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Method and System to Maximize the Utilization and Physical Distribution of Employee Seating Allocation at the Office Based on Changing Business Demands

IP.com Disclosure Number: IPCOM000245290D
Publication Date: 2016-Feb-26
Document File: 9 page(s) / 186K

Publishing Venue

The IP.com Prior Art Database

Abstract

Disclosed is a method and system to assist organizations in maximizing cubicle allocation for employees, based on days worked in the office and days worked from remote locations, in order to maximize the usage of the cubicles, save costs, and minimize the efforts of updating the design of the cubicle layout in dynamic business environments.

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Method and System to Maximize the Utilization and Physical Distribution of Employee Seating Allocation at the Office Based on Changing Business Demands

In a business office environment with a cubicle layout to seat employees, each organizational department manages the utilization of the floor space design without a clear method or pre-planning, and reacting to changes and needs without an efficiency approach. Commonly, many empty cubicles are assigned to employees not working in the office (i.e. employees are working remotely). Maintaining unused space translates to higher costs for the department and an indirect cost driver . On other occasions, the same or a different area might lack the space accommodate all the employees when all are at the office location .

The proposed method is highly useful for organizations that have more employees than available cubicles and have a flexible schedule of days to work in the office with the option of employees working from remote locations .

The novel contribution is a method and system to take action when a new change in the business /organization triggers a floor space/cubicles update to evenly distribute employees and seats. The method and system provide information so that an organization can make the best decision(s) to:


Have the teams all together in the office on the same day, in order to avoid having part of them at the office and others remote


Ensure all employees are distributed on the days at the office in such a way that the demand for floor space is the minimum possible by day, with a direct impact to cost savings.

The method uses the following three variables:


Resources (R): the number of employees in the organization that is in scope of analysis Cubicles (C): the space availability counted in number of desks to sit employees
Days at the office (D): the determined days the employees work from the office vs. remotely

Following are three possible scenarios to combine the variables.

Scenario 1: Given R and C, D is given by the distribution of R in terms of C: D = R/C


Example Statement:
In an organization with 300 resources divided across five departments and with 190 available cubicles, the manager of the organization wants to:

1


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Create a policy for mandatory days at the office, in order to optimize the space and keep the usage level and consistent
Require that the entire team is in the office three days per week

The system can apply the formula above to calculate the number of people that need to work from a remote location each day in order to have the closest to 190 per day. That must be divided across the five departments.

Scenario 2: Given R and D, C is given by the distribution of R in terms of D: C = R/D


The manager's organization is composed of executive-level people who mainly work independently. The organization employees 300 people across five teams. Because the executives have a higher payroll cost, the manager needs to ensure every other r...