Every organisation that manages physical spaces—whether a university, a corporate office, or a public facility—faces the challenge of understanding how those spaces are used. Without accurate data, decisions about space planning, real estate costs, and workplace strategy are often based on assumptions rather than facts.
A manual occupancy survey provides a structured, evidence-based approach to gathering this data. It is a method for measuring how space is used over time by collecting occupancy data through observation, without the need for sensors or automated tracking systems. While some organisations have adopted sensor-based solutions, manual surveys remain a widely used and highly effective way to collect space utilisation data, particularly when digital tools are used to improve efficiency.
This guide explains what a manual occupancy survey is, why organisations conduct them, how they work, and how the data collected can drive better space planning decisions.
What Is a Manual Occupancy Survey?
A manual occupancy survey is a structured study designed to measure how frequently and how efficiently different spaces are used. It involves trained surveyors physically recording occupancy data at scheduled intervals, tracking details such as how many desks in an office are in use, how full a lecture theatre is, or whether a meeting room is occupied.
Unlike sensor-based solutions, which continuously track movement and occupancy using hardware installations, manual occupancy surveys rely on human observation and digital data collection methods. When conducted using digital platforms, they can provide fast, cost-effective insights into space utilisation without the need for complex installations or high upfront costs.
Why Do Organisations Conduct Manual Occupancy Surveys?
Understanding how space is used is critical for effective decision-making in a range of sectors. Some of the key reasons organisations conduct occupancy surveys include:
Optimising space utilisation – Identifying underused spaces and reallocating them more effectively.
Reducing costs – Avoiding unnecessary real estate expenses by ensuring that space is being used efficiently.
Supporting hybrid working strategies – Understanding how many desks or meeting rooms are truly needed as organisations move to flexible working models.
Meeting compliance and reporting requirements – Universities, for example, may need to report space utilisation data to funding bodies such as the Higher Education Authority (HEA).
Planning for future growth – Ensuring that organisations have the right amount of space to accommodate expansion or restructuring.
How Does a Manual Occupancy Survey Work?
A structured manual occupancy survey follows a clear process to ensure that data collection is consistent, accurate, and actionable.
1. Planning the Study
Before a survey begins, the organisation must define what they are measuring, why, and how often. This includes:
Selecting which spaces will be surveyed, such as offices, meeting rooms, lecture halls, or communal areas.
Determining the frequency of data collection (e.g., every 30 minutes, every hour).
Establishing clear definitions for occupancy (e.g., whether a desk with a laptop but no person counts as occupied).
2. Conducting the Survey
Surveyors walk through the designated spaces at pre-set times and record real-time occupancy data. This can include:
How many people are in a given space.
Whether the space is fully occupied or underutilised.
Patterns of usage across different times of the day or week.
Traditionally, this data was collected on paper forms and later transferred to spreadsheets, which was time-consuming and prone to human error. Today, digital survey platforms like SkematIQ allow surveyors to record occupancy data instantly on mobile devices, making the process faster and more reliable.
3. Analysing the Data
Once collected, occupancy data is analysed to identify patterns, trends, and areas for improvement. Some key metrics include:
Occupancy rate – The percentage of available space that is in use at any given time.
Peak usage times – Identifying when spaces are most or least used.
Underutilised areas – Highlighting spaces that remain consistently empty or have low usage rates.
4. Using the Insights for Decision-Making
The results of an occupancy study can inform a range of strategic decisions, such as:
Adjusting seating arrangements or office layouts to better align with actual usage patterns.
Consolidating underutilised spaces to reduce real estate costs.
Increasing or decreasing available desks, meeting rooms, or communal areas.
Improving workplace policies, such as introducing booking systems or hybrid work models.
Who Conducts a Manual Occupancy Survey?
A manual occupancy study is typically carried out by facilities management teams, workplace strategists, or external consultants. The surveyors themselves may be:
Internal staff members trained to follow the survey methodology.
Outsourced teams from facilities management companies or workplace consultancies.
Third-party specialists who conduct occupancy studies as part of a wider space planning service.
Digital platforms can make this process far more accessible, allowing organisations to train internal teams to collect accurate data quickly rather than relying on expensive external consultants.
How Does a Manual Occupancy Survey Compare to Other Methods?
Occupancy studies can be conducted using different approaches, and each has its strengths and limitations.
Comparison of Occupancy Study Methods
Method | Pros | Cons |
Manual Survey (Paper & Pen) | No technology required, low initial cost | Prone to human error, slow data processing, inefficient |
Manual Survey (Digital Tools) | Fast, accurate, no sensors required, structured reporting | Requires trained surveyors |
Sensor-Based Study | Continuous tracking, automated data collection | High upfront costs, requires installation and maintenance |
Self-Reported Surveys (Google Forms, MS Forms) | Easy to distribute | Low reliability, inconsistent responses |
For organisations looking to modernise their manual surveys without investing in sensors, digital-first approaches provide an ideal solution—offering the flexibility of manual tracking with the efficiency of automated data collection.
Final Thoughts: Why Manual Occupancy Surveys Still Matter
While technology continues to evolve, manual occupancy studies remain a vital tool for organisations looking to make data-driven space planning decisions. With the right methodology and digital tools, organisations can collect highly accurate occupancy data without investing in expensive sensor-based systems.
Key Takeaways
Manual occupancy studies help organisations understand how spaces are used and where efficiencies can be made.
Traditional methods such as pen-and-paper surveys and spreadsheets are outdated and inefficient.
Digital tools allow for faster, more accurate manual data collection without the need for sensors.
Occupancy data supports cost-saving decisions, space optimisation, and hybrid work strategies.
Organisations that still rely on guesswork, assumptions, or inefficient tracking methods risk making costly real estate and space planning mistakes. A structured digital-first manual occupancy study provides the insights needed to make informed decisions.
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