Space Utilisation Review

Oakleaf are probably the most experienced consultants in the UK in undertaking Space Utilisation Audits in the Public Sector. To date we have surveyed in excess of 10 million sqm in over 10,000 buildings.

Space Utilisation

Introduction

It is now universally accepted that regular reviews of accommodation should be undertaken to ensure the best use of available space.
This information is also regarded as necessary for the preparation of a meaningful Strategy/Asset Management Plan.
Each Space Utilisation Review is bespoke and we welcome the opportunity to talk through your specific requirements. 

Why Use Oakleaf?
Oakleaf undertook all the Space Benchmark Surveys for the Audit Commission when they reviewed Police Forces and Local Authority Estates and Premises use. These resulted in the publication of the documents: 'Action Stations' and 'Hot Property'. Oakleaf specialise in an holistic appraisal of space use which includes time-use and alternative working methods e.g. Desk Sharing etc. 
We are fully aware of NHS ERIC Return data requirements and the Carter Review. We have healthcare specialists that can assist your Trust or organisation with efficiently collected data by experienced staff.

We are an independent organisation therefore non-political. Our Enhanced DBS checked staff are courteous and able to carry out audits in a tactful and non threatening manner.

The Review

Spare capacity is quantified in a clear and concise format to enable ready identification of its availability.

The review process typically takes the form as indicated below:

  • By interview assessment and comparison with accepted standards.
  • Physical-use spare capacity in several locations.
  • Time-use spare capacity as compared with a standard working week. Subject to realistic re-usability.
  • Identify under-utilisation (expressed as floor space area in m2).
  • Identify rooms overcrowded (less than 11m3 per person) or otherwise falling below standards.
  • Record occupancy numbers of each room.
  • Record uses of each room.
  • List recommendation of changes.
  • Allocate spaces to Departments of Directorates.
  • ERIC Return and Carter Review compliant
  • Format satisfies NHS 'EstateCODE' requirement.
     

The Report

The results are recorded in a full written report which summarises the main conclusions.

Comparisons can be made with nationally recognised guidance documents to compare the accommodation provided with current standards and expectations. Alternatively we can benchmark organisations against others of similar size and function by way of comparison from our own Oakleaf database of previous audits

Space Replanning & Appraisals

Oakleaf are skilled at replanning your space, should the review identify such a need. See our separate leaflet 'Space Replanning & Appraisals'. We are also experienced in overseeing and successfully managing 'moves' of staff and facilities as a result of having carried out Space Utilisation Audits and generating a range of alternative options.

Carter Review - NHS 

Oakleaf are at the forefront in providing data as highlighted in the Carter Review. The Carter Review is challenging the productivity and the space use is a key measure now. Oakleaf can provide your NHS organisation with the validated data to ensure accurate ERIC Returns and the data and recommendations to make change as the Carter Review suggests. We believe that creating the room use data your organisation will be future proofing itself against changing NHS Space Definitions. We can assist with CAFM systems and synchronising data, verifying room uses and CAD plans and updating them if necessary. We are fully aware of the Carter Review drivers and can assist in the crucial data fields appearing in the Carter driven Department of Health Dashboards. 

For more information please click here or call Tim Cooper on 0845 293 7571

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