Space and Project
Management Benchmarks
Cover Image: Herbalife Photographer: Benny Chan ISBN 1-883176-83-2
Printed on 10% post-consumer waste recycled paper -
saving enough energy to power an average American household for 1 day. Space and Project Management Survey Committee Members
Frederick J. Berl, CFM, Los Alamos National Laboratory Angie Earlywine, HOK Advance Strategies
Steve Farashian, Kimberly-Clark Corporation John Francis, TEC Inc.
Jamie Galileo, Energy Solutions Arena Lorna J. Holmes, FMP, City of Loveland Scott Horst, PE, CFM, Ford Motor Company Kirt Miller, CFM, IFMA Fellow
John R. Osborne, Altera Corporation John B. Parsons, CFM, PGP Corporation Andy Steinberg, ECS Group Inc.
Azariah R. Stevens, CFM, Kimberly-Clark Corporation Project Leader
Shari F. Epstein, CAE, International Facility Management Association Graphic Design
Kate Disabato and Julie Maggos, HOK Graphics
© Copyright 2010 by the International Facility Management Association All rights reserved. Printed in the United States of America.
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For more information, please contact: IFMA Research Department
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Space and Project
Management Benchmarks
IFMA ReseARch RepoRt #34
Table of Contents
Introduction
Using This Report ...2
About Space and Project Management Benchmarks Report ...4
Database is Available for Further Analysis ...4
Methodology ...4
Acknowledgements ...5
About IFMA ...5
Definitions ...6
Section 1: Description of Respondents’ Facilities
Industries Represented ... 9 Facility Use ... 10 Location of Facility ... 11 Facilities by Region ... 11 Facility Description ... 12 Facility Age ... 12 Facility Setting ... 13Hours and Days of Operation ... 14
Expansion Plans ... 14
Overall Ownership ... 15
Site Population ... 16
Site Population by Facility Use ... 16
Section 2: Size of Facilities and Space Per Occupant
IFMA Area Measurement Standard ...19Interior Gross and Plannable Gross Area ...20
Plannable and Assignable Area...21
Interior Gross and Plannable Gross Area by Industry Type ...22
Interior Gross and Plannable Gross Area by Facility Use ...23
Plannable and Assignable Area by Industry Type ...24
Plannable and Assignable Area by Facility Use ...25
Space per Occupant ...26-29
Section 3:
Space Planning and Utilization
Tracking Space ...31Office Type ...32
Office Type by Worker ...32
Office Size ...33
Office Size by Worker ...33
Office Size by Facility Use ...34
Office Size by Industry ...35
Workstation Utilization ...36
Non-Dedicated Workspace ...37
Reserving Conference Space ...37
Conference and Training Space ...38
Support Space ...39
Amenity Space ...40
Section 4:
Moves and Furniture
Moves ...43
Types of Moves...45
Cost of Moves by Type ...46
Managing Moves ...47
Labor Allocation ...47
Churn Rates ...48
Swing Space ...49
Furniture ...50
Section 5:
Computerized Facility Management
CAFM Systems ...53CAFM Applications ...53
Commercial CAFM Systems ...54
Electronic Files ...54
BIM ...55
Section 6:
Project Management
Project Management ... 57Types of Projects ... 57
Allocation of Annual Project Budget ... 58
Facility Projects ... 58-59 Construction Projects ... 60
Selection of Construction Provider ... 60
Construction Scheduling ... 60
Capital Projects ... 61
Dollar Value Deemed Capital Project ... 61
Project Management Practices ... 62
Project Budget ... 62
Project Management Staffing ... 63
Appendix
Many years have passed since Robert C. Camp penned his definitive guide
on the benchmarking process, “Benchmarking: The Search for Industry Best
Practices That Lead to Superior Performance” (APQC 1989). The practice
of benchmarking still continues to be a part of many organizations’ quality
assessment tools, but this intricate multi-step process has been accelerated.
USING THIS REPORTMany who are engaged in benchmarking are more apt to cut to the chase. They find an average to compare to that is within close range to their performance and move on to something else. Others seek out an organization in which to copy their process without conducting the necessary due diligence. Although this may follow the definition of benchmarking, there is much more to the process. The purpose of this report is to offer
a starting point for those seeking out industry data for comparison. This report provides averages which could lead some down the right path and others down the wrong path. This is why we also provide the
median, or the mid-point, as well as a range of responses. We also look at other factors such as facility type and provision of labor which often affect cost or usage of space. We encourage you to do your homework as well. You may need to make adjustments when making comparisons. For example, when programming space, space per person averages come in handy, but one should have some sense of what works well within your environment.
The information contained in this report represents a “self-report” from IFMA members and others who chose to participate. The data was voluntarily provided but was not checked with individual site visits. The percentile charts in this report
allow you to see how your operation ranks against other organizations. The arrows beside some charts
show the “best-in-class” direction. Using your facility’s numbers for the performance indicator, determine whether your building is above or below the median (50th percentile). The “best-in-class” concept can be difficult to apply in relation to space. Allocating the least amount of space per person may be “best-in-class” in terms of the efficient use of real estate and achievement of cost savings, but it may have a detrimental effect on employee morale and productivity. Research conducted by BOSTI Associates suggests that workspace size, by itself, does not affect job performance or satisfaction, but the loss of size in individual workspace due to relocation or redesign can affect job satisfaction and retention. Working toward the lowest percentiles in square feet per
person can be counter-productive; however, some companies believe this should be the standard, when it is not. For this reason, we have designated a direction on some of the percentile charts to indicate “best-in-class,” but we have not defined a specific level as “best-in-class.”After you have identified
areas for improvement, there is still the need to conduct additional research before making changes. Look for a more homogeneous group in which to compare. Participating in one of IFMA’s council benchmarking studies or community server discussions are excellent ways to learn how others with similar facilities run their operations.
IFMA’s research department can also assist you in conducting more detailed, smaller-scaled studies with benchmarking partners who may have more in common with your organization.
Introduction
ABOUT SPACE AND PROJECT MANAGEMENT BENCHMARKS REPORT
To compile the information for this report, IFMA issued an updated survey that had been successfully administered in 2001 and 2006. Each question was evaluated by a group of subject matter experts in the areas of space utilization and planning, M/A/C, project management and computerized facility management. The group’s intent was to maintain consistency in the questions to monitor changes over time; however, there were several new questions added. Although the survey was issued to IFMA members, membership was not a requirement to participate. Survey recipients were encouraged to circulate the survey to the person responsible for the activity.
This report incorporates the new area measurement terms defined in the updated IFMA/ASTM E1836-08 standard. The terms gross, rentable and usable area have been replaced with slightly different measurements of interior gross, plannable gross and plannable area. These new measurements are defined in this report. In addition, much or the data, such as space per person, are provided in both standard and metric units. Findings are discussed in the sections that follow. Statistically significant findings are integrated in the text of the report. When applicable, comparisons are made to previous IFMA benchmarking reports. Additional copies of this report may be ordered through IFMA’s bookstore. For those seeking the data file used to compile this report, one can order the database used to create this report.
DATABASE IS AVAILABLE FOR FURTHER ANALYSIS
The information contained in this report has been voluntarily supplied by IFMA members and is available in its entirety. Participant names and organizations are not included in the database, but a separate listing of contact information is available with the purchase of the database. The database is available in Excel. Cost varies based upon membership status and participation in the study. Participant Member - US$500 Non-Member - US$750 Non-Participant Member - US$1,000 Non-Member - US$1,500 METHODOLOGY
The Space and Project Management Benchmarks survey was developed in 2009. Committee members examined each question to make sure questions were clear, unambiguous, concise and relevant. Questions were asked in an objective fashion in order to obtain responses that are truly representative of industry practices.
The 12-page survey was made available in both a paper survey and Adobe .pdf interactive form document. IFMA members received an e-mail in September 2009 directing them to IFMA’s website where they could download the electronic survey. Members were encouraged to pass the survey to the most appropriate person to complete. Respondents were asked to provide information on the facilities they manage for a 12-month period of time. Many chose to report the data for calendar year both 2008 and 2009. To encourage participation, the survey link was sent multiple times to members and past study participants in late 2009
and early 2010. Several of IFMA’s councils sent invitations to participate to their members. When it appeared that survey response was lacking, the survey was converted to a print version and sent by mail to more than 9,000 IFMA members located in the United States. Approximately 440 surveys were returned during a six-month time period. A total of 424 surveys were deemed usable for tabulation purposes. A completion rate of 50% was considered usable. If a respondent did not fill out the space measurement worksheet, the respondent was contacted to supply this pertinent data.
To ensure high quality data, highly structured coding and data verification procedures were used. In addition, all variables and values were checked to verify that they were within appropriate ranges and inappropriate outliers were corrected or removed. The majority of open-ended responses were read and coded into quantifiable variables to assist in analysis of the data. A full statistical analysis followed, using SPSS-PC™. IFMA used nonparametric and bivariate statistical techniques to conduct the data analysis. Standardized data analysis procedures included reviewing descriptive frequency counts and cross tabulations of responses for variables of interest.
To maintain real world usability of these research findings, statistics are most often provided in terms of absolute number of responses, percentages and mean averages. Percentages may not add to 100% due to rounding or the acceptance of multiple responses. In many cases, some respondents did not answer all questions, so the base numbers differ among the various quantitative findings.
Introduction
Additional calculations were made to determine space per person and to convert measurements to metric. Canadian cost data was converted to U.S. currency by multiplying costs by a factor of .95, the currency exchange rate on March 16, 2010. If data appeared out of range, the respondent was contacted to determine how the information was derived. New information was subsequently entered.
This report contains the results of those analyses deemed to be of most interest to facility managers. Space and Project Management Benchmarks is a self-report survey. All data, including respondent identification, was voluntary. As with any research, readers should exercise caution when generalizing results and take individual circumstances and experiences into consideration when making decisions based on these data. While IFMA is confident in its research, it is important to understand that the results presented in this report represent the sample of organizations that chose to supply the requested facility information.
A confidence level and margin of error provide readers some measure of how much they can rely on survey responses to represent all IFMA member organizations. Given the level of response to this survey, IFMA is 95% confident that responses given by all responding organizations can be generalized to all IFMA member organizations, in general with a margin of error of approximately +/- 5.0%. For example, 8% of the respondents report that they have adopted BIM to capture building data. With a 5% margin of error for the sample size of 400, the reader can be 95% certain that between 3% and 13% of facility managers are employing BIM technologies to capture building data. It is important to note that as the sample size decreases, which occurs in many of the tables, the margin of error increases. For example, a smaller sample of 150 decreases the margin of error to +/- 8%.
ACKNOWLEDGEMENTS
IFMA relies on members and their staff to compile and share their company’s data to create this report. Providing accurate floor area measurement is a prerequisite for participation. If the information is already captured in a CAFM system, the form is relatively easy to complete. If the space information isn’t captured, it can take a respondent several hours to compile the required questions. Since the survey incorporates elements from the new area measurement standard, ASTM E1836-08, many of the respondents had to recalculate their space. For many of the participating organizations, it requires a group effort to supply all of the data. We thank all the participants and their staff for going the extra distance to complete this year’s survey. We purposely chose not to list the participants’ names, but we have listed their company’s names in the appendix.
A committee of subject matter experts generously gave of their time to work with Shari Epstein, CAE, IFMA’s research director to craft the questions for this survey. The committee members met as subgroups via teleconference, and reviewed and updated the questions as needed. This group of survey question experts is listed on the inside cover of the report. Once the survey was drafted, Ms. Epstein distributed the survey, validated and analyzed the data, created the accompanying tables and graphs and wrote the report.
ABOUT IFMA
IFMA is the world’s largest and most widely recognized international association for professional facility managers, supporting more than 19,000 members in 78 countries. The association’s members, represented in 124 chapters and 16 councils worldwide, manage more than 37 billion square feet of property and annually purchase more than US$100 billion in products and services. Formed in 1980, IFMA certifies facility managers, conducts research, provides educational programs, recognizes facility management certificate programs and produces World Workplace, the world’s largest facility management conference and exposition.
To join and follow IFMA’s social media outlets online, visit the association’s LinkedIn, Facebook, YouTube and Twitter pages. For more information, visit www.ifma.org.
Definitions
ASSIGNABLE AREA
The portion of the plannable area on a floor that can be assigned to occupant groups or functions.
AVERAGE
Also referred to as the mean – the sum or total of all responses divided by the number of respondents.
BIM
Building Information Modeling (software application).
CAD
Computer Aided Design.
CAFM
Computer Aided Facility Management.
CATEGORIES OF MOVES
Box move
(Employees moved to existing workspaces) No furniture moved, no new wiring or telecommunication systems required. Files and supplies are moved.
Furniture move
(Workstation/furniture move) Reconfiguration of existing furniture and/or furniture moved or purchased. Minimal telecommunication
reconfiguration is needed. Construction move
(Move that require construction) New walls, new or additional wiring, new telecommunication systems or other construction is needed to complete the move.
CHURN RATE
The total number of moves completed in a twelve-month period divided by the average of number of occupants during the same twelve-month period multiplied by 100%.
COMMON SUPPORT SPACE
Space devoted to common support services. Common support space is a portion of the facility assignable area that is not attributed to any one occupant, but provides support for several or all occupant groups. Examples include cafeterias, conference rooms, storage areas, auditoriums, fitness facilities, training rooms and computer rooms.
COTS
Commercial, off-the-shelf software.
DESIGN-BUILD
Design-build is a system of contracting under which one entity performs both architecture/engineering and construction under one single contract. (Design Build Institute)
DOMINANT PORTION
The portion of the inside finished survey of the permanent outer building wall which is 50% or more of the vertical floor-to-ceiling dimension. If a window covers 50% or more of the wall height, then the inside of the glass is considered dominant portion.
FACILITY MANAGEMENT
Facility management is a profession that encompasses multiple disciplines to ensure functionality of the built environment by integrating people, place, process and technology.
HUDDLE ROOM
Smaller rooms usually assigned to a specific department to be used for daily team or staff meetings or other quick get-togethers or stand-up meetings.
INTERIOR ENCROACHMENT
Any base building element that is located inside a building, not on an outer wall, that prevents the use of the floor area for furniture, equipment, circulation, or other occupant function.
INTERIOR GROSS AREA
The portion of the floor(s) that is totally enclosed within the dominant portion. Area devoted to interior parking is excluded from interior gross area.
INTERSTITIAL AREA
Any area of load-bearing surface located above or below occupied building floors that is not available for general occupancy.
M/A/C
Moves/Additions/Changes.
MAJOR VERTICAL PENETRATIONS
Major vertical penetrations include stairs, elevator shafts, utility tunnels, flues, pipe shafts, vertical ducts and their enclosing walls.
MEAN
See definition for average. Mean and average are used interchangeably and the interpretation is the same.
MEDIAN
The middle value in a range of responses is the median. One-half of all respondents will be below this value, while one-half will have a higher value. The median is also known as the 50th percentile. The advantage in using the median is that it is not affected as much by extreme highs or lows in the range of values as is the case with the mean.
MULTI-USE
Used in this report to describe facilities with two or more primary uses, such as a single site that encompasses headquarter offices as well as production or research facilities.
N
N is the number of cases supplying the data being described. It is important to note the size of the sample for the value you are comparing.
OFFICE PLANS
Private offices
Fully enclosed space, enclosed floor to ceiling walls.
Open plan/cubicle
Spaces/cubicles divided by movable partitions.
Open seating
No partitions or separated by low, 30in or 76cm partitions.
PERCENTILE
Indicates dispersion of data and a specific percentile identifies where a value lies in relation to other values in a range of responses. The 25th percentile is the lower one-fourth point in the range of values in the group. The 50th percentile, also referred to as the median, represents a value of which one-half of the group falls below and one-half falls above. The median is not affected by extreme high or low values whereas the mean could be distorted.
PERIMETER ENCROACHMENT
Any base building element or restricted area that is located inside the dominant portion of a building on the outer wall and that prevents the use of the floor area for furniture, equipment, circulation, or other occupant function.
PLANNABLE AREA
Plannable area is equal to the sum of the following areas: restricted areas, interior encroachments, occupant void areas, unassignable areas, assignable areas, and secondary circulation.
PLANNABLE GROSS AREA
The portion of a floor that is totally enclosed within the interior face of perimeter encroachments at the floor plane and where there are no perimeter encroachments enclosed at the inside finished surface of the exterior walls.
PROJECT MANAGEMENT
Project management is the process of planning, organizing, and managing tasks and resources to accomplish a well-defined objective, usually within constraints on time, resources or cost.
PROJECT/TEAM ROOM
A project/team room is similar to a conference room, but is dedicated to a project team for a specific project and period of time. The space is typically equipped with whiteboards, pin-up space and has projection capabilities. This space may also be referred to as a war room.
POST OCCUPANCY EVALUATION
This evaluation is a survey taken after project completion to assess end users’ level of satisfaction with the various aspects of the new working environment, as well as to check on the performance against specifications of the major systems. (Cotts 1999)
PRIMARY CIRCULATION
The portion of a building that is a public corridor or lobby is considered primary circulation. It is further defined as space required for access by all occupants to provide a minimum path on a floor for access to egress stairs, elevator lobbies and toilet rooms.
SECONDARY CIRCULATION
The portion of a building or floor required for access to some subdivision of a floor, that does not serve all occupants on a floor and that is not defined as primary circulation area. Secondary circulation may or may not be surrounded by walls or furniture panels.
SITE POPULATION
The number of full- and part-time employees, contract workers and/or tenants located at the facility(ies).
SWING SPACE
Space assigned to temporarily accommodate an organizational unit while their space is being renovated or built.
WORKSTATION
Any type of space designated for occupant usage, either an open or an enclosed area, where an occupant can be seated.
VOID AREAS
The absence of a floor inside the dominant portion where a floor might otherwise be expected or measured, that is typically in the plane of the upper floors of multi-story atria or lobbies, light wells, auditoria or the area adjacent to a partial-floor mezzanine.
Section 1
Description of
Respondents’ Facilities
Industries Represented Facility Use Location of Facility Facilities by Region Facility Description Facility Age Facility SettingHours and Days of Operation Expansion Plans
Overall Ownership Site Population
Site Population by Facility Use
Capital One
INDUSTRIES REPRESENTED Many of the findings in this benchmarking report are broken out by industry sector. This 2010 data set matches closely to IFMA’s overall membership with 47% of the responses originating from service industries such as banking, insurance and professional services. Twenty-seven percent of the respondents work within the institutional sector. The balance 26% fall into the manufacturing sector, predominantly represented by computer, electronics and pharmaceutical companies. A full listing of the participating companies can be found in the appendix, starting on page 64.
Services Sector 200
Banking Consumer, Commercial, Savings, Credit Unions 29
Health Care health Care 19
Hospitality hotel, restaurants, hospitality-related 9
Information Services Data Processing, Information Services, e-Commerce 16
Insurance health, Life, auto, Mutual, Casualty, Flood 40
Investment Services Securities and Investment Services 10
Media entertainment, Media, Broadcasting, Publishing 7
Professional Services Legal, accounting, Consulting, engineering, architecture, real estate 27
Telecommunications telecommunication, Internet Services 2
Trade Wholesale, retail 19
Transportation transportation, Freight 5
Utilities Water, Gas, electric 14
Other Services 3
Manufacturing Sector 110
Aircraft/Industrial aerospace, Industrial equipment 10
Building/Construction Building, Construction Materials 1
Chemical/Pharmaceutical Chemical, Pharmaceutical, Biotech 19
Consumer Products Food, Paper or related 9
Computer Computer hardware or Software 27
Electronics electronics, telecommunications equipment 22
Energy energy-related, Mining or Distribution 6
Furnishings Furniture, Floor Covering 2
Medical Equipment Medical equipment 9
Motor Vehicles Motor Vehicles 2
Other Manufacturing 5
Institutional Sector 112
Association association, Society, Federation 5
Cultural Cultural Institutions 1
Education training Center, k-12, higher education 25
Federal Federal Government 6
State/Provincial State/Provincial Government 7
City/County City/County Government 35
Special District/
Quasi-Government Special Districts, transportation authorities 3
Military Military 1
Religious religious, Charitable 17
Research research 11
Other Institutions 1
Description of Respondents’ Facilities
FACILITY USE
IFMA invites all participants to contribute data and strives to provide a facility category that best fits their operation. The list of facility use categories continues to expand. There are 24 categories listed, but the majority of the data fit into an office category. Offices are broken into four sub-categories: headquarter, regional, medical and mixed use where office space is dominant. Industry sector and facility use are used consistently throughout this report to further delineate space and practices.
Office
Headquarter headquarter 161
Regional Office regional/Branch Office 46
Mixed Use - Office Mixed Use – Office is dominant 74
Medical Office Medical Office 2
Industrial
Manufacturing Manufacturing 22
Warehouse Warehouse 6
assembly
Recreation Center Community/recreation Center 1
Religious Church, Mosque, Synagogue 11
Stadium Stadium/arena/auditorium/theatre 1
retail
Store Department/Big Box 3
Branch retail - Branch 5
Other
Call Center Call Center 8
Correctional jail/Prison 1
Courthouse Courthouse 6
Data Center Data/Computer/Switch Facility 4
Education training/Classrooms 24
Health Care acute Care/Clinic/Behavioral Care/Medical Center/rehab 5
Library Library 1
Multi-Family Condominium/Student housing 2
Multi-Use No single type of space dominates more than 50% 11
Museum Gallery/Zoo/arboretum 2
Research Center research/Laboratory 20
Senior Housing assisted Living/Skilled Nursing 2
Sports & Entertainment aquatic/Gaming/Golf Course 1
FaCILIty USe FaCILIty DeSCrIPtION N
LOCATION OF FACILITY The map to the left shows the location of facilities that participated in the study.
FACILITIES BY REGION In the Space Planning and Utilization section of this report, vacancy rates are displayed by geographical region as well as by industry sector and facility use. This chart shows how the states and provinces are broken out by region. The 10 U.S. categories are based upon postal zip code. For example, the region labeled Pacific is composed of the five states in which the zip code begins with the number nine.
Canada (aB, BC, ON, QC, Sk) 23 5%
New England (Ct, Ma, Nh, Nj, Vt) 38 9%
Northeast (De, Ny, Pa) 20 5%
Mid-Atlantic (DC, MD, NC, SC, Va) 39 9%
Southeast (aL, FL, Ga, tN) 45 11%
Midwest (IN, ky, MI, Oh) 40 10%
North Central (Ia, MN, ND, WI) 42 10%
Heartland (IL, kS, MO, Ne) 33 8%
South Central (ar, La, Ok, tX) 30 7%
Mountain (aZ, CO, ID, NM, NV, Ut) 33 8%
Pacific (Ca, Or, Wa) 71 18%
reGION N % OF SaMPLe 12 11 49 2 7 11 1 1 7 1 13 1 9 0 4 0 0 0 0 2 4 1 1 1 1 4 1 3 9 25 3 10 27 1 3 18 20 14 DC=4 MD=9 rI=0 Ma=29 De=1 3 9 0 0 0 5 12 19 12 5 8 13 13
FACILITY DESCRIPTION In the Space and Project Management survey form, it is suggested that respondents provide data for a single-use building, preferably the largest or most active building in their portfolio. This allows for better comparison and more accurate calculations of density and support space per person. The majority of the data supplied comes from single buildings or campus settings. For those managing a campus setting, i.e. multiple buildings in one location, the median number of buildings is four.
FACILITY AGE
The average age of the facilities represented in this study is 27 years. The oldest building in this data set is 200 years old and is used as a regional office. Education and manufacturing facilities in this data set were considerably older than other types of facilities.
31%
Multiple Buildings, One Location35%
Single Building 6% 14% 13% 11% 23% 26% 7%15%
Space Within a Building19%
Multiple Buildings, Multiple Locations LeSS thaN 5 yearS N=423 N=423 5-10yearS yearS11-15 yearS16-20 yearS21-30 yearS31-50 MOre thaN 50 yearS
FACILITY DESCRIPTION
FACILITY AGE
FACILITY SETTING
Description of Respondents’ Facilities
FACILITY SETTING
Almost half, 47%, of the facilities in this study are located in a downtown or uptown location. The chart to the bottom shows that some facilities types are likely to be found in the suburbs or industrial parks where land is less expensive. N=418
35%
Suburban Area23%
Secondary Downtown Locations24%
Central Business District3%
Rural15%
Industrial Park N=418 heaDQUarterSCBD Secondary Downtown Surburban Area Industrial Park Rural Area MaNUFaCtUrING reLIGIOUS CaLL CeNter heaLth Care reSearCh eDUCatION 0 20 40 60 80 100 reGIONaL OFFICe FACILITY BY LOCATION 30% 9% 10% 18% 25% 20% 15% 22% 30% 24% 15% 20% 25% 20% 27% 59% 40% 35% 35% 25% 28% 37% 39% 50% 82% 35% 9% 4% 5% 5% 2
ExPANSION PLANS
Despite the downturn in the economy, 30% of the respondents anticipate the need for more space in the years to come. Although not surprising, the percentage has dropped from 41% in 2007 to 30% in 2010. Industries poised for growth include health care, telecommunications, chemical and pharmaceutical, energy, educational, federal and military. On the other hand, industries anticipating a contraction include hospitality, media, computers and consumer products.
HOURS AND DAYS OF OPERATION
With exception to hospitals and data centers, most of the facilities in this study do not operate 24/7.
N=424
53%
No Change30%
Expansion17%
Contraction EXPANSION PLANSDescription of Respondents’ Facilities
Data Center 4 24 7 Hospital 5 24 7 Call Center 8 19 6 Education 24 18 6 Research Center 20 18 6 Multi-Use 11 17 6 Warehouse 5 17 6 Headquarter 160 15 6
Mixed Use - Office 74 15 6
Regional Office 46 13 6
Retail – Branch 46 13 6
Courthouse 6 13 6
Religious 11 9 5
TOTAL 420 16 6
FaCILIty USe N hOUrS/Day DayS/Week
OVERALL OWNERSHIP
The majority of the data in this report, 55%, comes from owner occupied facilities. Of the 17% that provided a combination of leased and owned properties, 70% is owned and the balance, 30% is leased. 17% 28% 55% N=422 OWNer OCCUPIeD LeaSeD
OWNED VS. LEASED BY FACILITY
COMBINatION
Owner Occupied Leased Combination SPaCe WIthIN a BUILDING SINGLe BUILDING MULtIPLe BUILDINGS, ONe LOCatION MULtIPLe BUILDINGS, MULtIPLe LOCatIONS 0 20 40 60 80 100 17% 7% 13% 53% 83% 27% 14% 14% 66% 73% 33% N=422 EXPANSION PLANS OWNED VS. LEASED
SITE POPULATION
Respondents are asked to provide the number of occupants in the buildings that they manage. Using the number provided, IFMA calculates density and support space per person. Recognizing that not all occupants are necessarily employees, IFMA defines an occupant as a full- and part-time employee, contract worker and/or tenant located at the facility(ies). Since this site population fluctuates on a daily basis, the survey asks for the average number over the course of a year. SITE POPULATION BY FACILITY USE N=424 Mean= 1,948 Median= 671 range= 6 to 83,000
33%
101-50024%
1,001-2,50016%
501-1,00010%
100 or Less17%
More than 2,500 Headquarter 161 1,595 900Mixed Use - Office 73 1,489 470
Regional Office 46 871 425 Education 24 8,709 2,375 Research Center 20 2,199 350 Religious 11 4,562 712 Multi-Use 10 1,039 812 Call Center 8 805 673 Warehouse 6 700 550 Courthouse 6 614 406 Hospital 5 2,840 1,500 Retail - Branch 5 1,059 75 Data Center 4 165 26
FaCILIty USe N MeaN MeDIaN
SITE POPULATION
SITE POPULATION BY FACILITY USE
Description of Respondents’ Facilities
SITE POPULATION OVERALL OWNERSHIP (SF)
young & rubicam/Wunderman
Section 2
Size of Facilities and
Space Per Occupant
IFMA Area Measurement StandardInterior Gross and Plannable Gross Area
Plannable and Assignable Area Interior Gross and Plannable Gross Area by Industry Type Interior Gross and Plannable Gross Area by Facility Use Plannable and Assignable Area by Industry Type
Plannable and Assignable Area by Facility Use
Space per Occupant
hOk London Office
IFMA AREA MEASUREMENT STANDARD
In 2008, IFMA updated its measurement standard used to measure floor area, ASTM 1836. The new version, ASTM E1836- 08, made wholesale changes including the realignment of many of the space categories. Certain definitions of terms in this standard were agreed upon in 2007 by a Working Group established jointly by the Building Owners and Managers Association (BOMA) International and IFMA. The terms “rentable” and “usable” are no longer used in the new standard. They have been replaced with Exterior Gross, Interior Gross, Plannable Gross, Plannable and Assignable. Many of the terms were derived from referenced ASTM standards or from referenced ANSI standards, or from published IFMA documents. A worksheet with the newer definitions was included in the survey to guide respondents when providing their facility area measurements. The diagram to the left demonstrates how the space categories were redefined and realigned. Specific space category can be found in the definitions section of this report as well in the area measurement standard.
ExTERIOR GROSS AREA
PLaNNaBLe GrOSS area INterIOr GrOSS area PLaNNaBLe area aSSIGNaBLe area eXterIOr GrOSS tO DOMINaNt POrtION PerIMeter eNCrOaCh- MeNtS eXCLUDeD areaS INterIOr ParkING VOID areaS reStrICteD areaS MajOr VertICaL PeNetra- tIONS SerVICe areaS OCCUPaNt VOID areaS INterIOr eNCrOaCh- MeNtS PrIMary CIrCULatION SeCONDary CIrCULatION INterStItIaL areaS reStrICteD heaDrOOM areaS
99 7,704,735 715,769 7,516,857 698,316 95 2,584,113 240,065 2,500,972 232,340 90 1,430,897 132,930 1,310,123 121,710 75 697,738 64,819 672,710 62,494 50 236,528 21,973 228,956 21,270 25 90,000 8,361 85,000 7,986 10 39,609 3,680 37,600 3,493 5 23,391 2,173 22,449 2,085 1 9,828 913 10,140 942 MEAN 672,901 62,512 631,478 58,664
INTERIOR GROSS AND PLANNABLE GROSS AREA Interior gross area includes the portion of the floor(s) that is totally enclosed within the dominant portion. Interior gross is a smaller area when compared to gross measurement used in previous IFMA standards and reports because interior gross excludes exterior walls and interior parking space. Plannable gross area can be used for space planning and chargebacks. It is the portion of a floor that is totally enclosed within the interior face of perimeter encroachments at the floor plane and where there are no perimeter encroachments enclosed at the inside finished surface of the exterior walls. Examples of perimeter
encroachments include window sills, convectors, baseboard heating units and radiators.
Size of Facilities and Space Per Occupant
PLANNABLE GROSS (SF) PerCeNtILe SF SM SF SM
17%
500,001- 1,000,00028%
100,000 or Less15%
More than 1,000,00019%
100,001- 200,00021%
200,001- 500,000 INTERIOR GROSS (SF) N=41117%
500,001- 1,000,00029%
100,000 or Less14%
More than 1,000,00022%
200,001- 500,00018%
100,001- 200,000 N=413INterIOr GrOSS area PLaNNaBLe GrOSS area
PLANNABLE AND ASSIGNABLE AREA Plannable area is similar to usable area which was used in previous benchmarking reports. It is derived by subtracting primary circulation, major vertical penetrations, void areas and service areas from plannable gross area.
Assignable area is the portion of the plannable area on a floor that can be assigned to occupant groups or functions. To reach assignable area, one would subtract secondary circulation, restricted areas, interior encroachments and occupant void areas.
15%
500,001- 1,000,00032%
100,000 or Less10%
More than 1,000,00025%
200,001- 500,00018%
100,001- 200,000 PLANNABLE AREA (SF) N=413 ASSIGNABLE AREA (SF)14%
500,001- 1,000,00036%
100,000 or Less9%
More than 1,000,00023%
200,001- 500,00018%
100,001- 200,000 N=413 99 7,182,091 667,216 6,755,000 627,540 95 1,902,430 176,736 1,700,651 157,990 90 1,000,000 92,900 947,970 88,066 75 500,000 46,450 479,179 44,516 50 200,000 18,580 179,254 16,653 25 72,000 6,689 66,381 6,167 10 30,708 2,853 28,117 2,612 5 18,831 1,749 18,000 1,672 1 8,133 756 6,587 612 MEAN 528,992 49,143 477,176 44,330PLaNNaBLe area aSSIGNaBLe area
Size of Facilities and Space Per Occupant
INTERIOR GROSS ANDPLANNABLE GROSS AREA BY INDUSTRY TYPE Services Sector Banking 26 177,812 16,518.7 91,186 8,471.2 173,411 16,110.0 82,500 7,664.3 Health Care 18 451,962 41,987.3 282,500 26,244.3 416,613 38,703.4 255,000 23,690.0 Hospitality 9 432,791 40,206.4 379,400 35,246.3 403,280 37,464.7 370,000 34,373.0 Information Services 15 314,914 29,255.5 85,000 7,896.5 292,661 27,188.3 83,000 7,710.7 Insurance 37 675,985 62,799.0 517,600 48,085.0 661,687 61,470.7 494,585 45,946.9 Investment Services 10 695,312 64,594.5 449,000 41,712.1 689,537 64,058.0 447,682 41,589.6 Media 7 343,758 31,935.1 124,429 11,559.5 338,407 31,438.0 115,590 10,738.3 Professional Services 26 332,344 30,874.8 129,871 12,065.0 316,776 29,428.6 120,592 11,203.0 Trade 19 556,032 51,655.4 305,000 28,334.5 542,856 50,431.4 305,000 28,334.5 Transportation 5 271,902 25,259.7 226,000 20,995.4 265,357 24,651.7 224,296 20,837.0 Utilities 14 847,415 78,724.9 322,780 29,986.3 832,546 77,343.5 307,313 28,549.4 Other Services 3 136,500 12,680.9 77,500 7,199.8 133,106 12,365.6 76,725 7,127.7 Manufacturing Sector Aircraft/Industrial 10 1,586,701 147,404.5 938,599 87,195.9 1,531,312 142,258.9 927,795 86,192.2 Chemical/Pharmaceutical 19 459,363 42,674.8 160,940 14,951.3 442,003 41,062.1 159,250 14,794.3 Consumer Products 9 680,858 63,251.7 686,000 63,729.4 669,744 62,219.3 680,000 6,3172 Computer 27 758,024 70,420.5 405,000 37,624.5 731,972 68,000.2 393,194 36,527.7 Electronics 21 1,218,393 113,188.8 980,000 91,042.0 1,167,939 108,501.6 937,596 87,102.7 Energy 6 851,235 79,079.9 719,897 66,878.5 800,535 74,369.7 717,897 66,692.7 Medical Equipment 9 436,068 40,510.8 350,000 32,515.0 430,041 39,950.9 320,000 29,728.0 Other Manufacturing 5 136,030 12,637.2 103,010 9,569.6 132,380 12,298.2 100,626 9,348.2 Institutional Sector Association 5 104,431 9,701.7 110,000 10,219.0 98,254 9,127.8 96,000 8,918.4 Education 23 2,021,013 187,752.1 616,727 57,294.0 1,824,528 169,498.7 585,890 54,429.2 Federal 6 1,098,056 102,009.5 487,000 45,242.3 993,401 92,287.0 422,000 39,203.8 State/Provincial 7 106,704 9,912.9 118,000 10,962.2 99,560 9,249.2 89,000 8,268.1 City/County 34 408,219 37,923.6 146,247 13,586.3 375,927 34,923.7 141,102 13,108.4 Special District 3 599,145 55,660.6 518,680 48,185.4 597,241 55,483.7 516,687 48,000.2 Religious 17 249,315 23,161.4 92,500 8,593.3 226,711 21,061.5 90,000 8,361.0 Research 11 1,730,181 160,733.9 320,000 29,728.0 1,408,154 130,817.5 315,168 29,279.1 INDUStry tyPe
INterIOr GrOSS area PLaNNaBLe GrOSS area N
SF SM SF SM SF SM SF SM
#
MeaN MeaN MeDIaN MeDIaN MeaN MeaN MeDIaN MeDIaN
INTERIOR GROSS AND PLANNABLE GROSS AREA BY FACILITY USE
Headquarter 159 540,743 50,235 294,363 27,346 525,680 48,836 267,000 24,804
Mixed Use Office 72 646,766 60,085 210,621 19,567 631,713 58,686 208,121 19,334
Regional Office 43 314,157 29,185 145,000 13,471 295,005 27,406 138,501 12,867 Education 22 2,114,252 196,414 617,568 57,372 1,910,587 177,494 602,150 55,940 Research Center 20 1,538,041 142,884 158,202 14,697 1,322,016 122,815 155,720 14,466 Multi-Use 11 1,172,124 108,890 350,000 32,515 1,091,818 101,430 320,000 29,728 Call Center 8 108,853 10,112 70,370 6,537 107,031 9,943 69,910 6,495 Warehouse 6 296,333 27,529 320,138 29,741 286,298 26,597 317,500 29,496 Courthouse 5 175,779 16,330 197,064 18,307 161,381 14,992 195,093 18,124 Hospital 5 851,940 79,145 499,999 46,450 785,043 72,930 370,000 34,373 Data Center 4 44,840 4,166 29,681 2,757 37,403 3,475 27,807 2,583 Retail - Branch 4 719,508 66,842 37,800 3,512 694,297 64,500 37,600 3,493
INterIOr GrOSS area PLaNNaBLe GrOSS area
SF SM SF SM SF SM SF SM
# FaCILIty USe
PLANNABLE AND ASSIGNABLE AREA BY INDUSTRY TYPE
Services Sector Banking 26 145,873 13,551.7 71,991 6,688.0 131,199 12,188.4 64,000 5,945.6 Health Care 18 383,920 35,666.2 230,000 21,367.0 339,093 31,501.7 225,000 20,902.5 Hospitality 9 321,983 29,912.2 200,000 18,580.0 267,821 24,880.6 175,000 16,257.5 Information Services 15 243,797 22,648.8 80,018 7,433.7 218,130 20,264.3 70,337 6,534.3 Insurance 37 509,215 47,306.1 357,868 33,246.0 474,893 44,117.6 295,408 27,443.5 Investment Services 10 580,601 53,938.0 418,101 38,841.6 486,358 45,182.7 361,842 33,615.1 Media 7 317,595 29,504.6 106,928 9,933.6 280,986 26,103.7 95,000 8,825.5 Professional Services 26 275,488 25,593.0 110,000 10,219.0 262,853 24,419.1 101,500 9,429.4 Trade 19 449,567 41,764.8 230,000 21,367.0 418,338 38,863.7 227,158 21,103.0 Transportation 5 244,237 22,689.6 200,000 18,580.0 226,497 21,041.6 185,000 17,186.5 Utilities 14 667,432 62,004.5 251,116 23,328.7 591,590 54,958.8 232,561 21,605.0 Other Services 3 108,989 10,125.1 66,000 6,131.4 104,989 9,753.5 60,000 5,574.0 Manufacturing Sector Aircraft/Industrial 10 1,227,205 114,007.4 419,201 38,943.8 1,175,909 109,242.0 645,585 59,975.0 Chemical/Pharmaceutical 19 314,316 29,200.0 113,000 10,497.8 258,935 24,055.1 107,000 9,940.3 Consumer Products 9 525,716 48,839.1 536,144 49,807.8 442,816 41,137.7 431,913 40,124.7 Computer 27 585,964 54,436.1 252,260 23,435.0 518,052 48,127.1 249,737 23,200.6 Electronics 21 964,224 89,576.5 625,601 58,118.3 912,038 84,728.4 476,798 44,294.5 Energy 6 670,997 62,335.6 544,546 50,588.3 587,227 54,553.4 416,328 38,677.0 Medical Equipment 9 346,863 32,223.6 300,000 27,870.0 322,628 29,972.2 290,000 26,941.0 Other Manufacturing 5 120,798 11,222.2 89,000 8,268.1 112,384 10,440.5 75,000 6,967.5 Institutional Sector Association 5 74,848 6,953.5 67,472 6,298.1 70,048 6,507.5 57,472 5,339.1 Education 23 1,613,154 149,862.1 452,960 42,080.0 1,425,610 132,437.1 425,000 39,482.5 Federal 6 769,739 71,508.8 315,500 29,310.0 660,131 61,326.2 282,643 26,257.6 State/Provincial 7 90,868 8,441.6 80,000 7,432.0 84,344 7,835.6 75,000 6,967.5 City/County 34 327,745 30,447.6 95,764 8,896.5 294,307 27,341.2 86,936 8,076.4 Special District 3 412,828 38,351.8 378,486 35,161.4 357,760 33,236.0 377,999 35,116.1 Religious 17 204,305 18,980.0 80,000 7,432.0 194,352 18,055.4 75,000 6,967.5 Research 11 1,284,699 119,348.5 220,890 20,520.7 1,266,876 117,692.8 179,440 16,670.0 INDUStry tyPe
PLaNNaBLe area aSSIGNaBLe area
N
SF SM SF SM SF SM SF SM
#
MeaN MeaN MeDIaN MeDIaN MeaN MeaN MeDIaN MeDIaN
Size of Facilities and Space Per Occupant
PLANNABLE AND ASSIGNABLE AREA BY FACILITY USE
Headquarter 159 420,895 39,101 220,890 20,520 37,1895 34,549 185,719 17,253
Mixed Use Office 72 517,672 48,092 186,866 17,360 46,0080 42,741 120,000 15,126
Regional Office 43 256,971 23,872 122,500 11,380 23,1734 21,528 120,000 11,148 Education 22 1,690,335 157,032 490,617 45,578 1,500,504 139,396 488,661 45,396 Research Center 20 1,163,020 108,044 144,767 13,449 1,129,438 104,924 105,904 9,838 Multi-Use 11 908,775 84,425 300,000 27,870 83,8164 77,865 290,000 26,941 Call Center 8 84,742 7,872 58,906 5,472 75,727 7,035 55,250 5,132 Warehouse 6 261,856 24,326 282,500 26,244 231,402 21,497 262,500 24,386 Courthouse 5 124,584 11,574 88,941 8,262 116,567 10,829 88,873 8,256 Hospital 5 723,746 67,236 360,000 33,444 641,485 59,593 350,000 32,515 Data Center 4 34,028 3,161 26,557 2,467 30,390 2,823 24,780 2,302 Retail - Branch 4 666,866 61,952 32,750 3,042 64,0937 59,543 30,900 2,871
PLaNNaBLe area aSSIGNaBLe area
SF SM SF SM SF SM SF SM
# FaCILIty USe
Size of Facilities and Space Per Occupant
SPACE PER OCCUPANTBecause the space categories have been realigned to match IFMA’s updated 2008 area measurement standard, one cannot make a direct comparison of this year’s space per person data to IFMA 2007’s Space and Project Management
Benchmarks Report data. Interior gross and plannable gross areas do not match up to gross and rentable; however, plannable and assignable areas align more closely to the usable and assignable area measurements which were used previously.
99 1,291 119.9 1,271 118.1 1,172 108.9 999 96.7 95 890 82.6 869 80.7 760 70.6 710 67.4 90 660 61.3 637 59.2 529 49.1 498 46.4 75 481 44.7 458 42.6 382 35.5 354 33.1 50 356 33.0 345 32.0 290 27.0 263 24.5 25 267 24.8 251 23.3 202 18.7 183 16.9 10 183 17.0 166 15.5 131 12.2 111 10.3 5 111 10.3 107 9.9 92 8.5 61 5.6 1 39 3.6 36 3.3 28 2.6 21 2.0 MEAN 404 37.5 386 35.8 323 30.0 295 27.6 PerCeNtILe SF SM SF SM SF SM SF SM INterIOr
GrOSS area GrOSS areaPLaNNaBLe PLaNNaBLe area aSSIGNaBLe area
SPACE PER OCCUPANT Services Sector Banking 26 345 32.0 341 31.5 332 30.8 308 28.6 Health Care 17 452 41.7 348 33.9 414 38.2 329 31.0 Hospitality 9 248 23.0 256 23.7 231 21.4 250 23.2 Information Services 15 347 32.2 300 27.8 327 30.3 260 24.1 Insurance 38 324 30.1 313 29.1 314 29.2 298 27.7 Investment Services 10 293 27.1 269 25.0 280 26.0 266 24.7 Media 7 361 33.5 335 31.1 342 31.7 267 24.8 Professional Services 24 359 28.4 323 25.5 345 26.4 309 24.9 Trade 18 382 35.5 316 29.3 373 34.6 313 29.1 Transportation 5 337 31.3 324 30.0 317 29.4 310 28.7 Utilities 14 442 41.0 406 37.6 414 38.4 375 34.8 Manufacturing Sector Aircraft/Industrial 10 430 40.0 418 38.8 419 38.9 398 37.0 Chemical/Pharmaceutical 19 483 44.9 400 37.1 472 43.8 384 35.6 Consumer Products 9 440 40.8 420 39.0 433 40.2 386 39.0 Computer 26 453 42.1 386 35.8 441 40.9 386 39.0 Electronics 21 435 40.4 412 38.2 415 38.5 400 37.1 Energy 6 482 44.7 391 36.3 470 43.6 390 36.2 Medical Equipment 9 348 32.3 336 31.2 339 31.5 336 31.2 Other Manufacturing 5 499 46.3 547 50.7 487 45.2 513 47.6 Institutional Sector Association 5 405 37.6 340 31.5 372 34.5 320 29.7 Education 23 414 38.5 266 24.6 332 35.7 220 21.1 Federal 6 448 41.6 380 35.2 414 38.4 347 32.2 State/Provincial 7 257 23.9 222 20.6 234 21.8 211 19.6 City/County 33 524 48.6 424 39.3 508 47.1 402 37.3 Special District 3 476 44.2 373 34.6 473 43.9 366 33.9 Religious 17 488 45.2 198 18.3 438 41.9 158 14.7 Research 11 474 44.0 367 34.0 415 38.5 354 32.9 INDUStry tyPe
INterIOr GrOSS area PLaNNaBLe GrOSS area N
SF SM SF SM SF SM SF SM
#
Size of Facilities and Space Per Occupant
SPACE PER OCCUPANTServices Sector Banking 26 271 25.2 267 24.8 249 23.1 246 22.9 Health Care 17 385 35.8 281 26.1 355 33.0 281 26.1 Hospitality 9 190 17.7 213 19.8 162 15.0 159 14.8 Information Services 15 285 26.5 224 20.8 265 24.6 200 18.6 Insurance 38 251 23.3 250 23.2 233 21.6 227 21.1 Investment Services 10 249 23.1 224 20.8 223 20.7 198 18.4 Media 7 314 29.2 214 19.9 278 25.8 214 19.9 Professional Services 24 306 28.4 275 25.5 285 26.5 269 25.0 Trade 18 322 29.9 237 22.0 305 28.3 221 20.5 Transportation 5 293 27.2 298 27.7 273 25.4 276 25.6 Utilities 14 323 30.0 287 26.7 280 26.0 252 23.4 Services 3 832 77.3 866 80.5 790 73.4 844 78.4 Manufacturing Sector Aircraft/Industrial 10 288 26.8 249 23.1 294 27.3 223 20.7 Chemical/Pharmaceutical 19 391 36.3 326 30.3 356 33.1 300 27.9 Consumer Products 9 347 32.2 342 31.8 305 28.3 284 26.4 Computer 26 359 33.4 316 29.4 325 30.2 280 26.0 Electronics 21 328 30.5 336 31.2 313 29.1 294 27.3 Energy 6 367 34.1 292 27.1 326 30.3 251 23.3 Medical Equipment 9 303 28.1 260 24.2 289 26.8 260 24.2 Other Manufacturing 5 445 41.3 480 44.6 423 39.3 467 43.4 Institutional Sector Association 5 289 26.8 310 28.8 269 25.0 302 28.1 Education 23 321 29.8 201 18.7 337 31.3 199 18.5 Federal 6 343 31.9 307 28.5 284 26.4 290 26.9 State/Provincial 7 210 19.5 200 18.6 196 18.2 181 16.8 City/County 33 396 36.8 324 30.1 322 29.9 301 28.0 Special District 3 390 36.2 304 28.2 321 29.8 229 21.3 Religious 17 401 37.3 153 14.2 408 37.9 147 13.7 Research 11 345 32.1 288 26.8 331 30.7 288 26.8 INDUStry tyPe
PLaNNaBLe area aSSIGNaBLe area
N
SF SM SF SM SF SM SF SM
#
MeaN MeaN MeDIaN MeDIaN MeaN MeaN MeDIaN MeDIaN
SPACE PER OCCUPANT
Headquarter 159 372 34.6 346 32.1 356 33.1 327 30.4
Mixed Use Office 69 421 39.1 356 33.1 408 37.9 352 32.7
Regional Office 42 335 31.1 320 29.7 323 30.0 327 30.4 Manufacturing 22 631 58.6 514 47.8 595 55.3 470 43.7 Education 22 446 41.4 270 25.1 365 33.9 228 21.2 Research Center 20 532 49.4 443 41.2 574 53.3 471 43.8 Multi-Use 10 599 55.6 489 45.4 574 53.3 471 43.8 Call Center 8 146 13.6 134 12.4 143 13.3 131 12.2 Warehouse 6 755 70.1 718 66.7 708 65.8 646 60.0 Courthouse 5 661 61.4 606 56.3 638 59.3 591 54.9 Hospital 4 373 34.7 272 25.3 330 30.7 222 20.6 Retail - Branch 4 528 49.1 473 43.9 505 46.9 450 41.8 Headquarter 159 289 26.8 264 24.5 264 24.5 243 22.6
Mixed Use Office 69 340 31.6 286 26.6 294 27.3 274 25.5
Regional Office 42 282 26.2 246 22.9 255 23.7 220 20.4 Manufacturing 22 488 45.3 373 34.7 401 37.3 350 32.5 Education 22 354 32.9 224 20.8 377 35.0 260 24.2 Research Center 20 428 39.8 281 26.1 396 36.8 350 32.5 Multi-Use 10 435 40.4 391 36.3 381 35.4 379 35.2 Call Center 8 111 10.3 107 9.9 100 9.3 99 9.2 Warehouse 6 656 60.9 621 57.7 614 57.0 618 57.4 Courthouse 5 362 33.6 339 31.5 354 32.9 339 31.5 Hospital 4 319 29.6 203 18.9 303 28.1 191 17.7 Retail - Branch 4 335 31.1 321 29.8 323 30.0 293 27.2
INterIOr GrOSS area
PLaNNaBLe area
PLaNNaBLe GrOSS area
aSSIGNaBLe area N N SF SF SF SF SF SF SF SF SM SM SM SM SM SM SM SM # # MeaN MeaN MeaN MeaN MeaN MeaN MeaN MeaN MeDIaN MeDIaN MeDIaN MeDIaN MeDIaN MeDIaN MeDIaN MeDIaN FaCILIty USe FaCILIty USe
Section 3
Space Planning
and Utilization
MediaCom
Photographer: Richard Johnson
Tracking Space Office Type
Office Type by Worker Office Size
Office Size by Worker Office Size by Facility Use Office Size by Industry Workstation Utilization Non-Dedicated Workspace Reserving Conference Space Conference and Training Space Support Space
Amenity Space Vacancy Rates
StrateGIC PLaNNING CONSISteNt WrItteN StaNDarDS taCtICaL SPaCe PLaNNING CharGe- BaCk NO WrItteN StaNDarDS BUt CONSISteNt PraCtICe WrItteN StaNDarDS WIth eXCePtIONS PrOFItaBILIty (rOI) SItUatIONaL Other TRACKING SPACE
Eighty-four percent of the respondents keep track of their space, primarily for planning and chargeback purposes. Other reasons to track space include the ability to report back to government and grant providers as well for benchmarking. 54% 30% 30% 30% 53% 43% 10% 7% 6% N=424 N=424
PURPOSES OF TRACKING SPACE
Space Planning and Utilization
OFFICE TYPEFor many years, IFMA has tracked the migration from private offices to cubicles and open seating, i.e. workstations with no partitions or low partitions (30in/76cm). The chart to the right shows the ratio of office types for the past 13 years.
OFFICE TYPE BY WORKER
As in previous years, we see more senior professionals and technical staff moving from private, enclosed offices into cubicles.
TYPE OF OFFICE
Private Open Plan Open Seating 2010 2007 2002 1997 0 20 40 60 80 100 32% 8% 7% 6% 6% 60% 59% 61% 58% 34% 33% 36%
Private Open Plan Open Seating
0 20 40 60 80 100
N=395
OFFICE TYPE BY WORKER
eXeCUtIVe MGMt. SeNIOr MGMt. MIDDLe MGMt. SeNIOr PrOFeSSIONaLS PrOFeSSIONaL/ teChNICaL SeNIOr CLerICaL GeNeraL CLerICaL CaLL CeNter 98% 89% 63% 33% 66% 36% 10% 86% 84% 86% 83% 10% 11% 5% 15% 9% 5% 4% 1% 1% 1% 2 2%
OFFICE SIzE BY WORKER
This chart shows the amount of individual workspace allocated to specific position levels. As mentioned earlier, more senior professionals and technical staff have lost their private offices, but we also see that their individual space has shrunken as well. The movement from an 8' x 8' workstation to 6' x 7' is also driving down the amount of space per person.
The data from the past 16 years shows the downward trend in space for most position levels. There are several drivers for the change. These include the reduction of real estate and resulting savings, new technology such as flat screens which requires less desk space, the movement to non-dedicated workspace and a change in culture driven by a younger workforce.
eXeC.
MGMt. SeNIOr MGMt. MIDDLe MGMt. SeNIOr PrOF. teCh.PrOF. CLerICaLSeNIOr CLerICaLGeNeraL CeNterCaLL N=369
OFFICE SIzE
OFFICE SIzE BY TYPE OF WORKER
52SF 69SF 81SF 75SF 95SF 120SF 169SF 246SF eXeC.
MGMt. SeNIOr MGMt. MIDDLe MGMt. SeNIOr PrOF. teCh.PrOF. CLerICaLSeNIOr CLerICaLGeNeraL CeNterCaLL
year 2010 246 22.9 169 15.7 120 11.1 95 8.8 75 7.0 81 7.5 69 6.4 52 4.8 2007 241 22.4 170 15.8 121 11.2 98 9.1 79 7.3 78 7.2 68 6.3 51 4.7 2002 239 22.2 169 15.7 126 11.7 97 9.0 79 7.3 77 7.2 66 6.1 39 3.6 1997 280 26.0 193 17.9 142 13.2 114 10.6 92 8.5 84 7.8 73 6.8 --- --- 1994 289 26.8 200 18.6 151 14.0 115 10.7 90 8.4 81 7.5 69 6.4 --- --- SF SM SF SM SF SM SF SM SF SM SF SM SF SM SF SM
Space Planning and Utilization
Headquarter 151 253 23.5 167 15.5 114 10.6 93 8.6 72 6.7 78 7.2 65 6.0 51 4.7
Mixed Use Office 63 224 20.8 160 14.9 116 10.8 91 8.5 71 6.6 75 7.0 64 5.9 51 4.7
Regional Office 43 223 20.7 161 15.0 114 10.6 81 7.5 65 6.0 70 6.5 60 5.6 50 4.6 Manufacturing 22 241 22.4 171 15.9 114 10.6 96 8.9 81 7.5 85 7.9 77 7.2 69 6.4 Research Center 20 249 23.1 182 16.9 134 12.4 99 9.2 80 7.4 108 10.0 90 8.4 67 6.2 Education 19 255 23.7 196 18.2 147 13.7 128 11.9 111 10.3 119 11.1 100 9.3 84 7.8 Multi-Use 11 258 24.0 150 13.9 119 11.1 112 10.4 84 7.8 91 8.5 71 6.6 51 4.7 Call Center 8 250 23.2 177 16.4 145 13.5 65 6.0 55 5.1 54 5.0 53 4.9 38 3.5 Courthouse 6 250 23.2 184 17.1 144 13.4 120 11.1 101 9.4 96 8.9 71 6.6 90 8.4 Warehouse 5 200 18.6 138 12.8 121 11.2 72 6.7 63 5.9 81 7.5 85 7.9 8 0.7 Hospital 4 400 37.2 198 18.4 136 12.6 76 7.1 65 6.0 55 5.1 78 7.2 50 4.6 Retail - Branch 3 246 22.9 220 20.4 126 11.7 110 10.2 97 9.0 90 8.4 80 7.4 55 5.1 eXeC.
MGMt. SeNIOr MGMt. MIDDLe MGMt. SeNIOr PrOF. PrOF. teCh. CLerICaLSeNIOr CLerICaLGeNeraL CeNterCaLL
SF SM SF SM SF SM SF SM SF SM SF SM SF SM SF SM #
N
FaCILIty USe
OFFICE SIzE BY FACILITY USE
OFFICE SIzE BY INDUSTRY eXeC.
MGMt. SeNIOr MGMt. MIDDLe MGMt. SeNIOr PrOF. PrOF. teCh. CLerICaLSeNIOr CLerICaLGeNeraL CeNterCaLL
Services Sector Banking 26 258 24.0 178 16.6 126 11.7 100 9.3 74 6.9 78 7.3 63 5.9 49 4.6 Health Care 14 294 27.3 182 16.9 137 12.8 88 8.1 75 7.0 79 7.3 76 7.0 51 4.8 Hospitality 8 258 24.0 167 15.6 107 10.0 67 6.2 67 6.2 69 6.5 58 5.4 39 3.7 Information Services 15 194 18.1 148 13.7 103 9.6 79 7.3 65 6.0 67 6.3 61 5.6 50 4.6 Insurance 37 255 23.7 164 15.3 115 10.6 78 7.3 59 5.5 66 6.2 56 5.2 44 4.1 Investment Services 10 204 19.0 133 12.4 79 7.3 57 5.3 57 5.3 50 4.7 49 4.5 46 4.3 Media 7 242 22.5 133 12.4 101 9.5 99 9.2 74 6.8 63 5.9 58 5.5 45 10.5 Professional Services 26 213 19.8 148 13.7 116 70.8 93 8.6 71 6.6 81 7.5 68 6.4 60 5.6 Trade 13 216 20.1 147 13.7 107 9.9 77 7.2 59 5.5 68 6.3 56 5.2 39 3.6 Transportation 5 302 28.1 189 17.6 117 10.9 100 9.4 80 7.5 68 6.3 61 5.7 48 4.4 Utilities 12 332 30.9 228 21.2 158 14.7 140 13.0 86 8.0 90 8.4 79 7.3 43 4.0 Manufacturing Sector Aircraft/Industrial 10 254 23.5 171 15.9 118 10.9 97 9.0 70 6.5 101 9.4 75 6.9 66 6.1 Chemical/Pharmaceutical 18 212 19.7 149 13. 114 10.6 82 7.6 73 6.8 90 8.4 72 7.3 58 5.3 Consumer Products 8 268 24.9 176 16.3 119 11.0 113 10.5 78 7.2 82 7.6 74 6.9 67 6.2 Computer 24 239 22.2 163 15.1 106 9.9 88 8.2 74 6.8 89 8.3 73 6.8 51 4.8 Electronics 20 220 20.4 162 15.1 114 10.6 90 8.3 76 7.0 85 7.9 80 7.4 59 6.1 Energy 6 356 33.1 192 17.9 149 13.8 125 11.6 96 8.9 105 9.7 85 7.9 70 6.5 Medical Equipment 9 207 19.2 148 13.7 91 8.4 74 6.9 68 6.3 64 5.9 64 5.9 53 5.0 Other Manufacturing 5 278 25.9 152 14.2 111 10.3 80 7.4 69 6.4 59 5.4 61 5.6 70 6.5 Institutional Sector Association 4 194 18.0 140 13.0 76 7.0 67 6.2 58 5.4 65 5.9 61 5.6 41 3.8 Education 19 262 24.3 193 17.9 145 13.5 125 11.6 115 10.6 113 11.2 100 9.3 85 7.9 Federal 5 272 25.3 191 17.7 138 12.8 136 12.7 94 8.8 113 10.5 87 8.1 75 7.0 State/Provincial 7 209 19.4 159 14.8 135 12.6 99 9.2 86 8.0 75 7.0 70 6.5 46 4.2 City/County 34 252 23.4 179 16.6 135 12.5 112 10.4 87 8.1 86 8.0 62 5.8 55 5.1 Special District 3 229 21.2 185 17.2 138 12.9 101 9.4 96 8.9 78 7.2 64 6.0 48 4.5 Religious 10 212 19.8 194 18.1 131 12.2 94 8.7 99 9.2 127 11.8 127 11.8 57 5.3 Research 11 320 29.7 223 20.8 160 14.8 130 12.0 85 7.9 97 9.0 75 7.0 54 5.0 INDUStry tyPe SF SM SF SM SF SM SF SM SF SM SF SM SF SM SF SM # N
Space Planning and Utilization
WORKSTATIONUTILIzATION
IFMA derives workstation utilization by dividing the total number of workspaces used by the total number of workspaces available for use. A workspace can be a private office, cubicle or open seating. With the recent downturn in the economy, some offices have been described as ghost towns as empty workstations line the corridors. This year’s findings show an overall 3% drop in workstation utilization compared to 2007. Every industry category with exception of the federal government sector experienced a decrease in occupancy. 99 100% 95 100% 90 100% 75 96% 50 87% 25 77% 10 66% 5 58% 1 20% Mean 86% Headquarter 149 86%
Mixed Use Office 57 85%
Regional Office 39 83% Manufacturing 21 82% Research Center 14 84% Education 13 100% Multi-Use 9 87% Call Center 8 77% Religious 7 82% Warehouse 6 88% Data Center 4 89% Retail - Branch 3 80% % N % PerCeNtILe B e S t-IN -C L a S S FaCILIty USe Services Sector Banking 28 84% Health Care 11 92% Hospitality 7 88% Information Services 16 81% Insurance 38 80% Investment Services 10 82% Media 5 85% Professional Services 23 79% Trade 16 85% Transportation 5 81% Utilities 12 87% Manufacturing Sector Aircraft/Industrial 9 81% Chemical/Pharmaceutical 18 85% Consumer Products 8 90% Computer 24 80% Electronics 19 82% Energy 4 83% Medical Equipment 7 91% Other Manufacturing 5 88% Institutional Sector Association 3 94% Education 13 95% Federal 4 98% State/Provincial 7 83% City/County 21 93% Religious 11 81% Research 7 66% INDUStry tyPe N % PrOjeCt/ teaM rOOM hUDDLe rOOM SMaLL CONFereNCe rOOM MeDIUM CONFereNCe rOOM LarGe CONFereNCe rOOM traINING SeMINar rOOM aUDItOrIUM
NON-DEDICATED WORKSPACE
This year’s findings show an increase in the number of facilities that offer non-dedicated workspace for workers who telecommute, drop in from another location or visit periodically. More than half, 52% of the respondents, offer space that is not assigned to an individual. The number of workstations available has also increased, but this could be a consequence of lower workstation utilization rates. The industries that are more likely to offer non-dedicated space include professional services, electronics, energy and telecommunications.
RESERVING
CONFERENCE SPACE
Reducing individual space has increased the need for more conference space. Conference space comes in all shapes and sizes, so we defined the occupancy of different types of conference space. Project/team room (8-12 occupants) huddle room (1-3 occupants)
Small Conference room (4-10 occupants)
Medium Conference room (11- 20 occupants)
Large Conference room (21-40 occupants) training/Seminar room (41-60 occupants) auditorium (60+ occupants) N=201 1-5 6-10 11-15 16-20 21-50 51+
NUMBER OF NON-DEDICATED WORKSTATIONS
RESERVATION FOR CONFERENCE SPACE 29%
19%
9% 9%
12% 22%
Mean = 42 Median= 12 range= 1-1,800
Online Reservation Available to All Via Internet or Other System Online Reservation Available to Centralized Staff
Decentralized
No Reservation Process in Place
0 20 40 60 80 100 N=377 PrOjeCt/ teaM rOOM hUDDLe rOOM SMaLL CONFereNCe rOOM MeDIUM CONFereNCe rOOM LarGe CONFereNCe rOOM traINING SeMINar rOOM aUDItOrIUM 29% 14% 15% 8% 6% 7% 9% 8% 5 3 3 4 4 16% 21% 37% 41% 19% 38% 29% 6% 14% 51% 50% 47% 71% 71% 74%
Headquarter 119 1.2% 0.5% 1.7% 2.3% 1.8% 1.9% 2.2%
Mixed Use Office 53 0.9% 0.5% 1.5% 2.5% 2.0% 1.5% 2.2%
Regional Office 36 2.4% 1.0% 2.8% 2.8% 2.3% 2.9% 1.3% Manufacturing 19 1.1% 0.3% 1.2% 1.3% 1.2% 1.1% 0.5% Research Center 14 --- --- 0.9% 2.1% 1.9% 1.1% 1.1% Education 12 1.5% --- 0.3% 0.6% 0.9% 1.1% 1.8% Multi-Use 10 1.0% 0.2% 0.8% 1.9% 0.9% 1.1% 1.5% Call Center 5 --- --- 1.1% 1.6% 1.1% 3.5% ---N FaCILIty USe
CONFERENCE/TRAINING SPACE ALLOCATED AS A PERCENTAGE OF ASSIGNABLE AREA
teaM SPaCe hUDDLe rOOMS CONFereNCeSMaLL CONFereNCeMeDIUM CONFereNCeLarGe traINING rOOMS aUDItOrIUM
Space Planning and Utilization
CONFERENCE AND TRAINING SPACE
In IFMA’s 2007 Space and Project Management Benchmarks Report, we reported that overall space per person had stabilized, but the proportion of individual space to support space had shifted. In this year’s study, we see that individual space continues to shrink, but more collaborative and support space has been added. The charts found on pages 38-40 show the amount of space allocated to conference, support and amenity space as a percentage of assignable area as well as square feet and
meters per person.
CONFERENCE/TRAINING SPACE ALLOCATED PER PERSON
teaM SPaCe hUDDLe rOOMS CONFereNCeSMaLL CONFereNCeMeDIUM CONFereNCeLarGe traINING rOOMS aUDItOrIUM
Headquarter 120 2.56 0.24 1.05 0.10 4.00 0.37 5.55 0.52 4.05 0.38 4.58 0.43 5.16 0.48
Mixed Use Office 51 2.56 0.24 1.50 0.14 4.92 0.46 6.60 0.61 5.06 0.47 4.06 0.38 4.99 0.46
Regional Office 37 2.25 0.21 2.95 0.27 4.37 0.41 7.09 0.66 4.37 0.41 4.61 0.43 3.90 0.36 Manufacturing 19 3.12 0.29 1.64 0.15 4.77 0.44 4.81 0.45 3.73 0.35 4.38 0.41 2.27 0.21 Research Center 14 5.21 0.48 --- --- 3.16 0.29 6.97 0.65 4.29 0.40 3.53 0.33 4.37 0.41 Education 15 3.63 0.34 1.24 0.12 1.21 0.11 1.85 0.17 3.89 0.36 4.60 0.43 5.76 0.54 Multi-Use 10 3.17 0.29 1.11 0.10 3.00 0.28 6.18 0.57 2.60 0.24 2.94 0.27 6.39 0.59 Call Center 5 5.16 --- --- --- 1.32 0.12 1.60 0.15 2.12 0.20 2.60 0.24 --- 0.48 FaCILIty USe SF SM SF SM SF SM SF SM SF SM SF SM SF SM # N
