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Best and worst: 5 methods for monitoring space utilisation

Rajiv Tyagi

NHS Open Space Business Management Partner

If you’ve already read our blog on the difference between timebound studies and ongoing monitoring by Chris King, Head of NHS Open Space, you’ll know how important it is to choose the right solution for understanding your space.  

But another decision you have to make is how to collect your data. As there are lots of ways to do so, from very basic to more high-tech. And you may want to use more than one to get in-depth data insight to boost your analysis.  
 
The pressure to do more with less continues to grow 

Over one-third (32%*) of estate leaders told us they have a limited understanding of how their space is being used. This lack of insight can lead to wasted space, inefficiencies, and missed opportunities.  
 
This is largely down to money. Indeed, 41%* of leaders say they don’t have the budget to assess their space. But with the right data, you can unlock real value, improve services, and even reduce costs. But how do you collect that data?  
 
In this blog, I'll explain the most common methods of capturing utilisation data, their benefits, and their limitations. I’ve focused on five that are often used. But there’s lots of different options to fit every type of space.  

Pros and cons of data collection methods

Definition: Colleagues physically checking rooms at scheduled times to see if they are in use. 

Pros:

  • Walkarounds are flexible and can be scheduled at times that suit your team. 
  • They allow for human observation, which can capture behavioural insights and context that sensors might miss. 

Cons:

  • This method is time-consuming and labour-intensive, requiring significant colleague effort. 
  • It only provides a snapshot of usage, not continuous data. 

  • Results can be inconsistent due to human error or bias. 

  • The findings may be challenged if the timing of the checks doesn’t reflect typical usage patterns. 

Definition: Estimates the number of devices connected to WiFi in a space. 

 

Pros: 

  • This method uses existing infrastructure, making it a cost-effective option.

  • It can cover large areas without the need for physical sensors.

  • It is non-intrusive and doesn’t disrupt daily operations. 

Cons: 

  • Accuracy depends on the quality and coverage of the WiFi network.

  • It may struggle to pinpoint specific rooms, especially in buildings with many walls or floors.

  • Not all users connect to WiFi, which can lead to undercounting. 

Definition: Devices placed under desks to detect when and how long a desk is occupied. 

Pros:

  • Desk sensors provide highly accurate data on individual desk usage. 
  • They offer real-time monitoring, which helps track patterns over time. 

  • They can be scaled across large office areas. 

Cons:

  • These sensors are only useful in desk-based environments and can’t monitor open or shared spaces. 
  • Some colleagues may view them as intrusive, so clear communication is essential to build trust. 

Definition: Devices that detect presence in a room using light beams.

Pros:

  • Area sensors can monitor entire rooms or open spaces, making them versatile.
  • They provide accurate spatial data and are suitable for a range of environments. 
  • They are ideal for rooms used by different services at different times, like NHS Open Space.  

Cons: 

  • Like other sensor-based methods, they may raise privacy concerns among colleagues. 

  • Installation and maintenance can add to the overall cost. 

Definition: Devices that detect motion using infrared or ultrasonic technologies. 

Pros:

  • They provide real-time data and can track long-term trends. 
  • They work well in various lighting conditions and room types. 

  • They are energy-efficient and low-maintenance once installed. 

Cons:

  • They require a clear line of sight to function properly. 
  • As with other sensors, they may raise concerns about surveillance and privacy.

Why good data matters

Layering your utilisation data with other data points will give you a stronger, more accurate data set so you can make smarter decisions.  
 
I recommend combining your usage data with other factors like room type, tenant type and space function (clinical or non-clinical) to give you a more complete picture of how your space is being used. Doing this can help you see trends, for example; clinical rooms not being used on specific days or times.  
 
These insights help you make informed decisions about how to allocate, redesign, or repurpose space, and provide the evidence you need to support change.  

What can you do next?  

The way NHS services are delivered continues to evolve and flexibility is now more important than ever. NHS Open Space supports this shift by offering bookable clinical and non-clinical rooms across England. Helping services access the space they need when they need it. 

It's also helping the NHS use its estate more efficiently, backed by data, and responsive to the needs of communities. 


Find out more about NHS Open Space 

The amount of admin it saves is worth more than the cost savings for me. Can you imagine if Open Space didn’t exist, where these rooms would come from? How many different little individual places we would need? We’d probably need two more staff, to be honest.

Alex Blatherwick

Head Of Procurement, HCRG Care Group

Learn more about how your space is being used

Get more information on estate optimisation and space utilisation in our complete guide. Written by experts across NHSPS, this guide will give you step-by-step guidance and practical advice about data, stakeholders, timings and so much more.