will provide data that can inform opportunities for improvement. We recommend institutions include all of their core teaching hours as a minimum (check with your timetabling team and/or policy for confirmation on what these are).

⭕ Avoid activity changeovers

Capture data at the right times (often, but not always, between 10 past the hour and 10 to the next hour). Make sure it reflects your actual timetabling periods, avoiding changeovers that can distort the data.

📅Select a typical week

Avoid half term or any other week that could be regarded as unusual. You want to avoid the potential for there being 'reasons' why the data you collect may not reflect typical practices.

🏢 Capture all teaching spaces

Don’t forget departmental rooms. These can represent a big chunk of your estate, and understanding their utilisation is key to improving overall efficiency and booking practices.

🧪 Consider specialist spaces

Labs and research rooms might be occupied even if no one’s physically present. Make sure you correctly identify teaching vs research spaces, and that you account for those with mixed use within your analysis and interpretation.

👥 Manage your survey team

Ensure your team is well-prepared, knows what to expect, and has support from on-site management to ensure accuracy and that all gaps are covered. You want an accurate and complete dataset that people can't shoot holes in; effective resourcing, training, and management is key to this.

🚀 Act quickly with a clear action plan

Input and analyse the data within a week or two, and have a post-survey plan (a topic for a future blog!). Engage stakeholders early and ensure the data leads to tangible changes, like improving timetable request accuracy or consolidating under-utilised spaces.

📈 Use the data to inform strategic decisions

Whether improving energy efficiency, reducing capacity, or creating a new in-demand space, use the insights to make long-term improvements across your estate. (Another topic for a future, more detailed blog!)

By following these steps, you can ensure your survey drives meaningful results that benefit your university in the long run, and that you get a return on your space utilisation survey investment.
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