What is space management in facilities management?

What is space management in facilities management and why does it matter?

Space management in facilities management refers to the methodical planning, monitoring and control of physical spaces within a property. This includes how rooms, desks, communal areas and circulation zones are allocated and used. The goal is to ensure that each space supports its intended function, whether for work, learning, care or operations. This approach improves space utilisation, supports health and safety compliance, and helps reduce operational costs across facilities such as offices, schools, healthcare buildings and warehouses.

What does strategic space planning involve?

Strategic space planning focuses on aligning building layouts with real workplace needs. It means assessing how people use spaces for tasks like collaboration, concentration or meetings. By understanding daily movement and interaction patterns, facilities managers can create layouts that improve productivity and comfort. For example, in a hybrid work environment, it may make sense to replace some individual desks with shared workstations and informal breakout spaces. This supports collaboration while reducing unnecessary occupancy.

How is space usage measured?

Monitoring how a space is actually used is essential. Traditional methods such as walk-throughs and usage logs are now complemented by data-driven tools like occupancy sensors and desk booking software. These tools provide real time insights into which areas are consistently busy, which are underused, and where adjustments can be made to improve efficiency. Tracking this data regularly helps organisations maintain responsive and sustainable layouts.

Why is occupancy management important?

Occupancy management ensures that space allocation matches the number of people using a facility. It takes into account patterns like part-time presence, remote work, or seasonal variations in occupancy. Managing this well means that desks, meeting rooms and shared resources are available when needed, without surplus space that wastes energy and money. Organisations can also remain agile, adapting quickly to changes such as team growth, mergers or changes in working practices.

What is involved in managing internal moves?

Move management includes planning and coordinating changes in workspace locations, whether due to renovations, restructuring or growth. It covers logistical details such as cabling, signage and IT relocation. Good move planning avoids disruption, maintains health and safety standards and keeps teams productive. Communication with staff and service providers is a key part of smooth transitions.

How does space management support workplace efficiency?

Improved layouts can reduce congestion, improve workflow and prevent wasted time. For example, placing shared printers and storage in central locations can cut down on unnecessary walking. Combining meeting room booking systems with accurate usage data helps avoid double booking and frustration. With the right setup, people can get on with their work more easily and with fewer distractions.

Supporting productivity and wellbeing through smart design

When a space fits the work being done, it helps people concentrate, collaborate and recharge. Comfortable lighting, quiet zones, informal seating and well-placed amenities all make a difference. As a result, staff are more engaged, less stressed and more likely to remain with the organisation. Facilities that focus on comfort and functionality tend to have higher occupancy satisfaction scores.

Ensuring buildings remain compliant and safe

Proper space management ensures that all layouts meet workplace regulations. This includes maintaining clear access to fire exits, keeping walkways unobstructed, and providing enough room for safe movement. For UK-based organisations, compliance with the Health and Safety at Work Act and guidance from the Health and Safety Executive is mandatory. These requirements can also influence layout changes following audits or inspections.

Supporting sustainability goals

Reducing energy use is a direct benefit of space management. Heating and lighting fewer unused spaces cuts carbon emissions and lowers utility bills. By consolidating teams in fewer zones, organisations can reduce cleaning, maintenance and even rental costs. These steps contribute to sustainability targets and can help meet standards for environmentally responsible building use.

What tools help with space management?

Integrated Workplace Management Systems (IWMS) are often used to manage large facilities. These software platforms bring together data from occupancy sensors, booking tools and maintenance logs. They provide a single dashboard view of how space is used across a building or estate. However, space management is not only about technology. Simple audits and surveys provide valuable insights into how users experience a space and what changes may be needed.

Barriers and how to manage them

Incomplete or outdated space data can lead to poor decisions. Regular reviews, updates to floor plans and clear records of occupancy help keep everything accurate. Change management is also important. Staff may be concerned about losing personal space or adjusting to new layouts. Open communication and involving them in decisions can ease concerns. Budgets can also limit what changes are possible. In these cases, prioritising high impact areas and low cost solutions is a practical starting point.

How often should you review your space?

Most organisations benefit from an annual space audit. This helps keep layouts relevant and responsive to operational needs. If your organisation is going through a major change such as a merger, office refurbishment or large recruitment drive, a review should be done sooner. Ongoing tracking through space usage data or feedback from staff can support smaller adjustments throughout the year.

Involving the right people in decisions

Facilities managers should work closely with department leaders and staff to understand how space is being used and what improvements would help. Collaborative planning reduces resistance and increases the chance of success. It also ensures that proposed changes reflect how people actually work, not just what a layout looks like on a floor plan.

Flexibility is key

Spaces that can be used in more than one way offer better long term value. Multi use meeting rooms, open areas that can be reconfigured, and modular furniture allow buildings to respond quickly to new needs. As hybrid work becomes more common, this kind of flexibility helps organisations remain efficient and welcoming.

Why does staff experience matter in space planning?

People are more productive in spaces that support their wellbeing. This includes everything from having enough daylight and good ventilation to access to quiet rooms or collaborative zones. Layouts should be considered from the user’s point of view. Facilities that support different ways of working help employees feel more comfortable and motivated.

Planning for long term use

Double Check Security Group promotes Space Resilience Planning. This approach encourages regular reviews, scenario planning and keeping infrastructure adaptable. By looking ahead, organisations can avoid reactive decisions and instead prepare their space for future needs. This includes planning for hybrid working, emergencies, business growth and long term leasing strategy.

How Double Check Security Group can help

We work with organisations across the UK to assess, improve and future proof their facilities. Our services include:

• Detailed space audits tailored to operational requirements

• Practical space planning for hybrid and flexible work environments

• Advice on regulatory compliance and risk reduction

• Support for future focused layout design

Our team works independently of software vendors so our recommendations are based solely on what will work best for you. To learn more about how we support property teams, visit our space planning services page

Frequently Asked Questions

What kind of buildings benefit from space management? Any location where people work or deliver services can benefit. This includes commercial offices, schools, clinics, warehouses, council buildings and mixed use developments.

How often should you audit your space? At least once a year, and more frequently if your teams or services are changing quickly.

Does it help with hybrid working? Yes. Space management helps align workstations, shared areas and meeting rooms with actual demand, ensuring that everyone has access to what they need.

Can this help with reducing energy use? Absolutely. Consolidating occupancy in fewer zones reduces the need for heating, cooling and lighting underused areas.

Why work with Double Check Security Group? We focus on practical solutions, not pushing software. Our advice is clear, independent and based on improving how your space supports your team and goals.

For more guidance on effective facilities planning, see recent insights on occupancy trends and agile workspace design.