How Missing Utilization Data Causes Wrong Real Estate Decisions — Fix with Butlr

How Butlr fixes these problems

Butlr offers a privacy-first people sensing and spatial intelligence platform designed to provide accurate utilization data while protecting personal privacy.

• Camera-free sensing: Uses thermal and non-imaging sensors to detect presence and movement without capturing identifiable imagery.
• Anonymized, privacy-first design: Data is processed to avoid storing personally identifiable information, addressing privacy and compliance concerns.
• High spatial and temporal resolution: Detects occupancy at room, zone, and desk scales, continuously and in real time.
• Historical and real-time analytics: Supports both operational tasks (cleaning, HVAC) and strategic planning (portfolio optimization).
• Integrations with workplace systems: Feeds space management, booking, and building management systems (BMS) with reliable utilization data.

These capabilities reduce the common pitfalls: no more sampling bias, better granularity, continuous time coverage, and privacy-compatible sensing that stakeholders will accept.

Metrics to track with reliable utilization data

When you have accurate sensing, track these actionable metrics to guide decisions:

• Utilization rate: Percentage of time a space is actively used during operating hours.
• Peak occupancy vs. average occupancy: Shows extremes and typical demand.
• Headcount per zone: Density measures to inform space allocation.
• Dwell time: Average length of stay in rooms or zones to optimize scheduling and design.
• Booking vs. actual usage: Reveals no-shows and inefficiencies in reservation systems.
• Space-per-employee: Data-driven target for right-sizing real estate.
• Occupancy heatmaps and flow paths: Identify underused areas and natural movement patterns.

Define thresholds and trends for each metric—for example, consider releasing underutilized space if utilization rates stay below a predetermined benchmark over a quarter.

Practical steps to avoid wrong decisions — a checklist for real estate leaders

1. Start with an audit

• Map current data sources and identify blind spots.
• Prioritize spaces where decisions are imminent (leases, remodels).

2. Pilot privacy-first sensing

• Deploy in a representative set of floors or buildings.
• Validate data against manual observations to build trust.

3. Integrate and correlate

• Combine sensing data with booking systems, HR schedules, and energy usage for richer insight.

4. Define KPIs tied to decisions

• Set measurable objectives (e.g., reduce leased space by X% within Y months based on utilization thresholds).

5. Iterate on space strategy

• Use continuous data to test changes—reconfigure, repurpose, or consolidate—and measure impact.

6. Communicate transparently

• Share aggregated, anonymized findings with occupants to build confidence in decisions.

Expected outcomes and ROI

Reliable utilization data translates into measurable returns:

• Lower real estate costs through right-sizing and smarter lease negotiations.
• Reduced operating expenses via targeted cleaning and demand-driven HVAC schedules.
• Higher employee satisfaction by aligning spaces with actual work patterns.
• Faster, evidence-based portfolio decisions that reduce financial risk.
• Better sustainability metrics from reduced energy and footprint.

Organizations typically see payback through reduced lease and operating costs within a planning cycle when utilization informs action.

Privacy and ethics: what to expect from a responsible sensing partner

When adopting people sensing, ensure the provider:

• Uses non-imaging or anonymized sensors to avoid personal data capture.
• Processes data locally and transmits only aggregated, non-identifiable metrics.
• Provides clear documentation on privacy practices and compliance.
• Allows opt-outs and transparent communication with occupants.

Butlr’s privacy-first approach is built to meet these expectations, making sensing deployable in sensitive environments where traditional cameras are unacceptable.

Quick decision framework: use data before you act

• Measure: Deploy continuous, privacy-first sensing to collect at least 8–12 weeks of data across representative days.
• Analyze: Look at utilization, peak/average ratios, and booking-to-usage gaps.
• Test: Pilot small changes and measure impact before scaling.
• Decide: Make portfolio or operational decisions based on trend-backed thresholds, not anecdotes.
• Monitor: Keep sensing live to validate outcomes and adapt.

Missing utilization data is an unseen but powerful driver of bad real estate decisions. It inflates costs, misallocates resources, and blinds leaders to how people actually use space. By deploying privacy-first people sensing and spatial intelligence—like Butlr’s thermal, camera-free platform—organizations gain the continuous, granular, and anonymous data they need to make smarter, evidence-based decisions. Start with a focused pilot, track the right metrics, and use living data to optimize space, reduce costs, and improve occupant experience.