How UTK Uses Occupancy Analytics, Shaped by AI to Solve Space Challenges on Campus

The University of Tennessee, Knoxville (UTK) is experiencing significant growth, from increasing enrollment figures to expanding faculty and staff. Amid this surge, Maria Isabel Martinez, GISP, Director of Space Planning, faces the intricate challenge of fitting a growing population onto a campus with no room to grow, thanks in part to the river that runs alongside it. To address this, she’s harnessed the power of AI-driven occupancy analytics to unlock new solutions for space management.

Martinez was invited to discuss campus space planning at the Campus FM Technology Association (CFTA) Annual Conference in Pasadena, CA. She took the stage with Sue Bork, Lambent Spaces’ Campus Advisor, to discuss how she leverages data to solve today’s space planning problems on campus.

Understanding Space Challenges on Campus

UTK’s expanding student body and faculty require more than just additional classrooms. The university needs space for laboratories, office hours, and various student resource areas. The challenge is compounded by:

• Increased enrollment and faculty/staff hires
• A culture of space attachment and limited flexibility for sharing
• Aging buildings
• Unreliable space data and lack of policies

Martinez’s task is to find efficient ways to utilize existing space while planning for future needs.

Optimizing Space Through Data Analytics

Martinez, familiar with the UTK campus, utilized the Lambent Spaces dashboard to analyze previous semesters’ data, revealing underutilized areas. Her initial suspicion was that the basement of one building had been less occupied post-pandemic. Using precise data from Lambent Spaces, she confirmed this and began planning to relocate the new Kinesiology Department there. This data-driven approach not only substantiated her initial suspicions about that space’s utilization, but also helped quantify the volume of existing occupants that would be displaced by the change.

To move the new Kinesiology Department into this space, Martinez needed to not only identify underutilized space but understand the usage patterns and behaviors of the people being displaced by the move. Martinez’s data-driven approach armed her with unbiased data for navigating conversations as well as a robust understanding of how to manage the change.

New Construction: Consolidating Three Old Buildings into One New Building

UTK decided to build a new Haslam College of Business Building at the site of three existing buildings. To do this, 31 different units had to be relocated – a dizzying space puzzle in and of itself. This required business faculty and staff to consolidate and share offices. They needed data to support hybrid work initiatives. Their goals would drastically reduce office square footage and transition the culture of work to support hybrid work formats.

Martinez turned to Lambent Spaces data, leveraging the Reserved vs Occupancy report and the Graph Pack where she was able to identify underutilized space and restack the buildings, finding space for the 31 different units. These efforts support the innovative needs of shifting academic learning practices and reducing the cost burden of older building maintenance.

Addressing Office Space Utilization

A closer look at the Kingston Pike building, which houses 18,220 sq. ft. of office space, revealed a 20% vacancy rate with offices used only 10% of the time. Additionally, the existing culture did not support office sharing, resulting in inefficient space use. With accurate data, Martinez was able to successfully propose strategies to better utilize these spaces, supporting hybrid work initiatives and maximizing office efficiency. The data helped to bring a clearer, unbiased picture to the department heads. From there, Martinez was able to advocate for an office restack project that would free up underutilized space and allow the campus to modernize more of its space to fit changing learning needs.

AI-driven Occupancy Analytics Drives Campus Transformation

The University of Tennessee, Knoxville’s innovative approach to space management, led by Maria Isabel Martinez, showcases how AI-driven occupancy analytics can transform campus planning. By leveraging data to understand and address space utilization challenges, UTK is effectively managing its growth and optimizing its campus resources. This strategy not only supports the university’s expanding needs but also sets a precedent for how institutions can use technology to solve complex space issues.