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75:10 (2015) 85–96 | www.jurnalteknologi.utm.my | eISSN 2180–3722 |
Jurnal
Teknologi
Full Paper
OFFICE SPACE STUDY: A REVIEW FROM FACILITIES
MANAGEMENT CONTEXT
Nik Mohd Iezuan Nik Lah, Abdul Hakim Mohammed, Mat Naim
Abdullah @ Mohd Asmoni
Department of Facilities Management, Faculty of Geo-
information and Real Estate, Universiti Teknologi Malaysia, 81310,
Johor Bahru, Malaysia
Article history
Received
6 April 2015
Received in revised form
12 August 2015
Accepted
23 August 2015
*Corresponding author
abdhakim@utm.my
Graphical abstract
Abstract
Office space is one of the critical factors in managing an organization. Without efficient
management, the organization has to bear many problems such as high cost and
inefficiency of space utilization. Hence, this paper aims to review the space studies in
facilities management context as well as to identify the potential research in this area. The
review was based on multiple electronic databases for published peer-reviewed articles.
70 articles were selected by using ‘facilities management’ as key word. Results show that
office space studies can be divided into space management, space utilization and space
efficiency. Additionally, the most frequent suggestion for future research is space utilization
performance measurement which aims to evaluate the current level of management and
utilization.
Keywords: Facilities management, performance management, physical space, space,
space management
Abstrak
Ruang pejabat adalah salah satu faktor kritikal dalam menguruskan organisasi. Tanpa
pengurusan yang cekap, organisasi akan menanggung banyak masalah seperti kos yang
tinggi dan ketidakcekapan penggunaan ruang. Oleh itu, tujuan kajian ini adalah untuk
melihat kajian berkenaan ruang dalam konteks pengurusan fasiliti dan juga untuk
mengenal pasti penyelidikan yang berpotensi dalam bidang ini. Kajian dijalankan melalui
pelbagai pangkalan data elektronik yang menerbitkan artikel berwasit. 70 artikel telah
dipilih dengan menggunakan ‘pengurusan fasiliti’ sebagai kata kunci. Hasil analisis
menunjukkan kajian terhadap ruang pejabat boleh dibahagikan kepada pengurusan
ruang, penggunaan ruang dan kecekapan ruang. Di samping itu, cadangan yang paling
kerap untuk penyelidikan masa hadapan adalah pengukuran prestasi penggunaan
ruangi bagi tujuan untuk menilai tahap semasa pengurusan dan penggunaannya.
Kata kunci: Pengurusan fasiliti, pengukuran prestasi, ruang fizikal, ruang, pengurusan ruang
© 2015 Penerbit UTM Press. All rights reserved
1.0 INTRODUCTION
The world is currently witnessing a drastic increase in
building development. The development of space or
building aims to support various business activities as
well as provide facilities for public [1, 2]. Allocation of
different types of space for different kind of office
activities, results in an organisational to seek for more
efficient use of space and facilities, better
performance, higher user satisfaction, positive image,
increased flexibility and better use of resources [3].
However, there are two main issues agreed by most
researcher in office space studies, which are space
utilization and cost. According to [4], effective use of
office space Is one of the main activity under the facility
management activities. In fact, good space utilization
OFFICE SPACE STUDY
Utilizatio
n
Cost
1. Space Management
2. Space Utilization
3. Space Efficiency
Space Utilization
Performance
Measurement
STUDY ISSUES
POTENTIAL
RESEARCH
RESEARCH
AREA
86 Nik Mohd Iezuan et al. / Jurnal Teknologi (Sciences & Engineering) 75:10 (2015) 85–96
can reduce the costs incurred by an organization apart
from to support the daily work activities [5]. However,
office space utilization in the government sector differs
greatly from that of a private sector. In certain
circumstances, space is over utilized and sometimes it is
underutilized due to changing pattern of current
working environment [6]. In line with this, there is a need
for optimum space utilization [7]. According to [8], the
average utilization of office space within the public
sector is 95 per cent, while for the private sector in the
range of 80 per cent. However, these percentages do
not reflect the real situation for both sectors for example
the Public Works Department, Valuation and Property
Services Department and Security Department in
Malaysia have not fully utilized the space provided
because majority of their workers spend more time
outside their office compare to time spent in the office
[9, 10]. This is proven by a study conducted by [11]
where only 23% of space being utilized in closed office
while only 40% of workstation provided is utilized.
Research conducted by [12] also shows the same
figures where only 35% to 50% of space is used for the
entire duration of 8.00 am to 5.00 pm during working
hours.
Increased operation costs and waste also have been
identified as one of the major issues in office space
study [1, 13-15]. The operation cost is the second highest
cost after human resource costs to be paid by the
organization [5, 12]. Indeed, providing space for an
employee who is not always in the office can increase
the cost of an organization [16]. Additionally, [17] has
emphasized that the larger the space under use, the
higher the costs, including cost of electricity, air-
conditioning, maintenance and so on. In United States,
the cost of office space is estimated between U.S. $
10,000 to U.S. $ 15,000 per month, including the cost of
work space, services, telecommunications, and
furniture [14]. Where else, in United Kingdom, the costs
incurred by the government to manage a public
building is about $1 billion a year [18].
In Malaysia, the costs of operation and maintenance
including the cost of electricity for 60 federal buildings
are almost RM5.9 million per month, whilst for
educational institutions, the cost reaches to RM6 million
per year [19, 20]. These figures are almost 50% higher
compared to the costs incurred in private buildings [18].
Therefore, [17] has stated that efficient use of space is
vital to achieve reduced costs; identifying and getting
rid of the empty space in an organization.
Thus, based on these two issues, this paper aims to
critically review current literature on the office space
related with facilities management as well as to identify
potential research in the field of office space utilization
management. In the following sections, research
methodology and the analysis of literature review will
be explained.
2.0 METHODOLOGY
Articles related with facilities management from various
countries from 1957 till 2012 have been reviewed. The
purpose was to understand current development in the
field of office space management related studies.
Several strategies have been employed to collect
facilities management related articles from various
resources, such as:
a) Searched in computerized databases - Web of
Science, Elsevier, Scopus, ScienceDirect and Emerald.
b) Manually searched in selected journals which
have been frequently encountered - Journal of
Facilities Management, Journal of Facilities, Journal of
Property Management, Journal of Building Appraisal,
Journal of Corporate Real Estate, Business Process
Management Journal, Journal of Property Investment &
Finance, Journal of Building Performance, Building
Science, European Journal of Operational Research,
Production and Inventory Management Journal.
c) Facilities management is the main searching
terms. (Early step, the articles was selected by reading
the article abstract and title and if the articles related
with this study then, further review will be done).
d) Next, the selected articles will be classified
based on several key research components such as
space, building, workplace and performance
measurement. The selection of this key research
components are because of they are consider in the
group of physical resources.
The total number of papers identified within this study
were tabulated below in Table 1.
Table 1 Paper analysis
Space Study from Facilities Management Context
No.
Area
Researchers
Total
1
Space
(Abdul Wahab, 2005; Barnes, 2002; Fleming et al., 2012; Fried et al., 2001; I. Ibrahim, 2012; I.
Ibrahim et al., 2012a, 2012b; I. Ibrahim et al., 2011; J. Ibrahim, 2005; Ilozor dan Oluwoye, 1998;
Kamaruzzaman dan Ahmad Zawawi, 2010; Knapp et al., 2009; Lindahl, 2004; McNamara et al.,
2012; Steiner, 2006; Virginia, 2000, 2003; Yusof et al., 2012).
18
2
Building
(Amaratunga dan RDG, 2001; Brittain et al., 2004; Carroll dan Swatman, 2000; Douglas, 1996;
Eisenhardt, 1989; Eley dan Marmot, 1995; Khajehpour, 2001; Kim, 2004; Lavy, 2011; Lawrence,
1989; Markland, 1995; Sarrazin, 2011).
12
87 Nik Mohd Iezuan et al. / Jurnal Teknologi (Sciences & Engineering) 75:10 (2015) 85–96
Process
=
People
Technology
Place
Space Study from Facilities Management Context
No.
Area
Researchers
Total
3
Workplace
(Becker, 1992, 2002; Becker, 1990; Benevento, 2011; Best et al., 2003; Brief dan Weiss, 2002;
Brittain et al., 2004; Butler et al., 2009; Chaboki et al., 2013; Chan et al., 2007; Chilton dan Baldry,
1997; Croome, 1999; Fawcett, 2009; M. A. Hassanain, 2010; Mohammad A Hassanain dan Abdul
Moied, 2011; Kalleberg, 2003; Markland, 1995; McGregor, 2000; Mokhtarian dan Bagley, 2000;
Origo dan Pagani, 2008; Robertson, 2000; Salama, 2004; Virginia, 2000, 2003; Voordt, 2004;
Voordt dan Theo, 2004).
26
4
Performance
Measurement
(Amaratunga dan Baldry, 2000, 2002; Amaratunga dan RDG, 2001; Amaratunga et al., 2000;
Bon et al., 1998; Brown dan Laverick, 1994; Douglas, 1996; Hwang, 2006; Kincaid, 1994; Sapri et
al., 2010; Toni dan Tonchia, 2001; Varcoe, 1996; Walters, 1999; Wang dan Gianakis, 1999).
14
3.0 FACILITIES MANAGEMENT
Property or facility is an important source to support
activities in an organization. The question on how
property or facility being used to facilitate activities in
an organization has increased the attention of many
researchers due to low level of building performance
since 1980s [21]. This issue stems from the
implementation of traditional management approach
in which organization were not taken into account. The
growth of facility management (FM) enables a new
dimension in managing property and facility more
comprehensively and effectively [21]. In fact, FM does
not only plays an important role at the local level but
also at the national level. At the national level, FM aims
to provide better infrastructure and logistic to support
business and public, whereas at the local level FM aims
to provide effective management of facilities and
services [22]. In line with this, FM has 4 main functions; to
manage financial resources, to manage human
resources, to manage physical resources, and to
manage knowledge and information.
Facility management is the key in managing facilities,
support services and work environment which aims to
support the core business either for long-term or short-
term [23, 24]. The International Facilities Management
Association (IFMA) [25] defines facility management as
a profession that encompasses multiple disciplines to
ensure the ability of the built environment to function
properly by integrating people, place, process and
technology. The British Institute of Facilities
Management (BIFM) [26] defines facility management
as a process of integration within an organization to
maintain and develop services to support and enhance
the effectiveness of the organization's main activities.
Additionally, [27, 28] defines facility management as a
systematic management which involves a combination
of property, human and a variety of processes such as
planning, maintenance and evaluation of the physical
condition of the space and services.
In Malaysia, facility management is defined as a
management that combines places, people, processes
and technology to ensure the functionality of the built
environment [29]. According to [30], facility
management is the integration of multi-disciplinary
activities in shaping the environment and management
that affect human and workplace. For the purpose of
this study, human comprised of workers, consumers,
customers and visitors. While the workplace covers all
the physical and non-physical elements of a building
and premises. Based on this definition, it can be
concluded that facility management is the integration
of multiple disciplines and activities to establish a good
environment for the well-being of human. Therefore,
[31] summarizes facility management into three
elements known as 3P model which can be seen in
Figure 1.
Figure 1 Facilities management elements
The 3P model represents human (people), process
(process) and place (place) [23]. Technology elements
are also needed in the facility management activities.
Generally, efficient technologies will enhance the
effectiveness and efficiency of facilities management,
understanding the organizational environment,
managing the business, managing the services
provided, managing space and premises, managing
the work environment and managing resources are
among the important factors that need to be taken into
account by the facilities management team [32].
Good facility management will results in a favorable
environment and increased efficiency. Therefore, the
combination of these four elements may increase the
performance of an organization, especially in terms of
management and the use of facility as well as cost
efficiency and quality [32, 33].
88 Nik Mohd Iezuan et al. / Jurnal Teknologi (Sciences & Engineering) 75:10 (2015) 85–96
3.0 SPACE IN FACILITIES MANAGEMENT
CONTEXT
Space is an important resource to support activities in
an organization. Space is defined by [34] and [1] as a
segment of the entire facility consists of either space
that can be used or cannot be used. The importance
of space is specifically outlined in the facility
management definitions. The following table lists the
definition of facility management used at present.
Table 2 Space Element in Facilities Management Definition
Author
Space Element in Facilities Management
IFMA [25]
A profession that encompasses multiple disciplines to ensure functionality of the built environment by
integrating people, place, process and technology.
BIFM [26]
The integration of multi-disciplinary activities within the built environment and the management of their
impact upon people and the workplace.
Cotts et. al [35]
Coordinating the physical work space with human capital development and the profession itself in an
organization.
Noor and Pitt [29]
The management of multi-disciplinary activities to ensure continuous functionality of the built
environment by linking and integrating people, place, process and technology.
Then [28]
The practice of FM is concerned with the delivery of the enabling workplace environment. The optimum
functional space that supports the business processes and human resources.
Hamer [36]
The process of planning, implementing, maintaining and accounting for appropriate physical spaces
and services for an organization, while simultaneously seeking to reduce the associated total cost.
Alexander [23]
The scope of the discipline covers all aspects of property, space, environmental control, health and
safety, and support services.
NHS Estates [37]
The practise of co-ordinating the physical workplace with the people and work of an organisation;
integrates the principles of business administration, architecture, and the behavioural and engineering
science
CFM [38]
The improved process of workplace management to inspire people to give their best, support their
effectiveness and make positive contribution to economic growth and organisational success.
Based on Table 2 above, it is clear that space is an
important element in facilities management to ensure
the functionality of an organization’s environment [25,
26, 29]. Space were defined from different angle by
[35] and [37]; better coordination of space able to
improve human capital and professionalism. However
[28] in his study stated that human resources and
business processes will be supported if space function
optimally. Space optimization can be achieved
through effective management of space [13].
Effective space planning and management will
contribute to the success of an organization,
efficiency, and reduce the cost [38]. To achieve
effective space planning, an organization should
consider the number of spatial planning and the
implementation of comprehensive management
system for efficient space management [39].
As a conclusion, space is one of the biggest
component in facilities management. By leaving
space without good planning and management can
cause a loss to the organization. Because of that,
many researcher agree that the roles of space
manager is important to manage the space efficiently
and effectively.
4.0 SPACE MANAGEMENT
Space management is one of the elements in asset
and facilities management either for government or
private buildings [15]. According to [24] and [40], they
classified space management as one of the key
elements of facility management. Whereas [41]
defined space management activities as property
management which involves the management of
activities for whole building. In fact, conflict arise
between facilities management and property
management regarding the roles of space
management, yet, the roles of space management
provided by these two management entities are
similar which is to provide services to ensure the space
provided meets the requirements of an organization’s
core objectives as well as to satisfy customers [13].
These management activities focus on the best use of
existing physical resources and reduce the demand
for space or asset [42]. Therefore [43] stated that
appropriate work space and efficient management
are the major factors which contribute to the increase
in values of an organization.
Space management is the combination of two
elements namely management and space;
management refers to the best service provided to
the organization, where else, space refers to the
supports provided for the business activities
undertaken by an organization. According to [44],
management activities are referred as the space
within a building or any civil structure. The aim is to
promote the efficient use of space and equipment
which are the important physical resources of an
organization [45]. Hence, There is a critical need for
effective management as it can bring success to an
organization by optimizing space utilization and
89 Nik Mohd Iezuan et al. / Jurnal Teknologi (Sciences & Engineering) 75:10 (2015) 85–96
reduced operation costs incurred by the organization
[38]. According to [39] stated that there are several
aspects of space management need to be given
more attention, namely planning and efficient space
management. Whereas [43] stated that the practices
and activities carried out to achieve an effective
space management are understanding the wants,
needs and objectives of the organization. However
[41] focused on the costs incurred by an organization,
including responses to any changes in an organization
in his research. The concept of open plan office space
and renting unused space not only ensure the space,
equipment and furniture are used efficiently and
effectively but also reduce the costs of an
organization.
According to [41], space management is a broad
term which covers assessment on the need for space,
space planning, process management and the use of
space to support the number of employees using a
particular space. The rationale behind the
management, planning and good utilization is to
enable organizations to achieve their goals. Review
from [33] and[46] also emphasized that the planning
and management of space should include asset
management, space management, space utilization,
space utilization audit and project management. In
fact, the management of space should be carried out
parallel with the objectives of the organizations as well
as taking into account the needs of employees using
the space.
Space management activities cab be divided into
several stages, namely, identifying organizational
structure, planning for allocation of space, allocating
the space, collecting data and evaluating the space
used [40]. The space management stages can be
seen in Figure 2 [40].
Figure 2 Space Management Stages
4.1 Identifying Organizational Structure
At this stage space management will represent the
corporate organization to identify the objectives, the
needs of the departments and the number of
employees in an organizational and plan space
allocation for employees. According to [42], the need
to review the requirements of an organization, its
departments and employees as they will affect the
space provided either in short-term or long-term.
Results from this study provide information on the
existing facilities, number of employees for each
department and management system implemented.
This activity can be devided into three major roles [40]:
a) Identifying facility information: Among the
activities involved are identifying building name
and the name of each departments to
ascertain the used space, unused space and
the needs of employees to new work space
[40].
b) Establishing separate standards: The
establishment of standards are established to
provide guidance to the organization to
improve the efficient use of the space provided
to the workers. According to [34] defined
standards as criteria or norms for allocating
space. Whereas [47] defined space standard
as the total area provided to employees with
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regard to the space allocated for tables, chairs
and work processes.
c) Determining the need for space: The main
purpose of this function is to determine the
current need for space in order to understand
current space requirements and future space
requirements. it is important for an organization
to identify the nature of today's work [40].
4.2 Space Planning
Space planning will ensure the space provided able
to achieve the objectives of the organization. The
information required in the planning stage is the space
required for departments and employees which have
been collected in the first stage. The results obtained
at this stage reflects the need for space planning in an
organization. The facility as a function of planning
manager which includes several aspects, such as [23]:
a) Space provided to improve the performance
level of buildings, having the technical
capability of building such as issues of safety
and comfort, energy-related issues "green
building", and other issues such as solar,
structure and fabric [40].
b) Space provided must be able to meet the
technological environment such as the use of
computer equipment, telephone, video
conferencing and other network equipment.
Technological environment, among others
involves, looking at the cost of the transfer,
whether the cost of wiring structure is easily
installed and transport costs to be moved to
a different place. Preparation of space must
also have the flexibility to respond to any
changes in the technical and operation side,
for instance, changes from "open plan" to
"cellular division" [40]. Changes usually will not
only cause changes to space in building but
also in the building systems such as air-
conditioning system, power source, position
lights, telephone and so on. Therefore, the
best space planning should not incur high
costs as there might be changes to be made
in the future.
c) The most important aspect of spatial planning
is to meet customer satisfaction. Building
performance is measured by the individual or
employee in a building [40]. The
measurements are made based on the
perceptions of users of the facilities provided,
the building and the safety and comfort of
the space user.
The role of planning is divided into three parts, that is;:
a) Identifying the amount of space: the
calculation includes interior and exterior
space and the space bounded by walls.
Some other alternatives should also be
considered as to identify used and unused
space to ensure the actual level of used
space [40].
b) Identifying the types of space: space
includes ceiling height, seminar rooms, open
spaces, confined spaces and so on. Planning
manager should determine the users’
demands and requirements for space as it
affects the type of space to be provided [40].
c) Establishing the space plan: translating the
space plan based on customer needs and
space standards established by
organizations [40].
4.3 Allocating Space
Assigning a room based on the space planning
created by the organization. The process of providing
space is divided into three sections as shown below
[40]:
a) Receiving applications for space: this includes
the application of a new space or addition of
a room due to expanding organization.
Application of space should clearly include
the reasons for space application, type,
location and space needed [40].
b) Evaluating the available space: assessment
on the space is done by taking into account
the space available, standards and policies
of the organization [40].
c) Allocating space: In allocating space, it is
important to consider the work process of a
department, effective communication and
whether it is for short-term or long-term [40].
4.4 Collecting Data Use Space
Data collection will be carried out by gathering the
space data for each department of an organization.
Other resources such as information on equipment,
devices and systems used should also be collected to
have clear understanding on the usage level. The
management's role is to identify the space provided,
record the location of assets and facilities, and record
the function of the space provided. This identification
involves all the space that has been recorded for an
organization. Among the information to be recorded
are asset name, registration number and location of
assets [40].
4.5 Assessing the level of space used
At this stage, the management must ensure the
allocated space are in a good manner. This
assessment can be carried out using the "post
occupancy evaluation" as it can provide valuable
information to planners and facility managers in order
to conduct the operations of an organization. At this
stage, it is vital to note the perceptions of consumers
on the quality of space provided, followed by
observation and preparation of reports on the current
space utilization level in an organization [40].
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5.0 SPACE UTILIZATION
Office space utilization is defined as the number of
people using a particular space in a building [48]. The
purpose of measuring the ratio is to identify the current
and potential future use of space [43]. The
characteristic of space utilization measurement as
follow [49]:
a) Determined by the number of activities
carried out in a room.
b) Established measurement standards must
reflect the best standards for efficient use of
space.
c) Established standards may vary from one
institution to another depending on the
analysis performed.
d) Measurement of these competencies can be
used as guidelines to develop indicators for
new space.
The rate of office space utilization is associated with
the frequency (duration or frequency of use of a
room) and occupancy rates (the division between the
use of space and the amount of space available) [50,
51]. In fact, there are two methods of measuring
space utilization as discussed by [52];
a) Estimating the number of people using the
space comfortably provided sufficient
equipment in the room based on the purpose
it is to be used.
b) Dividing the square feet of floor area with a
specific number required for the floor area for
each individual station. The result will reflects
the capacity for each workstation provided.
Table 2 below shows the two different criteria of
space utilization function. The first and the second
function focus on the rate of space utilization, while
the third function focuses of the amount of space
allocated for the employee. Efficient use of space can
be achieved through a strategic approach. This
strategic approach starts from the beginning of space
built. Important aspects of space utilization underlined
by [43] is planning and space management.
Table 2 Space Utilization Function
Functions
Explanation
Meeting Space Use (hours)
x
100
=
%
This formula is a useful tool for calculating the number of
meeting rooms needed in the space plan. Total time
available should be the time the office is open for
business e.g., 7.30 a.m. to 6 p.m., 5 days per week.
Total Time Available (hours)
Time at Workpoint (hours)
x
100
=
%
This formula is useful to calculate hot desking and
hotelling space management, and should be
calculated on the total time the office is open, up to 24
hour/7days operation.
Total Time Available (hours)
Net Lettable Area (m2)
=
m2 per employee
This formula is useful to calculate the space utilization
rate by considering the usable space only e.g. work
area, social area, etc.
Number of Employees
According to [50], they stressed that a strategic
approach can be achieved by setting clear
guidelines about the use of space. These guidelines
will be the benchmark for every organization to ensure
efficient and effective implementation of the space
management and planning. There are several
aspects that need to be addressed in the planning
and management of space, namely [43, 53]:
a) The size and space shape;
b) Existing facilities usage patterns;
c) The number of employees using the space;
d) Equipment and furniture required;
e) Culture and work processes;
f) Convenience and needs of employees; and
g) Attractive working environment.
6.0 SPACE EFFICIENCY
Efficiency is a very broad concept. This term is used
widely to indicate the level of energy efficiency, water
use efficiency, cost efficiency, space efficiency and
others. The purpose of efficiency is to achieve
maximum function and usually requires creative
planning and management. In the manufacturing
sector. Efficiency is defined as guidance for all aspects
of the production process with regard to price
indicators [54]. In other words, efficiency is the ratio of
a firm as a whole, including the technical efficiency
and price efficiency. The efficiency of a body can be
measured by the efficiency of the production unit of
each individual, as well as the allocation of resources
among individuals [55]. In the development sector,
efficiency is defined as the value and cost of the best
development. If these two aspects are achieved
(increase in value and at the same time manageable
cost) efficiency will be achieved. Efficiency is also
defined in terms of optimization. Optimization is
92 Nik Mohd Iezuan et al. / Jurnal Teknologi (Sciences & Engineering) 75:10 (2015) 85–96
defined by Sharpe as the optimal use of a building for
various activities of the organization with regard to the
costs and benefits of use [56]. To determine the
efficiency of a building, [43] have established four
functions as shown in Table 3.
Table 3 Space Efficiency Function
Functions
Explanation
Workpoint (m2)_____
=
net m2/employee
This calculation measures the total occupied by work points
(enclosed offices and workstation) and divides by it by the
number of employees. The result is a net area per employee in
square meter, which exclude any other facilities. This should not
be below 4m2 to be efficient and includes tertiary circulation
space.
Number of Employees
Workpoint (m2)____
x
100
=
% circulation
space
This calculation compares work-points, as above, in relation to
primary and secondary circulation space, and should not be
less than 30% to be efficient. Building codes will generally have
an impact on this calculation by defining access and egress
width.
Circulation Space (m2)
Usable Floor Area (m2)
x
100
=
%
The higher the percentage, the more real space is used
efficiently.
Net Lettable area (m2)
Usable Floor Area (m2)
=
m2 per employee
This calculation provides a measure of "real" square metres per
employee rather than net lettable area per employee.
Number of Employees
Effective use of office space can be defined as
optimizing the use of space to maximize the amount
of time of the building in use [57]. According to [50],
they measured the efficiency of the office space
through the use of floor area, but not including areas
used for different functions such as building structures.
However [58] measure the space to determine the
efficiency and rate of the demand for space.
Demand for office space should be consistent with
the existing space to ensure the space is fully utilized.
The percentage of space used is an indicator to
measure the level of space used by dividing the
space used with the amount of space available.
Elements of a building such as the size of the building
(to support the number of users and activities) and the
time spent in a building (working hours) are two
important factors when measuring the efficiency of
the space. Based on [50], office space considered
effective when the building:
a) Provide a minimum space for the desired
function and to be accommodated, and the
area cannot be used is minimal between net
internal area and gross internal area.
b) Space provided to carry out any activity and
minimum operations.
c) A high level of space utilization.
Increased efficiency of office space will be an
indication to the business performance, taking into
account the actual work patterns [59]. Moreover, the
efficiency of space also reflects the space provided
meets the user’s needs and at the same time the
organization achieve its strategic role to use the space
efficiently. Common strategies implemented by
organizations to improve the efficiency of office
space utilization is by reducing the size of the space
and introducing the "Hotelling" concept of teleworker
employee [51].
6.1 Benefits of Space Efficiency
Efficient use of office space will have a profound
impact to the organization, especially in achieving the
core business. Among the benefits of efficient use of
space are reduced operating costs, increased
occupancy rate and deficiency in the demand for
new space. Unutilized office space will increase the
cost to be borne by the organization. Therefore
identifying and reducing the levels of these vacancies
will save a lot of costs [17]. according to [60] showed
that the optimal use of office space would save $
460,000 of the total cost. Fawcett [61] also noted that
improving the use of space will save from 40% to 80%
of operating costs. The efficiency of space can be
measured by the space needed. Reduced demand
for new space reflects the space provided is used
efficiently and effectively. However, [62] focused on
the reduction of existing office space usage. He
indicated in his study, that efficient use of existing
space will establish space surplus. This surplus is a huge
savings for an organization because existing space
can be reduced for what is only needed. Additionally,
[63] emphasized in his study that restructuring existing
office space increasingly occur due to rising costs of
real estate. Most of the organization reduced the
amount of existing space through reducing space
allocated for per employee from 20 to 14 per meter in
2005 and estimated savings are $ 8.202 per employee
per year [60, 63].
Based on [60], they stated that office space
optimization can be achieved through effective use
93 Nik Mohd Iezuan et al. / Jurnal Teknologi (Sciences & Engineering) 75:10 (2015) 85–96
of space without the need to rent additional space to
carry out their activities. The benefits of office space
optimization can be measured based on the savings
used to pay for the operation costs of the organization
itself. Whereas [59] focused on the overall work
environment. Office space optimization can be
achieved by taking into account the pattern of
employees to perform work. It is important to note
here that, efficient use of space does not only
optimizes space usage but also enhances the
performance and productivity of the organization.
7.0 POTENTIAL RESEARCH IN FUTURE
One solution to office space utilization and costing
problems is through the use of performance
measurement in an organization. Performance
measurement aims to assess the current performance
of an organization by periodically implementing
specific techniques or methods to conduct
measurement [64-66]. Previous studies related with
performance measurement focused on the field of
facility management as a whole for instance, study
conducted [67] and[68]. Similarlly, [66] in his study also
focused on the needs of the principles and processes
in the facility management performance
measurement. Slightly different with [67], they were
more concerned with the management indicators.
However, [46] have emphasized the relationship
between factors in their studies e.g. the influence of
physical environment on the organizational efficiency.
Similarly, [69] examined the relationship between
property manager function and efficiency of the
organization. Different with [70], he looked at the
problem of performance measurement approach
due to the difficulty to choose an effective and
efficient approach. whereas, [67] focused on the
methodology for conducting performance
measurement.
Based on the critical review of current literature,
there is no specific study conducted on performance
measurement for office space utilization
management except certain bodies like [6] and [50].
Their study focused on the public sector especially
educational institutions and government buildings.
Reports prepared by these bodies indirectly provide
guidelines on space efficiency to be followed by an
organization. For example, [12] give important
attention to the space utilization and efficient space
allocation to avoid wastage of government resources.
However, the use of established guidelines are
dependent on several factors such as needs and the
constraints of different environment of an
organization.
The important point outlined by [12] to conduct
performance measurement is the use of performance
measurement methods. Similarly, [71] also mention
that the model or technique is one of the important
things that need to be emphasized in the
management of office space performance
measurement. There are various methods used to
carry out performance measurement such as,
Balance Score Card, Key Performance Indicators,
Strategic Measurement Analysis and Reporting
Technique, Benchmarking, Critical Success Factors,
Performance Measurement Questionnaire,
Performance Criteria System, Cambridge
Performance Measurement Process Design,
Integrated Performance Measurement Systems
Reference Model. However, according to [72]
diversity of this approach had led to difficulty in
selecting the best approach that can be
implemented. To cover the deficiencies, a model was
created by [73], known as Cost Per Person Model
(CPPM) for measuring and calculating the cost for the
use of space based on the employee cost. However,
CPPM only focused on some specific aspects such as
the cost of property, the cost of telecommunications,
information technology costs and the patterns of
employment. Two main results obtained from this
model are calculated cost for each employee and
the potential savings that can be obtained based on
several scenarios such as the restructuring of the office
space. CPPM only focused on the current
employment patterns without taking into
consideration the overall cost.
An essential component in each approach was to
establish measurement standards and specific
indicators for each activity or management as well as
to provide management and operation procedures
or systems to help decision makers in an organization
[67, 74]. The steps include the selection, definition and
application of performance indicators to quantify the
efficiency and effectiveness of service-delivery
method [45]. According to [75], they stated that the
financial and non-financial indicators must be
balanced in the implementation of performance
measurement. However, lack of performance
measurement for specific criteria causes failure to
achieve good performance [67]. Simillarly, [4]
mentioned that there is still lack of general indicators
that can be used by any organization to conduct
performance measurement. Additionally, the failure
to see the indicator as a whole, including financial
and non-financial aspects lead to the need to have
clear performance measurement indicators [75]. Due
to lack of specific measurement to analyze and verify
the accuracy of the established indicators [67]. The
concept of "trial and error is still practiced to measure
performance by matching the previous indicator. This
approach is indirectly establish ambiguity in the
validity of indicators as the indicators are established
through observation only. Consequently, this results in
misunderstanding between the parties engaged in
the management of an organization.
8.0 CONCLUSION
This study highlights two major research areas related
to office space study based on a critical review on the
94 Nik Mohd Iezuan et al. / Jurnal Teknologi (Sciences & Engineering) 75:10 (2015) 85–96
current literature, particularly in the field of facilities
management. First of all, this paper has identified
three areas of space related studies, namely, space
management, space utilization and space efficiency.
These studies are inter related with each other and
most of the time researchers consider them as similar
issue when trying to solve them.
Secondly, this paper has focused on the
performance measurement as a potential area for
future study due to its significance in organization
performance. The development of performance
measurement framework should be specific for an
organization as each organization have different
missions and objectives. The development also should
consider the performance measurement approach
and analysis techniques to ensure the performance
measurement is suitable for an organization. The
indicators selected also should be specific and
according to the requirements and suitability of an
organization.
These findings provide a clear understanding on the
office space study and where we are heading now.
Generally, this study is beneficial to academicians in
terms of issues encountered in related field. For
industrial practitioner, they may consider the
suggestions provided here by introducing and
implementing performance measurement in their
organization. Undoubtedly, performance
measurement will help the managers to understand
the current performance as well as to encounter the
underperformance aspects by providing a
comprehensive performance measurement system.
Overall, this study can be outline as Figure 3 below.
Figure 3 Study Outline
Acknowledgement
The authors would like to extend their sincere gratitude
to the Faculty of Geo-information and Real Estate,
Department of Facilities Management, University of
Technology Malaysia for the best facilities in
supporting this study.
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