Create a Return-to-Work Occupancy Plan
Space / Return to Work
Create a Return-to-Work Occupancy Plan
To draft an occupancy plan, a space planner typically performs tasks such as:
- analyze the floor plan by phases (the Return to Work Info field) and weekdays (days in office) for selected employees
- search for rooms based on assigned employees Return to Work Info or Days in Office values. For example, you might search for rooms assigned to employees who are proposed to return to work in the first phase and are not already on site (that is to say, Return to Work Info is “Phase 1”).
- highlight the floor plan by Room Status and occupancy
- place in a room the employees that meet the Return to Work filter criteria by dragging and dropping employees to available rooms on the floor plan
- review and edit values for Return to Work fields for those employees that might not fit on the floor and need to be moved to a different phase or weekday combination.
- check the actual employees count for each room and floor, while placing employees to ensure that rooms are not over-crowded
- review the floor’s Occupancy % and compare it to the targeted percent
The exact set of steps you follow determines on how you are implementing your Return to Work strategy. As there may be many employees to place, you might want to break this down by handling at one time employees of the same department located on a particular floor.
Example: Place employees in rooms on specified days of the week
Note : Below is typical procedure you might follow. When working through these steps, consult the general topics on using the Space Console if you need details on using the features of the Space Console.
To ensure the correct occupancy, you might have employees come to their assigned seats only a few days a week during Phase 1. This example assumes that all employees are receiving new room assignments and that you have cleared their previous assignments.
- Using the Mark Employee for Return to Work task , specify that a set of employees will work on Monday, Wednesday, and Friday. Complete their Return to Work Info field to "Phase 1." The set of employees you work with at one time might belong to the same department and be located on the same floor.
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In the Space Console, use the
Advanced Search
to search for room that are:
- vacant on Monday, Wednesday, and Friday
- are available to occupy (Room Status is Available).
- located on a specific floor
- belong to a specific department
- The Space Console loads the floor plan specified in step 2 and highlights rooms that meet the restriction.
- Move to the Employees tab. Display the Days in Office and Return to Work Info fields.
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In the Employees tab, set the following from the funnel-shaped icon:
- Check Exclude Remote Workers
- Clear the Apply Filters option (located in the funnel-shaped icon)
- In the Employees tab, use the Smart Search console to show employees of the department specified in Step 2 and Return to Work Info is Phase 1.
- In the Employees tab, scan the list of employees to locate those whose Days in the Office value is Monday, Wednesday, Friday and whose Return to Work Info is Phase 1.
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Select the check boxes for these employees, and select Place in Waiting Room at the top of the grid. The below image outlines the employees who met this criteria and were just placed in the Waiting Room.
- You can now drag these employees from the Waiting List to new locations in available rooms. Place the employees in the highlighted rooms since these rooms are available for use and belong to the same department as the employees.
- After you place the employees, the floor plan highlight changes because the rooms will no longer meet the restriction that the rooms are vacant on Monday, Wednesday, and Friday.
- As you place employees in rooms, the system generates an email notification to the department manager with the former and new values for each employee. Email is generated for changes in location, as well as changes in the Return to Work information fields (Days in Office, Return to Work Info). For example, the space manager might determine that there are too many employees to place and might assign a set of employees to a different set of days.
Review your floor plans and employee lists
Once you finish placing a set of employees, you can review a summary of your changes. Using the Advanced Search features generates a highlighted plan and employee list that you can review and export to others as necessary.
For example, in the above scenario you are placing employees for Phase 1 of a certain department, who work Monday, Wednesday, Friday. After you finish the above procedure, you can again use the Advanced Search to restrict by this criteria. The result in the Employees tab is a list of employees who work MWF, for this department, and their new room assignments. The floor plan highlights the rooms that employees of this department occupy on these days.
You can then export the highlighted floor plan and employee list as necessary.
Note : If you have elected to display employee labels on the floor plan, be aware that the labels do not reflect occupancy on specific days. To see the employees occupying rooms for certain days, set the days in the Advanced Search and then check the employee list.
Check how your occupancy plan relates to targets
After you place employees, you can check how your current occupancy relates to your targets.
In the Space Console's Floors list, use the gear icon's Select Fields command to display the Occupancy Target ( set with the Space Console's Set Occupancy Target button ), the Occupancy %, the Occup/Cap ratio, Capacity Target, and the Occupancy % fields.
Review the fields to see how your current situation compares to the target. For example, with a 33% Occupancy Target for the floor, NC05-04 has a Capacity Target of 88 employees. There are currently 48 employees on the floor, so the floor is at 17% capacity (48 seats assigned out of 267 available). You have room on this floor to continue placing employees before reaching the 33% occupancy target.
Note : Once you finish placing a set of employees, you need to refresh the Space Console in order for the Floor data to update. You can do so by reloading the floor plan from the search box, or reloading the filter set with Advanced Search.