Forecasting Space Allocation:
Future-Ready Facilities for Higher Education
Higher education design facilities teams excel in master planning and programming, but what happens when a client needs information that falls between these two scales? LS3P’s Brittney Myers and Scott Greenman explore how space utilization studies can bridge this information gap.
First things first: what exactly is a space utilization study?
BRITTNEY In working with a university client recently, we were talking with different colleges within the institution about their long-term space needs. These colleges were operating under the umbrella of the university master plan and aligning longterm goals with established campus guidelines, but were looking to understand their own space needs within this campus framework. We had to do a deep dive into the provided data to understand how the space needs of a department might change over time, help them anticipate changes, and strategize next steps in terms of appropriate campus facility needs. Space utilization studies occupy the middle ground, in between the bird’s eye view of a master plan and the weeds of programming for specific square footage needs.
SCOTT Space utilization studies help clients make data-driven decisions rooted in facts that inform their capital investments. In today’s economy, institutions of higher education are being challenged by budget and finance stakeholders to assess and benchmark how campus spaces are being utilized prior to capital improvement allocations being approved.
BRITTNEY It’s a bit of a niche “twist” from architecture. Thinking about the spaces our clients need isn’t new for us, but the ways in which we’re generating and communicating data are a bit of a departure. Our in-house knowledge management team – Knowledge Management Specialist Madison Millsaps, and Data Analyst Michael deBlanc – have been invaluable in developing this process.
So this isn’t, for example, a conversation about how many offices vs. how much collaboration space?
BRITTNEY Space utilization studies are more about determining how much space a department might need over the course of a master plan phase, based on growth projections and other data. This process might tell us whether a group could still fit in their current space in the years to come, or might need to expand over multiple floors or into a new building, so it gives a department solid data to use during university-level discussion about functional space needs. Conversations about exactly how that square footage is allotted happen down the road at the programming phase. This isn’t about identifying where the break room goes, but understanding a department’s overall space needs over time.
SCOTT This lens should really apply to every sector, of course – long range space needs have significant budgetary impacts. In higher education, institutions can benefit from undergoing this critical analysis to justify their space needs before seeking funding. Solid data gives stakeholders a leg to stand on when they make these requests.
Do you see the demand for space utilization studies rising over the next few years?
SCOTT Absolutely. We’re seeing a growing need for this service across the Southeast. One factor is the influx of newcomers to our region which continues to drive growth; enrollment is spiking at many of our southern colleges and universities, including technical college programs helping to train workers for large manufacturing companies moving to the area. Understanding space needs is a priority as institutions strive for smart growth.
BRITTNEY One of our clients is expecting a 26% increase in enrollment over the next few years, and that growth will have massive impacts on campus space demands. As design professionals, we’re seeing a growing need across the board for concrete data that supports long range planning. Clients have tight budgets, and data helps them make informed decisions and justify requests for capital outlays. Everyone loves more space, but hard facts are very persuasive.
In higher education, what other factors are driving the decisionmaking process beyond “seat fill ratios?”
BRITTNEY Well, it’s not just the number of seats, of course. Different teaching modalities require different configurations. For example, a department might have plenty of classrooms, but they’re all the wrong size for their current curriculum. Maybe course enrollment or pedagogy suggest small seminar rooms, but the class is scheduled in oversized lecture halls, or maybe they need classrooms to be rightsized for new equipment or technology. Scheduling is also a huge driver, because everyone wants to hold classes during the prime 10 am - 2 pm window. Students and faculty don’t want to sign up for an 8 am class, and people might be dragging by late afternoon. How do we provide the right spaces at the right times while utilizing valuable space as effectively as possible?
How does a team get started with this process?
BRITTNEY There are a lot of moving parts, but it really starts with a cultural conversation with the client about how space is being used. We’ve captured data through user group surveys, face-to-face sessions, and existing space standards, and then we start to analyze the results. Our amazing Knowledge Management team developed a process in PowerBI to capture and communicate the information that allows us to adjust the parameters and see the results of various strategies. Now that we have our workflows and systems in place, we can do this pretty quickly as new projects come on board.
SCOTT It’s important to get into conversations with our clients and end users that can be a little uncomfortable to gather accurate information about how space is actually being used. It might feel weird to ask about badge swipe data, for example – an 80% utilization used to be a benchmark in a workplace and now, post-COVID, we might be down in the 60% range – but these conversations are key to understanding the client’s investment in space and whether it’s functioning as intended.
What happens once the data is compiled, analyzed, and presented to the client?
SCOTT What we really want is to help our clients get to a space that is effective, efficient, and provides a good experience for their faculty, staff, and students. We want the end users to feel like they can work or learn in the way that’s best for their needs. When we can show the backup data to justify square footage recommendations, campus leadership can apply best practices for how that space could be used within an established budget. We can then use the data to explore test-fit scenarios. We can create intuitive, easy-to-read graphics that help the end users understand space needs and how we arrived at our conclusions, which is very helpful for the “change management” part of space allocation. Transparency in the process helps to get everyone bought in to the ideas faster.
Meet the Contributers
Brittney Myers is an architect located in LS3P’s Atlanta office, bringing over a decade of experience in the architectural industry. With a diverse portfolio, Brittney specializes in higher education projects, which she finds particularly rewarding due to their unique impact on the public. These projects involve numerous stakeholders in the design process, prioritize equity in public spaces, and require a thoughtful approach to space utilization. This complexity and public engagement align with Brittney’s personal enthusiasm for architecture and the way people interact in shared spaces.
Scott Greenman brings over 14 years of expertise in higher education, commercial and public projects. An experienced project manager and architect, he is skilled at executing all phases of design while working to exceed client expectations at every stage of the project. Scott is a creative thinker who enjoys collaborating and solving problems with diverse teams to meet the client’s needs. His passion for sustainability aids him in designing functional spaces that yield lasting value for the clients and the environment.