Case Study

Unlocking the Value of Occupancy Data for a Luxury Coworking Space

The Challenge

How can coworking spaces better utilise occupancy data to create frictionless experiences: from personalised service to exceptional staff and amenities, encouraging wellbeing for every member?

Industry: Coworking space

Product: Gaia Office

Measurable Results

18

Floors, across 3 coworking offices

80+

Office spaces, 9 meeting rooms, 50+ hot desks

550

Daily visitors and members

18

Floors, across 3 coworking offices

80+

Office spaces, 9 meeting rooms, 50+ hot desks

550

Daily visitors and members

The Project

This cutting-edge coworking space in the heart of the city’s financial district delivers hospitality-driven guest experiences in a sophisticated setting. With 80+ dedicated office spaces, 9 meeting rooms, 50+ hot desks, 3 lounges and breakout areas, they were looking to answer questions most coworking operators grapple with: Which desks are the most popular? Do people prefer to sit at the lounge, bar, or bay window? How are meeting rooms used? Can we allocate staff based on traffic? The challenge was to uncover actual occupancy and behavioural patterns to optimise space use, improve service and return on investment.

SEE MORE STORIES

Hot desks, private offices or meeting rooms? How do you engineer the perfect balance of amenities and spaces to match daily and seasonal trends? For coworking spaces, occupancy insights create an environment for unparalleled service.

What We Did

Understand space usage to uncover daily and seasonal trends

Our solution made the most of existing infrastructure — CCTV cameras at entry/ exits, digital door lock data for private offices, QR codes for member vs guest profiling, booking system data to compare actual usage of meeting rooms vs. bookings. We deployed additional seat sensors in meeting rooms and coworking areas to monitor seat usage, as well as added cameras to analyse the usage of bar and break out areas. This spatial and anonymous behavioural data was then collated and analysed by the Gaia platform. Data on people counts, average daily attendance, weekly attendance, peak hours for entry, meeting room and private office usage helped delineate daily and weekly patterns and identify opportunities to optimise spaces and streamline staff allocation based on actual trends in traffic.

  • Leveraged existing digital touch points to collect occupancy data
  • Low hardware installation costs
  • Analytics dashboard with accurate data
  • People counts, average daily attendance, weekly attendance, peak hours for entry
  • Coworking, meeting room and private office usage
  • Cloud-based platform to implement insights and drive data-based decisions

The Impact

Minimise operational hurdles and elevate user experiences

For coworking operators, a deep understanding of members’ daily and seasonal patterns and preferences helps improve the experience and service on offer. Tracking visits helps coworking operators better plan space allocation between private offices, hot desks or conference rooms, and optimise their portfolio across multiple locations. Insights on space usage are also invaluable to companies as they transition to hybrid work models and collaborate with coworking operators for additional managed space. The analytics allow coworking operators to redesign their spaces based on actual data, rather than guesswork, to best meet the needs of their valued members.

Visual from a Gaia Office dashboard
For coworking operators
  • Pre-empt, meet, and exceed the needs of ambitious clientele
  • Reduce operational costs
  • Increase space ROI
  • Redesign spaces for productivity based on behavioural insights
  • Understand daily/seasonal traffic
  • Transparent operations
  • Intelligent staff allocation
  • Energy usage optimisation/reduction
For members
  • Consistent support, exceptional personalised service
  • Enhanced comfort, wellbeing
  • Full transparency
  • Higher productivity