As space becomes increasingly tight and revenue declines restrict new construction, most institutions are actively seeking to make better use of existing space. A critical first step in better utilization is an up-to-date inventory of all campus space. A current inventory equips facilities leaders with reliable data to advocate for better space utilization and helps drive better decision making from Facilities, space committees, and other stakeholders.
However, simply gathering current space information can be a challenge. Institutions typically collect space data using a combination of two approaches—completing a campus survey and delegating responsibility to units—and each has its own drawbacks. This report details strategies to improve both approaches, and outlines an emerging third approach that automates space data collection.
3 approaches to efficiently and accurately collect space dataCompleting a campus survey is a time-consuming activity for Facilities, while delegating the responsibility to units can yield little to no updated information. The first two sections of this report cover these main approaches in depth. The final section explores an emerging third approach: leveraging technologies that automate the collection of space data.
Approach 1: Facilities unit owns data collection and validationThe first approach institutions use in collecting space data is to have Facilities own the collection and validation of data. While Facilities has the best grasp on the data collection process and the campus’s physical inventory, this approach is very resource-intensive.
The bulk of data collection and validation occurs in a formal campus walkthrough. Facilities uses its own employees, student workers, or consultants to conduct boots-on-the-ground walkthroughs of campus space. The three main forms of walkthroughs are depicted below.
Some institutions complete periodic checks…