Where to Start with Occupancy Analytics: Targets or Metrics?

Embarking on the journey of occupancy analytics can be daunting, especially for organizations managing sprawling campuses or diverse portfolios. Sara Walsh, Executive Dean of Finance and Administration, at Brown University School of Public Health, recently spoke at Tradeline University’s Space Strategies Conference in Boston where she was asked a familiar question: should you start by setting targets, or by collecting metrics? Walsh, a seasoned Higher Education professional, acknowledged there’s a number of logical approaches but advised that all approaches require the same thing: reliable data and flexibility.

Starting with Benchmark Metrics: Setting Goals

Without context, a utilization rate of twenty percent seems like a failing score. But what happens when that space is a laboratory with machines designed to run experiments for 48 hours straight without the need for human intervention? What about training rooms or theater spaces or computer labs – highly specified areas with less expected utilization but high importance and throughput in your environment, is that utilization good then? Setting benchmarks for performance can be challenging and off the mark. If you go the route of establishing benchmarks first without any data, be prepared to adjust quickly.

Begin with Building-Level Data: See the Whole Picture

The most effective starting point for a large campus or portfolio is to capture building-level data across your entire campus. Why? Because establishing a campus-wide benchmark provides context. It allows you to compare and contrast occupancy patterns between buildings, identify outliers, and quickly spot areas that warrant further exploration. This holistic perspective is essential for making informed decisions, rather than acting on isolated data points.

Modern occupancy analytics platforms, such as those leveraging Wi-Fi data, make it possible to deploy building-level analytics rapidly and with minimal disruption. By tapping into existing infrastructure, organizations can gain immediate visibility into occupancy trends, hybrid work patterns, and potential inefficiencies-all without the need for extensive new installations or lengthy setup periods.

From Metrics to Meaning: Identify Strategic Areas for Deeper Insight

Once you have a month or so of building-level data, patterns will begin to emerge. Some buildings may consistently exceed capacity, while others remain underutilized. These insights highlight where to focus next. Rather than trying to analyze every room or zone at once, prioritize areas that stand out—whether due to high demand, chronic vacancy, or unexpected usage trends.

This phased approach is both practical and strategic. It enables you to eat the elephant one bite at a time, honing in on the spaces where further investigation and action will yield the greatest impact. Over time, this methodical process transforms raw metrics into meaningful, actionable intelligence.

Retrospective Analysis: The Power of Retrozone

One of the most valuable capabilities in modern occupancy analytics is the ability to revisit and re-analyze historical data at a more granular level. Lambent Spaces’ Retrozone is the only occupancy analytics platform that can empower organizations to zoom in on specific zones from building-level data, uncovering deeper insights without the need for additional data collection. This retrospective analysis supports continuous improvement and agile decision-making, allowing teams to adapt strategies as needs evolve.

The value here is speed. Without Retrozone, if you were to transition between floor-level data and zone level data, you’d need additional months to capture enough data to establish trends. If you’re looking for a full semester’s worth of data, that wait time becomes extended. With Retrozone, you’re always capturing data to be refined at a later date.

Thoughtful Progression: From Broad Metrics to Targeted Action

The key to successful occupancy analytics is to start broad, then refine:

• Capture building-level data to establish benchmarks and identify trends.

• Let the data guide you toward areas that merit deeper exploration.

• Leverage Retrozone analysis to gain granular insights as questions arise.

By following this progression, organizations can move confidently from metrics to meaningful targets, ensuring that every step is informed by real-world usage and grounded in strategic value.

Occupancy analytics is not about collecting data for data’s sake-it’s about empowering smarter decisions, fostering adaptability, and ultimately, creating spaces that work better for everyone.