Space Utilization Study is to determine the long-term space needs of an organization and to determine the best use of available space to provide fundtional and efficient operations. The next step is usually a Feasibility Study to determine the feasibility of locating an organization in an existing vacant space or in a new space to be built. Occasionally, we compare renovation with new construction. The goal is to determine the best solution to provide space for an organization in the most cost-effective way - and still meet the functional needs of the organization.

The primary reason to conduct the study is to develop good information (based on as much factual information as practical) so that an organization can make informed capital improvement plans without significant expenditures. Obviously, the more departments and the larger the organization - the higher the cost to do the study.

Space Utilization Study

Typically, a space utilization study would include the following components:

• Background
• Review of Existing Facilities
• Interviews with Department Managers and Staff
• Summary and Recommendations
• Estimate of Probable Costs

Project Activities for the Space Utilization Study could include:

• Distribution of Survey Forms at an Orientation Meeting
• Development of a space list from returned survey forms
• Survey of Existing Spaces and Individual Meetings w/Department Managers to review space needs
• Present Draft Report to Officials/Staff
• Revise Report as appropriate
• Present Final Report

The following issues would be addressed in the study process, where applicable:

• Number of current personnel in the space
• Historical and projected growth of the space
• Existing number and size of rooms used
• Desired number and size of rooms
• Offices vs. open office space
• Storage requirements
• Adjacent departments
• Frequency of interaction between departments
• Average peak period visitor's traffic
• Required visibility for the public
• Existing and desired office management
• Hours of operation
• Frequency of handicapped visitors

Other conditions or requirements, including:

• Ceiling heights
• Lighting
• Equipment
• Temperature/humidity
• Door and hallway widths
• Noise
• Electrical
• Mechanical
• Communications systems
• Security system