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Using Technology to Improve Space Management

It can be challenging to position your business in a well-designed and efficiently used space while giving it the capacity to grow sustainably, writes CHARLIE FLETCHER



Using Technology to Improve Space Management

As businesses look for efficient ways to scale their operations, finding the right balance for using space can be challenging.

Whether exploring optimal square footage in an office, deciding on warehouse storage capacity, or keeping an eye on long-term expansion, too much or too little space can significantly impact a business’s ability to scale its operations. Often, there is enough space that just isn’t being used efficiently.

Thankfully, modern businesses can use multiple tools and solutions to help them make the best use of their available space and give them the flexibility they need to grow. In this article, we’ll discuss five technologies organizations can rely on to improve their space management.

Space Planning Software Solutions

Perhaps the most traditional solution on this list, space planning software solutions can help organizations optimize the use of their existing space through the use of 3D modeling.

This can be particularly valuable for organizations looking to expand into new office space or facing a major renovation to their current space.

With these software solutions, users can create a detailed 3D model of their office layout that can be used to simulate different layout scenarios, helping them determine the optimal configuration for the number of employees in their office.

These tools can also be used to analyze the current layout of an office to decide how different furniture and layout changes might affect how efficiently the space is being used.

Internet of Things (IoT) Sensors

In addition to helping analysts gain insight into how their workspace is being used, IoT sensors can also be used to track and monitor the actual movement of people in a space.

Sensors such as video cameras, motion sensors, and radio frequency identification (RFID) readers can be used to track and monitor the flow of people in and out of specific rooms or areas of an office, warehouse, or other space.

When integrated with other tools, this data can then be used to trigger actions such as adjusting the indoor climate, dimming lights, or starting an alarm if a sensor detects a dangerous situation.


This data can also create visual representations of how people use space through heat maps.

AI-powered Analytics

AI and machine learning can also help organizations track and monitor the movement of people, the location of assets, and the temperature and humidity of a space. Organizations can gain valuable insight into how people use different areas of a space by using algorithms and big data.

This can be particularly helpful for monitoring data around employee productivity and movement throughout the day or the efficiency of a warehouse pick-and-pack process. While this type of analytics can provide insight into how humans use a space, it can also be used to track how other factors, such as temperature and humidity, impact how people use a space, helping companies make adjustments as needed.

Another benefit to using AI is that it can help organizations make predictions about how they can make smarter, more sustainable energy choices. For example, AI can predict the amount of energy needed for a space which often depends on the number of people in that space.

This analysis can help organizations adjust their energy consumption based on real-time data and give them the resources to monitor, analyze, and plan for better business efficiency within a space.

Hot Desking Solutions

Hot desk booking solutions are increasingly popular ways organizations manage their shared workspaces.

These solutions allow organizations to have fewer workspaces and rotate them, letting employees book the workspace as needed. This type of flexible and short-term rental model can be an excellent way for organizations to make use of otherwise underutilized space.

Hot desking is especially helpful in hybrid work environments. This way, you don’t need a desk for every employee. When they’re working from home, the space is occupied by another employee that is in the office that day.

Alternatively, some solutions also allow organizations to offer up desk space to external individuals to generate additional revenue.

Centralized Document Systems

When it comes to managing and storing shared documents, one thing businesses often struggle with is maintaining an accurate record of which documents are shared with whom. This can be particularly challenging when managing documents stored in cloud-based document management systems or other digital storage solutions.


Thankfully, there are now many document management systems that offer features such as a centralized document search, collaboration tools, and the ability to assign and track documents access across an organization.

These tools can be an excellent way for organizations to keep track of who has access to which documents. They can also provide employees with easily accessible information on space usage, upcoming meetings, available desks, and who is coming and going. This can help everyone do their part in better space management.


It can be challenging to position your business in a well-designed and efficiently used space while giving it the capacity to grow sustainably. However, technology is making monitoring and optimizing your space easier than ever. From using sensors to track foot traffic and occupancy to visualizing data and modeling your space in 3D, there are more and more ways to ensure space management and make it more efficient with the right solutions and planning.

[Image Source: Pixabay]

@TechEconomyNG connects past-present-emerging technological impacts on Businesses, People and Cities. All Correspondence to: [email protected]

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