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Concept: Employee-to-Seat Ratio

The Target Employee-to-Seat Ratio field holds the desired ratio of employees to seats. When assigning space to teams, you can check the target employee-to-seat ratio to determine if a space will accommodate a team. Once space is assigned, you can compare your actual employee-to-seat ratio against this target.

To display employee-to-seat ratio information for a team:

  1. Move to the Teams tab on the Space Console.
  2. Select a team and choose the Edit icon.
  3. The Edit Team form displays the target and actual ratios in its left panel, as shown in the above image.

Set the Target Ratio

You enter the target ratio for each team when you define the team. See Create a Team. In the above image, this is displayed in the Seat Ratio - Target value.

You might manually enter in a target ratio that you think is the “best guess” for an optimal ratio, based perhaps on the average number of days in the office the typical employee spends. For example, if every employee works in the office four days per week (out of five), and the home days are distributed evenly among the work days in each team, then a target ratio might be 1.25 employees-to-seat (1 employee to each .8 seats).

Another approach would be to define employees or employee standards with the average number of days per week in the office. Grouping employees into teams would then give a team average, which could be used to derive a target ratio. For example, an executive team may require one employee per seat because they are mostly in the office, whereas a sales team may require 1.67 employees per seat because they are in the office an average of 3 days per week (each requires 0.6 seats).

Example

For example, suppose that you have a SALES-MARKET team comprised of 50 employees from the Sales and 100 employees from Marketing departments. When these employees come to work, they go to an unassigned seat within the designated team space instead of an assigned seat. Since no more than 20 sales employees come to work on any one day, the space planner decides that 25 seats is enough for the sales team – a 2-to-1 employee-to-seat ratio. With Marketing it’s a bit more difficult to determine: the staff have a flexible work policy, but based on recent surveys the space planner determines that 80% at most are in the office on any particular day. Therefore, the employee-to-seat ratio appropriate for the Marketing team is 1.25. However, there are exceptions: the four sales directors and nine marketing directors require assigned office space in addition to team space. You can easily assign these directors to permanent offices. They can be tracked there, as well as within the team space.

Adjust the Target Ratio Based on Measured Results

As shown in the above image, the system calculates the actual employee-to-seat ratio based on the space assignments for each period.

You should periodically review how team space is actually used and adjust the target employee-to-seat ratios accordingly.