Challenge

Ricoh were looking to transform their workspaces, and as the lease of their Bristol office was due to expire, they took the opportunity to assess the current property and its footprint. The current building had been in Ricoh’s portfolio for many years and worked reasonably well, but did not easily foster their vision of innovation, collaboration or staff mobility.

To successfully utilise the space and develop the workspace envisioned, Ricoh needed data to fuel the new office plan, and to reconfigure it in the most efficient way possible, enhancing productivity and streamlining operations.

The building usage was recorded at different times of the day, via random sample. This number was compared with the number of people registered with HR and with IT, to define the average utilisation rate. The information gathered from the exercise was not reliable enough to convince senior management about the relocation; a more accurate study was required.

“We were keen to transform our workspaces into cost efficient, collaborative areas that complemented innovation; Condeco solutions allowed us to underpin our decisions with key facts and relevant statistics.”

— Derek Bray, Head of Property & Facilities, Ricoh 

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Solution

Ricoh decided to explore Condeco workspace occupancy sensors as a solution. Condeco’s sensor study allowed Ricoh to better measure the utilisation of all meeting rooms and desks within the building.

Condeco sensors were placed in each meeting room, to measure the usage and occupancy of each room. They were also placed under each desk, to gain an understanding of how the office was used on a daily basis. Each of the sensors collected data every minute, painting a more accurate picture of the way Ricoh employees used their office space.

The results of the sensor data collection were presented through the Condeco Sense portal online, allowing Ricoh to easily view the statistics for each room and desk by day, week or month.

The meeting room data demonstrated that on average, rooms were only being used 39% of the time. It revealed to the business that the largest room, which seated 10 people, was usually only occupied by three or less people. Quite often only one person was using the room for the entire day, presumably as an office, which illustrated that the new workspace required a wider variety of smaller private areas.

The desk data captured by Condeco also indicated a low average desk utilisation rate of below 30%; busiest periods peaked at just 51%. The data revealed that 58% of Ricoh’s desks were used under 20% of the time. This highlighted the need for Ricoh to transform their office, to ensure they were using space as efficiently as possible.

The Products Used

Sense IconOccupancy sensing

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Results

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Space savings as a result of Condeco’s study

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Average meeting room utilisation rate found via the Condeco study

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of desks were used 20% of the time throughout the day

Room Booking IconProvided insight in to the usage of certain areas, and what types of workspaces were needed

Room Management IconRelocated to a smaller site, and reconfigured the space for employees

Space Saving IconCreated annual space savings of up to 50%

Software

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Ricoh Case Study

Ricoh embraces a connected office to optimise their space and improve workplace efficiency.

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