The process of determining how much office space, how many desks, rooms, and parking spots an organisation needs based on actual usage data and growth forecasts.
Capacity planning uses data to answer the question: how much space do we actually need? It combines historical utilization data, headcount projections, and hybrid work policies to forecast demand for desks, meeting rooms, parking spots, and other shared resources. The goal is to avoid both under-provisioning (people without workspaces) and over-provisioning (paying for empty space).
The inputs include booking system data, badge swipe records, sensor data, and HR headcount plans. Peak-day analysis is especially important -- you need enough capacity for the busiest days, not just the average. Many organisations plan for the 90th percentile rather than the maximum.
Capacity planning directly impacts real-estate costs, which are typically the second-largest expense after payroll. Getting the desk-to-employee ratio right through data-driven planning can save millions over a lease term.
The percentage of available workspace being actively used, calculated as occupied hours divided by total available hours.
The proportion of available desks to total employees, used to determine how many shared workstations are needed in a flexible office.
Data and reporting on how office spaces are used, including occupancy trends, peak times, underused areas, and booking patterns.
The number of employees per unit of office space, typically measured in square feet or square metres per person, used to assess crowding and comfort.