A workplace is by no means ready when the furniture has been put in place. The novelty of a new office may last for a while, but workplaces are never really ready. Experience and practice will show what solutions really work and what needs to be improved. The goals and activities of an organization also change and evolve continuously, which means changes in the workplace.

Optimization means regular maintenance, observation and action to ensure that the workplace develops in step with the organization.

“A workplace is a tool that an employer uses to show that it is committed to its staff. User-orientation and wellbeing go hand-in-hand with optimization," says Tytti Ruponen, Martela’s Offering Manager.


Workplace specification uncovers real needs

“Workplace optimization begins with getting to know the workers, work culture and procedures. A well-functioning workplace is founded on facts provided by research and utilization rate measurements, not the designer's or someone else's personal opinions," says Eeva Terävä, a Workplace Consultant at Martela.

The specification phase uncovers a company’s real needs.

“When an organization leases a space that is not too small or too big, it can save thousands if not tens of thousands of euros each month,” says Terävä.

In a productive workplace data is collected also in the maintenance phase that follows the specification phase. “When an organisation’s approach to workplace maintenance is systematic, one-off investments will be more moderate and the organisation will be spared nasty budget surprises,” Ruponen says.


“In the maintenance phase, optimization tools include various participatory questionnaires, workshops and utilization rate measurements. When you use these tools annually, for example, you can update your workplace in an agile manner as goals and needs evolve,” Terävä says.

Data from utilization and occupancy rate measurements provide a direction for workplace optimization. Measurements can be made automatically using sensors or by visual observation.

“The data helps us figure out why a floor or a particular meeting room is used less than others. Most importantly, it helps us decide whether we should change something,” Ruponen says.

A large organisation may have thousands of pieces of furniture, which is another challenge to workplace development. Fixed-asset management helps an organisation to simplify the management of its furniture and the related reporting.

“It is much easier to maintain the workplace when you have a good idea of the furniture you own, where it is and what condition it is in,” says Ruponen.

On workplace optimization:
  • An optimised workplace promotes workers’ wellbeing, performance and efficiency.
  • Systematic workplace optimization reduces costs and improves predictability.
  • Workplace optimization is based on facts derived from utilization rate measurements, for example.
  • Martela’s furniture rental and leasing and recycling services ensure that workplace optimization will not result in unnecessary furniture waste.
  • Fixed-asset management services help an organisation to manage its furniture assets more effectively.

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