How a growing prop-tech company is helping big business save space and deliver new ways of working

Feature Article

A growing workplace technology specialist is making an impact in sensor-based office space management, as firms seek better returns on real estate and new ways of working and retaining staff.

Hundreds of corporations worldwide have introduced Abintra’s WiseNet system to monitor and manage the use of desks, meeting rooms and other office spaces.

The patented system, two years in the making, relies on industry-leading sensors that detect if anyone is occupying a desk or a seat in a meeting room. The Wisenet software then delivers a real-time visual display of space usage floor by floor. Crucially, it gathers statistics over time that can be used to make space saving decisions such as implementing desk sharing, how many desks are required and rationalisation of office space. This in turn creates opportunities to introduce new ways of working with wellbeing spaces, such as break out and cafe areas.

Once a desk sharing system has been implemented, the system delivers information on communal screens so that employees can locate free desks, meeting rooms and other spaces.

Meanwhile, for managers, it allows for ongoing review of space usage and for dealing with that trickiest of tasks, managing use and abuse of meeting rooms. It displays information about how many people, if any, are in a meeting room against booking information for a better understanding of space requirement.

Abintra says Wisenet sets the standard in space utilisation systems. Unlike competing solutions, it doesn’t rely on employees to log on to a computer, upload an app to a phone or carry a sensor around with them to sense that someone is using a space. Methods like these have obvious drawbacks because they fall down if the employee accidentally or on purposes fails to use them. They also raise the spectre of employers spying on employees whereas the Wisenet sensors effectively record that someone is in a space without reporting on what he or she is doing or his or her identity.

Wisenet also scores against systems using off-the-shelf sensors, because its purpose-built devices are more precise and more discreet because they can be mounted underneath and at the back of a desk rather than close to the edge. That precision is important because it enables monitoring of other kinds of spaces than desks, notably individual meeting room seats. Wisenet says other systems can’t match its reliability in those areas and often amazed how companies get talked out of this most important requirement.

Tony Booty, director at Abintra, says: “Most organisations know they could reuse some space, probably a lot of it, but fear staff won’t understand how that can happen without them being cramped together. We can help. Instead of corporate real estate managers being seen as the enemy by building users, we give you a way to prove what will best support the requirement. Once people understand the statistics, they will understand the solution, which can be a better environment with a variety of spaces, better suited to the changing world of work.”

Wisenet maintains that any organisation can benefit from reviewing its space utilisation, but the company is typically called in when a corporation is going through a reorganisation, restructure or merger, or when it is considering moving offices.

“Once you have the data, you might discover you do not need to move to bigger premises, after all, but if you do, you will have a much better understanding of how much space you need in the new location,” says Tony Booty.

Banks, insurance companies and local authorities are among those who have used Wisenet to inform decisions about real estate, sometimes making huge savings in space usage and associated costs. Another significant benefit that Abintra points to is staff retention and reduced HR costs, by allowing customers to reconfigure floors for agile working with collaborative spaces and even coffee shops.

When the system was used to reconfigure one floor of an insurance company’s building, it opened the door to staff welcoming a move to new offices where they knew all floors would be configured that way.

There are other uses for the data, including risk management, providing information on how much space would be needed if an operation has to relocate because of an emergency such as a flood. It can be used to plan efficient security routes and to reduce energy costs and carbon footprint by managing heating and air conditioning based on utilisation. The sensors record temperature as well as occupancy.

Perhaps the feature that resonates most loudly with customers is accurate meeting room scheduling. Unlike button systems or paper trails, the system reports on how many people, if any, are in a meeting room at any time without those people being required to do anything. One customer discovered a senior executive was routinely using a large meeting room as an annex to his office. Another found that staff were regularly booking pricey hotel meeting rooms in Belgravia when, contrary to what their Intranet was telling them, there was meeting space free in the office.

Abintra launches environmental platform for office real estate management

Flexible workplace specialist Abintra has launched a new environmental platform integrated with its office space monitoring system.

Abintra’s consultancy and award-winning WiseNet technology are used by major firms worldwide to manage how they use their office real estate, allowing them to introduce new kinds of spaces to respond to the growing trend towards agile working.

Now, with the launch of its new combined sensor, the system can provide data on key environmental metrics as well as space utilisation without the need to increase the overall number of sensors in a building.

With that environmental data, facilities managers can deliver high levels of comfort for office users while helping to reduce energy waste. For example, by collecting data on the environmental conditions at each workstation, systems can be adjusted to provide improved levels of temperature and humidity control.

Tony Booty, Commercial Director at Abintra, said: “This new technology will be a boon to our current customers and prospective clients, and it will reinforce our reputation as a leader in occupancy management. We believe it will play an important role as companies strive to achieve reduced energy costs and emissions as well as providing improved working environments for their people.”

The product has been launched in response to growing demand from Abintra’s customers and prospects for technology that looks at wider aspects of the workplace, including comfort and wellbeing, as large organisations compete to attract and retain the best talent.

The new combined sensor can link to existing building automation or lighting while built-in environmental sensing can augment or control systems directly. Integrated into the WiseNet system, sensors can measure and monitor a building’s environmental demand to deliver essential reporting data in real-time.

Paul Hallam, Abintra’s chief product strategist, said: “With the introduction of our fully functional environmental solution, we have added another first to our product portfolio. This new technology is now available to be implemented at customer locations.”

Introducing Surveys – the fast way to monitor your office space

How long will it take you to find out if you’re using your office space efficiently? Book one of our fast-track workplace surveys, and you’ll have all the answers at your fingertips in just four weeks.

Booking your four-week study is a great first step towards introducing flexible working, or making your existing office layouts even more agile.

Our experts will install the sensors and link them wirelessly to our award-winning software. We’ll help you to interpret the data, and we’ll advise on new workplace strategies in line with your corporate goals.

You’ll discover for the first time exactly how much desk space is going to waste and how often those over-booked meeting rooms are really being used. The results are often genuinely astonishing with typical potential space savings of 30 per cent or even more.

Knowing how your office real estate is actually used can translate into lower overheads, and it also gives you the option to create more agile working environments, which are valued by employees. So realigning your workspace can make a real contribution to recruitment and retention.

Abintra always involves your people from the outset in any space utilisation study so that they come along on the journey. It’s all about making better spaces that support you and your people to deliver your business objectives.

The starting point is knowing where you are now, and that’s where Abintra adds value. Unlike some alternative methods, our Wisenet system delivers ultra-accurate data that can be studied over any timeframe and filtered by any parameter of your choice. Most importantly, with Wisenet, you know you can rely on the results.

Join major corporations worldwide who trust Abintra’s industry-leading expertise for unrivalled insight into office real estate. Our pioneering WiseNet sensor technology sets the industry benchmark for utilisation and environmental monitoring.

To find out more, please use the Contact link below.

You’re just four weeks away from finding how you’re using your office real estate and how to adapt for the future.

Corporations must harness prop tech to adapt to new ways of work – special report

The world of work will continue to evolve in 2019, and corporations must find ways to adapt their office real estate.

That is the conclusion of a new piece of research by flexible workplace specialist Abintra.

Published in a new report, the study highlights how corporations are struggling to manage office space efficiently as the trend towards agile and flexible working gathers momentum.

The publication explores methods for responding through office space utilisation techniques, including the latest tech options.

Compiled by Abintra’s US office, Emerging Trends in Occupancy Management asks if an emerging class of technology services could be the solution to the challenges faced by real estate professionals in 2019.

It sets out the pros and cons of different approaches to managing office space usage, including people counting and tracking, either manually or via WiFi, swipe cards and PIR sensor systems.

Previous research by Abintra has revealed that corporations waste as much as 30 per cent of office space and two thirds of meeting room space because of under-utilisation. The value of that prime real estate in the UK alone tops £10 billion.

The report shows that companies are learning to get by with fewer people and need less space per worker as they allow more employees to work flexible hours, or work at home.

It quotes one US real estate professional as saying: “There is this constant trend to get more productivity and efficiency out of office space.”

But while real estate managers would like to rationalise the amount of space being used, or to make better use of it, the report points out that doing so is increasingly complex. Density can vary significantly due to various factors such as the nature of work, building codes and even the use of space as a reward for more senior personnel.

Calculating how much space is actually required depends on working out how space is currently used and how it could be adapted. Unfortunately, as the report shows, many of the techniques used for measuring usage don’t deliver reliable information. It points out the flaws in many traditional measurement tools and in many of the technological solutions on the market.

Abintra’s own system relies on passive infrared sensors mounted to the underside of work surfaces to detect presence linked to powerful software. It is non-invasive compared with systems that rely on individual workers’ phones or computers to track them. The resulting data is displayed on a live floor plan, available on an app, web browser or a display in the office entrance area so that employees can see where there are available desks within a building and choose where to work.

The report draws on Abintra’s experience in the field as well as publicly-available information from Avison Young, CBRE, Urban Land Institute, Balfour Management Consultants, Harvard Business Review, Deloitte and MarketWatch.

The report is available to download at https://abintra-consulting.co.uk/emerging-trends-in-occupancy-management/