Insights
The words this field uses loosely
Two suppliers can quote the same occupancy figure and mean different things by it. These are the working definitions Workplaced uses throughout this site, so a number here can be compared with a number there. They are not universal industry norms: compare a figure from elsewhere only when its counted object, capacity and measurement period match.
Measurement definitions
| Term | Definition (Workplaced) | Counted object, capacity and period | Why it gets confused |
|---|---|---|---|
| Occupancy | Definition (Workplaced)The share of workplaces in use at one measurement moment, against workplaces available. | Counted object, capacity and periodCounted object: workplaces in use. Capacity: workplaces available. Period: one stated moment. Exception: workplaces out of service. | Why it gets confusedOften quoted as a daily average, which hides the peak that space is actually sized for. |
| Utilisation | Definition (Workplaced)Use of a space over a period, in seat-hours against seat-hours available. | Counted object, capacity and periodCounted object: seats occupied per observation interval. Capacity: seats multiplied by available hours. Period: stated with the figure. Exception: hours outside the chosen opening times. | Why it gets confusedUsed interchangeably with occupancy, though one is a moment and the other is a period. |
| Presence | Definition (Workplaced)The number of people physically in the building at a measurement moment, counted in aggregate. | Counted object, capacity and periodCounted object: people, never traced to individuals. Denominator: people assigned to the building. Period: one stated moment. Exception: badge data is a floor. | Why it gets confusedPresence is not use: a desk with a bag on it reads as occupied and supports no work. |
| Activity classification | Definition (Workplaced)What the space was being used for, not merely whether it was taken. | Counted object, capacity and periodCounted object: observations of occupied workplaces per category. Period: the measurement period. Exception: categories are fixed before measurement. | Why it gets confusedOften missing, and an occupancy figure on its own does not say what to build. |
| Peak | Definition (Workplaced)The busiest realistic level of use in a measured period, expressed as a high percentile. | Counted object, capacity and periodCounted object: observed moments. Measure: percentile (P90, P95) or maximum, always stated. Interval: the observation interval. Exception: genuine outliers. | Why it gets confusedPlanning on the average guarantees a shortage one day a week. |
| Sharing ratio | Definition (Workplaced)Workplaces provided (numerator) divided by FTE assigned (denominator). | Counted object, capacity and periodNumerator: workplaces. Denominator: FTE assigned, on the definition the policy uses. 1 means one workplace per FTE; 0.7 means 0.7 workplace per FTE. The inverse (FTE per workplace) is the same ratio the other way round. | Why it gets confusedQuoted as a target when it is an outcome, it follows from the policy and the peak. |
| Enablement | Definition (Workplaced)The support of the work by the work environment, measured per activity. | Counted object, capacity and periodCounted object: respondents who feel supported. Denominator: respondents for whom the activity matters. Period: one survey round. | Why it gets confusedConfused with satisfaction, which measures how people feel rather than what the building does. |
| No-show rate | Definition (Workplaced)The share of bookings made without observed use. | Counted object, capacity and periodCounted object: bookings without observed use. Denominator: bookings made. Period: stated with the figure. Exception: bookings released in time. | Why it gets confusedIn Workplaced's measurement rounds between a fifth and a third, highest on the busy days. Not a sector benchmark. |
Working definitions of Workplaced, used across this site and in every Workplaced report. They are not universal industry norms.
Strategy and programme of requirements
| Term | What it is | Scope and limits |
|---|---|---|
| Workplace strategy | What it isThe coherent set of choices about how, where and when people work and which work environment fits that: work patterns, hybrid working policy and the types of workplace. | Scope and limitsAbout ways of working and fit-out. Housing the organisation falls under the housing strategy. |
| Housing strategy | What it isThe choices about how much real estate the organisation needs and where: keep, renew, downsize, consolidate or move. | Scope and limitsAbout housing the organisation. The workplace strategy supplies the data on how people work. |
| Space programme | What it isAn overview of the space types, numbers and areas needed, with a cost estimate. | Scope and limitsA starting point for design and budgeting and input for the programme of requirements. Not a final CAD floor plan. |
| Programme of requirements (PvE) | What it isThe document in which the client sets out what a building or fit-out must meet, as the basis for design and quotes. | Scope and limitsA space programme is one input to it. Workplaced only calls an output a programme of requirements when it covers that full scope. |
Working definitions of Workplaced as used on this site. They are not universal industry norms.
Each term in full
- Occupancy
Formula, a worked example, and why the daily average hides the figure that sizes the building.
- Utilisation
Seat-hours worked through, and the gap between a full calendar and a used room.
- Presence
How it is expressed, how it is measured in aggregate, and why it is the weakest measure alone.
- Activity classification
The categories, one floor's activity profile, and what it changes in a space programme.
- Peak
Percentiles worked through on 600 people, and the cost of designing to the mean or the maximum.
- Sharing ratio
Derived from the peak rather than chosen, with the calculation set out.
- Enablement
Calculated per activity, and the survey round where satisfaction and enablement disagree.
- No-show rate
Measured against observation rather than the calendar, and why Tuesday is the number to report.
Comparing two suppliers' occupancy figures?
Describe in a message how each supplier defines its occupancy figure, and we will tell you what each one is counting.