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Do You Really Need That Anchor Desk? How Occupancy Sensors Reveal the Truth Behind Office Space Usage

As organisations navigate the shift to hybrid work models, facilities managers are grappling with the task of optimising office space.

One of the most common issues they encounter is the insistence by certain individuals or teams that they need a ‘permanently assigned’ or ‘anchor’ desk.

The rationale is that they’re using it all the time, but when it comes down to it, just placing a bag on a desk and then heading off to meetings all day doesn’t constitute true utilisation. Arguably, nor does being a TWAT*.

*I nearly fell off my chair when a customer first used term in a conversation, but if you didn’t already know, it’s an acronym for a ‘Tuesday, Wednesday And Thursday’ in the office worker.

So, how can organisations distinguish between perceived and actual space usage? 

Understanding the Intent vs. Behaviour Gap

One approach to measuring actual desk utilisation is to use data from workspace booking systems.

Unless backed up by a reliable ‘check-in’ capability – this can be misleading as it reflects intent rather than actual behaviour.

Adding to this is the challenge of employee engagement with the booking system: Employees who feel a sense of entitlement to a desk or believe the office is underutilised may disregard the pre-booking process altogether.

This behaviour can skew utilisation metrics.

How Desk Occupancy Sensors Help 

Occupancy sensors are typically small, discreet devices placed under desks.

Rather than relying on pre-booking or check-ins, sensors typically rely on heat or motion detection to determine whether a space is occupied.

This protects privacy while still delivering actionable data on occupancy and usage duration. 

Sensors can also track how long that seat remains occupied throughout the day (whereas a check-in will just record that someone turned up for the pre-booked session).

Identifying Underutilised Spaces 

The data from occupancy sensors can reveal surprising insights. Facilities managers may find that certain desks that were assumed to be high-use are, in fact, barely occupied.  

In one common scenario, a desk that’s permanently assigned to a specific team or individual might be physically occupied less than 20% of the time. This underutilisation often stems from employees spending most of their time in meeting rooms or common areas rather than at their desks. 

One real-life example we came across was where a company had entire banks of desks assigned to teams who rarely used them, with employees opting instead for ‘funky’ collaborative spaces or remote working.  

Another typical scenario was that individuals would use their desk as a coat/bag dumping ground, and then spend the majority of their day in meetings.

By analysing sensor data, this organisation realised it could reduce the number of fixed desks and repurpose the space for more collaborative zones and breakout rooms.

“It’s the bane of our lives when people insist they’re using their desks all the time and therefore need a permanently assigned space. The reality is that they’ll arrive – drop their belongings and then spend the rest of the day in meetings.  Having real occupancy data puts us in a much stronger position to switch to a shared model”. 

Facilities Manager, Financial Services Company 

Overcoming Resistance to Change 

Overcoming resistance to change in workspace arrangements requires clear communication, data transparency, and employee engagement:

  • Leverage Sensor Data for Clarity: Sensor data on desk utilisation offers an objective view, enabling facilities managers to demonstrate actual occupancy patterns. Sharing this data transparently helps build trust, showing that decisions are based on real needs, not assumptions.
  • Engage Employees in the Process: Taking a consultative approach, including employee feedback, reduces resistance by addressing concerns and tailoring solutions to diverse work styles. Involving employees fosters a sense of ownership over the new workspace setup.
  • Offer Secure Storage: Providing lockers or storage areas for personal items addresses concerns over the loss of a dedicated desk. This practical solution respects employees’ attachment to personal space, making them more comfortable with shared setups.
  • Highlight the Benefits: Emphasising flexibility and diverse workspaces—such as collaborative or quiet areas tailored to tasks—or facilities such as ‘standing desks’ can help employees see the advantages, shifting their perspective from loss to opportunity.
  • Pilot Programs for Gradual Transition: A trial phase for flexible workspaces lets teams test new setups and gives management a chance to gather feedback, helping employees adapt and build confidence in the change.

Practical Outcomes and Cost Savings 

The financial impact of optimising workspace allocation can be substantial.

Reducing the number of underused desks and meeting rooms can lead to significant savings on real estate costs. Additionally, efficient use of space may delay the need for costly expansions or allow companies to reduce their office footprint altogether. 

For example – coming back to the TWAT situation – where companies experience peak occupancy on Tuesday through Thursday, they can encourage and incentivise employees to shift their in-office days to balance demand across the week, improving overall space utilisation. 

In many cases, organisations can repurpose underutilised desks as lockers or informal meeting spots, creating a more dynamic and collaborative environment. This aligns with the shift toward activity-based working, where employees choose spaces that best suit their tasks, rather than being tethered to a single desk. 

See occupancy analytics in action

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