Here are 3 steps to leveraging your existing data sources to get real-time insights into your office buildings

Your office building is much more intelligent than it looks. Trust me! There is not even a lot you have to do except exploit the potential of your existing data sources.

In this article, we show you the 3 steps necessary to transform the brainless concrete block called office building into a smart and people-oriented work environment:

  1. Analyse;
  2. Check and prepare;
  3. Use and learn!

Real estate is the second biggest expense after labour costs. It is therefore worth taking a closer look at how and where these costs occur and in which areas they can be reduced. Now, if we add the fact that office buildings are usually utilised less than 50%, then we probably all agree that this area offers enormous optimisation potential, not only in monetary terms but also in relation to your employees’ work experience.

It is therefore important that you no longer rely on gut feelings alone but rather on hard facts when it comes to decisions. Analysing space utilisation is the right way to gain a better understanding of what happens in your office buildings. The only question that remains to be answered is which approach you take.

Imagine that you are now being assigned the task to evaluate possibilities to get real-time insights into your office buildings.


Step 1: Analyse what you want to achieve and analyse what you need for this
Do you know the dilemma? You are so focused on a project that you try implementing it before you even started analysing why, how and what you want to achieve with this project. This also happens to project leaders from time to time when assigned the task of gaining valuable insights into office buildings.

You should prevent this loss of time and money by remembering this culinary metaphor: It is like cooking.
The project is the dish that you need to serve for dinner (and no later). In order to prepare a good meal on time, every chef focuses on one absolutely vital aspect – the shopping list! And the same goes for you: think first about what you want to cook (in this case, what you would like to achieve) and what ingredients are necessary (i.e. which data) and write it down.

Step 2: Check what is already there and prepare for integration
Preparing the shopping list means checking your storeroom for ingredients that are lying around untouched. As you now know what kind of insights you hope to have gathered after implementing this project, you should now start looking into your existing IT infrastructure that you are using daily. With the advent of big data, the Internet of Things (IoT) and machine learning, platforms have evolved to support more accurate real-time insights, revealing previously hidden patterns into the actual use of space.

Your company most probably has data lying idle from various sources. While LAN and Wi-Fi networks can be used as primary data sources, other data from the device inventory, existing space repositories, room booking and CAFM systems as well as building IoT can be integrated to increase the level of detail of your space utilisation analysis.

While the mentioned sources offer all the necessary data, there are also other possibilities besides the software-only approach to gain insights into space utilisation. This depends to a large extent on the use cases that your company has and the challenges you are facing.  

If you now think that you still lack ingredients to cook your meal, then you should start thinking about buying additional ingredients (read more about different technology solutions. However, you most probably have everything you need for the delicious meal and you can save time by taking care of the remaining preparation. In the world of cooking this is called “Mise en place”!

As you now have an overview of the data sources that your IT infrastructure provides, it is time to prepare their integration in order to collect and consolidate all the data. There are, for example, IT infrastructure providers such as Cisco or Aruba that are widespread and can therefore be integrated in a fairly straightforward manner. However, solutions from other providers can also be integrated. At this stage, it is important to involve your company’s IT department to find out whether your infrastructure matches the technical requirements of a software-only solution.

One of the great advantages of relying on the existing infrastructure: it requires no or very little local setup. This means that a software-only solution can be rolled out quickly at affordable costs.

Step 3: Use the insights and learn from them
The use of big data technology and machine learning algorithms takes over the collection, consolidation, processing and, finally, the visualisation of the data. To return to the cooking analogy: The menu gets prepared, arranged and is ready to be served automatically.

This allows you to gain valuable and real-time insights into how your organisation uses its workspace. Depending on your responsibilities and the use cases you have, it is now possible to pick out the information you need:

Gain portfolio-wide insights into your workspace

  • Understand how your office buildings are performing
  • Identify space utilisation optimisation potential
  • Understand the impact of your workspace layouts

Find out how to improve facility operations

  • Identify workplace issues
  • Recognise optimisation potential to improve cleaning effectiveness
  • Understand whether your HVAC matches the demand

Understand how to increase workspace experience

  • Are there enough rooms or desks available?
  • Do employees lose time by searching for colleagues?
  • Can employees find their way around the building?

As you now have access to real-time insights, it is essential to understand their importance and act on this information by implementing measures to optimise workspace, improve facility operations and increase workspace experience.

The Locatee approach – use what is already there

You now know why we have a different way of doing things compared to most other suppliers. Locatee’s software-only approach to space optimisation is based on the rationale that the customer requires no upfront investment in new costly infrastructure.

Locatee Analytics applies patent-pending advanced machine learning and indoor positioning algorithms to existing data sources from your IT infrastructure such as Wi-Fi and LAN in real-time. Understand what is going on across your entire portfolio without manual walkthrough studies or expensive hardware sensors. All completely automated and anonymised. It’s as simple as that!

Data Collection

  • Analyse utilisation of all types of workspace based on your existing LAN and Wi-Fi infrastructure
  • Integrate with existing room booking, CAFM and device inventory systems

Data Processing

  • Real-time data processing with advanced machine learning and indoor positioning algorithms
  • Full anonymisation of all measurements

Data Visualisation

  • Use case-specific applications for corporate real estate teams, employees and other stakeholders
  • Historical, real-time, predictive application program interfaces (API) to integrate with existing solutions


Analysis of existing data sources
Locatee Analytics evaluates existing data sources from your IT infrastructure. This provides you with detailed information on utilisation without additional sensors or manual counting studies. Relying on the existing infrastructure requires no or very little local setup.

Scalable and cost-efficient
By leveraging the existing IT infrastructure, the solution can be rolled out across your company’s whole real estate portfolio without installing cost-intensive hardware. In doing so, you will maintain a complete overview of your whole real estate portfolio at all times, no matter how large it is or how many locations it includes. Besides cost savings, this also helps to amortise the costs of your IT infrastructure.

Valuable insights in real-time
With Locatee Analytics, you can make objective, data-based decisions and maintain consistent success monitoring thanks to reliable performance indicators.

Compliance with data protection regulations
Receive detailed information in compliance with privacy and security regulations. Strict anonymisation safeguards your employees’ privacy.

Let’s sum up how Locatee Analytics can help you

Locatee Analytics evaluates existing data sources from your IT infrastructure. This provides you with detailed information on utilisation without additional sensors or manual counting studies.

  • Collect – Existing data is collected in one place.
  • Process – Everything happens within your company’s network and is fully anonymised (learn more about privacy and anonymisation)
  • Visualise – Raw data gets translated, visualised and provides valuable insights.


Do you want to learn more about how your company can extract more from your office building?

Please get in touch via our contact form, call us, or write an email to or request a demo right now to experience the possibilities of undiscovered potential.

For us, the main advantage is that we have a purely data-driven solution that does not require hardware investments of any kind. This was also the reason we chose Locatee Analytics.

Swiss Post
Thomas Oczipka, Head of Work Environment, Swiss Post Real Estate

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