Asure Software Offers Tips to Maximize Workspace Utilization

  Asure Software Offers Tips to Maximize Workspace Utilization

Whether their offices have under-used space or they’re feeling crowded,
business leaders are looking for ways to optimize office space

Business Wire

AUSTIN, Texas -- August 29, 2013

In response to a growing interest from businesses that are searching for
strategies to reduce or optimize underutilized office space, as well as
businesses that are running lean on space and searching for efficient ways to
accommodate staff and manage demands, Asure Software, Inc. (Nasdaq: ASUR), a
leading provider ofworkplace management software solutions, offers 10 tips to
help business leaders optimize office space.

“Research shows workspace utilization rates often are 40 percent or less due
to business travel, off-site meetings, vacations, leaves, telecommuting, and
other factors,” said Steven Rodriguez, Asure Software Chief Operating Officer.
“Through careful analysis and planning, many organizations can reduce their
excess real estate or reconfigure existing space to improve workspace density
without negatively impacting staff members.” Asure’s team outlines the
following workspace planning tips:

1. Ask questions: Survey employees on their usage patterns and preferences,
and solicit their feedback for enhancements. Remember, responses are
subjective, and the information provided is anecdotal. It does not have much
meaning without being cross referenced with hard data.

2. Understand desk utilization: “Bed checks,” a common approach to measuring
workspace occupancy, only provide a snapshot of use. The data can be
inaccurate because it does not present the whole picture. Automated presence
detection sensors at work stations provide more accurate data on when, how
long and how often workspaces are being used over periods of time, which helps
to account for natural variations such as holidays, peak vacation times,
business travel, etc.

3. Measure meeting room usage: Conference and meeting spaces frequently are
not used efficiently. Rooms in prime locations or with better amenities may be
in high demand while other spaces sit empty. Automated presence detection
sensor systems can measure how, when, and to what extent meeting spaces are
being used.

4. Understand actual vs. planned utilization: Just because a meeting or
workspace was booked doesn’t mean it was actually used. Combining reservation
system and presence detection data can help to determine actual space needs.

5. Hibernate under-utilized space: Using room scheduling software to make
space unavailable can help reduce energy costs required to light and heat or
cool the space.

6. Use data analysis for better decision-making: Workspace utilization data is
more valuable when combined with robust analysis capabilities. A Business
Intelligence system that provides real-time, interactive dashboards and
drill-down functionality can provide more insight than static spreadsheets to
support better real estate decision making.

7. Consider variable workspace options: Organizations with small satellite
offices or those that have taken on additional real estate as a result of
acquisitions should consider their entire real estate footprint and how those
remote spaces are used. Selling or sub-leasing underused spaces and moving to
variable workspace options such as co-working facilities can be a more
cost-effective way to accommodate staff in those locations.

8. Integrate workspace applications with IT: As technology becomes a driving
force behind workspace utilization systems, it is essential to involve the
organization’s IT staff to ensure proper system integration and optimal

9. Consider the mobile workforce: Shared workspace models are gaining traction
as a more efficient and cost-effective alternative to traditional assigned
space designs. Workspace and meeting space scheduling technologies can help
ensure mobile workers can locate and reserve the space they need for meetings
and drop-in work time.

10. Communicate with employees: Any major workspace change – whether it’s an
expansion, reduction, reconfiguration, redesign, or new approaches to how
space will be booked or used – requires careful and thorough communication
with employees. Remember that employees’ views may be influenced by the more
anecdotal planning measures like interviews and bed checks, so make sure to
also share hard data that has been collected. The numbers can help tell the

For more information on workspace and workforce trends, including free white
papers, briefings and webinars, visit

About Asure Software

Asure Software, Inc., (Nasdaq: ASUR) headquartered in Austin, Texas, offers
cloud-based time and labor management and workspace management solutions that
enable businesses to control their biggest costs – labor, real estate
andtechnology – and prepare for the workforce of the future in a highly
mobile, geographically disparate and technically wired work environment. Asure
serves approximately 6,000 clientsworldwide and currently offers two main
product lines: AsureSpace™ workplace management solutions enable organizations
to maximize the ROI of their real estate, and AsureForce^® time and labor
management solutions deliver efficient management of human resource and
payroll processes. For more information, please


Asure Software, Inc.
Jen Roth, (651) 405-3061
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