First decide what capacity needs to accommodate
The number of desks should suit those who need a suitable workstation at the same time. Start by defining the office, area and working hours. Also describe which desks are assigned and which can actually be shared. Total headcount or a weekly average alone cannot determine the requirement.
A worked example: an average of 44, but 64 on Tuesday
An imaginary office has 80 available desks. A count at 10 am each day for one week records 30 desks in use on Monday, 64 on Tuesday, 58 on Wednesday, 42 on Thursday and 26 on Friday. The average of the five counts is 44: (30 + 64 + 58 + 42 + 26) / 5. This is a worked example, not customer data.
A proposal for 60 desks would exceed the average but leave a shortage of four at Tuesday’s count if demand stayed the same. The figure of 64 is only the highest number observed in these five counts. You have not thereby measured the rest of the day or other weeks.
Check which workstations can actually be used
Capacity is more than a number of desks on a floor plan. Check whether the available workstations suit the tasks and employees’ needs. Pay particular attention to:
- Workstations with essential equipment or individual adaptations.
- Assigned desks, closed areas and desks under repair.
- Teams that need to sit together and tasks that require quiet.
If one area is full, an empty desk on another floor is only a useful alternative if it is actually available and suitable. Also record instances where someone gives up looking for a desk. These do not necessarily appear as desk usage.
Look at more days before removing desks
Examine several representative weeks and several times during the working day. Flag holidays, events and other unusual circumstances so they can be assessed separately. Keep reservations and recorded use separate; a missing sensor signal does not by itself mean an empty desk.
If you want to distribute shared office days differently, agree this with the teams and test it. Do not assume attendance will shift simply because desk numbers are reduced. Also agree what employees should do when no suitable workstation is available.
Test a proposal and agree when to review it
Describe the proposed desk count for each area, the assumptions and situations where shortages may arise. Test the change in a limited area before making it permanent. Follow up on recorded usage, unmet desk needs and employees’ experiences.
MyDesk AI Office Analytics can bring the agreed data together in dashboards and reports, including booking and sensor data where available. Check the report’s areas, periods and data sources before using it to choose desk numbers. No single desk ratio or buffer suits every office.
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