Workplaces contain massive amounts of valuable data – from meeting room hardware, booking systems, access control systems, and more. But too often, this data is scattered across different platforms or buried in dashboards that few people actually check. The result? Missed opportunities, wasted resources, and growing frustration.
The real challenge isn’t collecting more data. It’s turning what you already have into decisions that make a difference. In this blog post, we explain how you can start making your workplace data work for you.
Before you even think about collecting more data, get specific about what you want to achieve. Are you trying to cut energy costs, shrink your office footprint, or make better use of your space? The more clearly you define your goals, the easier it is to focus your efforts and measure success.
Ask yourself:
Setting clear objectives up front helps avoid the trap of collecting data for data’s sake. It also makes it much easier to communicate expectations and get everyone on the same page.
Most workplace data is scattered across different systems, hidden in silos, or missing all-important context. This makes it hard for anyone – let alone decision-makers – to get a clear picture of what’s going on. Integrating your data so you can access it in one place is the first step to turning chaos into clarity.
Context is critical. For example, energy data on its own doesn’t tell you much. But when you combine it with occupancy and air quality data, you can start to see where inefficiencies are hiding and where changes could have the biggest impact.
Once your data is in one place, it’s time to actually use it. This means more than just glancing at dashboards – it means analyzing to find patterns, trends, and inefficiencies. Are certain areas always empty? Is energy usage spiking at odd times? Are meeting rooms underused?
This step is often overlooked, but it’s where the real value starts to emerge. If you don’t have the right expertise in-house, consider working with partners who can help interpret the data and highlight the opportunities that matter most.
Building trust in your data is crucial. Make sure everyone agrees on how key metrics are defined and calculated – otherwise, you’ll end up with competing versions of the truth and stalled progress.
No single team can do this alone. Facilities, HR, IT, and finance all have a stake in how space is used and what changes get made. The best results come from genuine collaboration – setting up a steering group or committee with key decision-makers, and making sure everyone is aligned on goals and priorities.
Building buy-in isn’t just about showing potential cost savings. It’s about highlighting real pain points – wasted space, high energy bills, or a poor employee experience – and showing how data-driven decisions can solve them. Communication and transparency are also key: keep stakeholders informed and involved from start to finish.
Even with the right data and a strong business case, action can stall. Don’t wait for perfect information or a flawless plan. Start small, measure the impact, and adjust as you go. Upskill your teams so they know how to access, analyze, and act on the data. Over time, you’ll move from quick wins to bigger, more strategic decisions.
After you’ve taken action, measure the results. Did you achieve what you set out to do? What worked, and what didn’t? Use these insights to refine your approach and build the case for scaling up. The process should be ongoing – keep iterating, keep learning, and keep driving value.
Let’s say your company wants to optimize its space utilization. Start by gathering data from sources you already have, like Wi-Fi access points and meeting room booking systems. If you need more detail, consider adding occupancy sensors – but only after you’ve made the most of your existing data.
Analyze the data to spot underused areas and peak occupancy times. Prioritise changes that will have the biggest impact: consolidate floors, convert empty rooms into collaboration spaces, or optimize meeting room availability based on usage patterns.
Collaboration is essential here. Make sure facilities, IT, and HR are all on board, and keep employees informed about what’s changing and why. Track usage and savings over time, gather feedback, and use what you learn to improve and expand the strategy.
Workplace data is only valuable if you use it. The real challenge – and opportunity – is in setting clear goals, bringing your data together, analyzing it properly, and working together to make decisions and take action.
Focus less on collecting more data, and more on making decisions with what you already have. That’s how you turn information into real business value.
Want to start turning your workplace data into decisions? Schedule a call for advice from one of our experts.