Space Management Software for CRE: Data-Driven Strategies to Optimize Occupancy

Core features of space management software powered by Butlr

Integrated solutions typically provide actionable dashboards, analytics, and automation to turn occupancy data into operational improvements.

• Real-time occupancy dashboards showing current and historical use.
• Zone-level analytics for rooms, desks, corridors, and common areas.
• AI-driven people counting and dwell-time analysis.
• Scheduling and desk hoteling optimization based on actual demand.
• Alerts and automation triggers for cleaning, HVAC, or security.
• Integration capabilities with building management systems (BMS), workplace apps, and IWMS.

Common CRE use cases and benefits

Butlr-enabled space management supports diverse CRE objectives and delivers measurable outcomes.

• Space right-sizing: identify underused areas to reduce leased footprint or repurpose for revenue-generating uses.
• Hybrid workplace management: analyze attendance patterns to tailor desk allocations and meeting room provisioning.
• Energy optimization: use occupancy schedules to drive HVAC and lighting control, cutting utility bills.
• Operational efficiency: schedule cleaning and maintenance when spaces are actually occupied.
• Tenant analytics: provide tenant-facing dashboards or reports to show value and justify rent structures.

Benefits include reduced operating costs, increased utilization rates, and improved tenant satisfaction.

Implementation roadmap: from pilot to portfolio rollout

A phased deployment maximizes learnings and reduces risk as you scale from pilot to portfolio-wide rollout.

Phased approach

• Assess and prioritize: map key spaces and define goals, identify integration points (BMS, IWMS, CAFM).
• Pilot deployment: choose a representative floor or segment, install wired and wireless sensors, validate placement and calibration.
• Data validation and model tuning: run for several weeks to collect baseline data and adjust AI models.
• Action planning: translate insights into desk reconfiguration, HVAC scheduling, or lease adjustments and set KPIs.
• Scale and integrate: roll out across floors/buildings and integrate with desk-booking, facilities workflows, and energy controls.
• Continuous improvement: review coverage, data quality, and outcomes; adjust thresholds and automation rules.

Deployment checklist

• Clearly defined objectives and KPIs
• Site survey for sensor placement
• Connectivity (Wi-Fi, LoRa, or wired backhaul)
• Integration plan for downstream systems
• Privacy and communications plan for tenants and staff
• Training for facilities and workplace teams

Metrics and KPIs to track

Focus on metrics that drive decisions and ROI and link them to financial outcomes.

• Occupancy rate: average percentage of capacity occupied over time.
• Peak density: maximum people per zone at peak times for safety and ventilation planning.
• Utilization rate: proportion of spaces used relative to availability.
• Dwell time: average duration a person spends in a space.
• Turnover/churn: frequency of change in occupants to schedule cleaning.
• Energy per occupied hour: energy used normalized to occupancy for targeted efficiency improvements.
• Space cost per user: real estate and operating cost divided by active occupants.

Link these metrics to financial outcomes such as cost per square foot saved and payback period on sensor deployment.

Privacy, compliance, and tenant trust

Thermal sensing is inherently privacy-preserving because it measures heat rather than capturing images or identity information. Follow best practices to maintain trust and compliance.

• Publish a clear privacy policy describing data types collected and retention schedules.
• Anonymize and aggregate data before sharing with tenants.
• Limit access to raw sensor data and provide role-based dashboards.
• Follow local data protection regulations and consult legal counsel if needed.
• Communicate transparently to tenants and employees about what sensors do and don’t collect.

These steps protect occupants and make adoption smoother across the portfolio.

Measuring ROI and expected outcomes

ROI is driven by reduced energy, cleaning, and lease costs and improved tenant retention. Estimate returns by comparing baseline costs to forecasted savings and accounting for deployment expenses.

• Reduced energy bills from occupancy-driven HVAC and lighting schedules.
• Lower cleaning and maintenance costs by aligning services with actual use.
• Lease savings through right-sizing and fewer underutilized spaces.
• Improved tenant retention from better comfort and amenities.

Estimating ROI: baseline current costs, forecast savings (for example 10–30% cleaning cost reduction; 5–20% energy savings), include sensor and analytics costs, and calculate payback and three-year ROI. Real-world programs often see payback within 12–24 months depending on scale and local costs.

Conclusion — actionable next steps

Start with clear objectives, run a focused pilot, and scale gradually while maintaining privacy safeguards and tenant communication to realize measurable benefits.

• Define one or two clear objectives such as reducing energy costs or improving desk utilization.
• Run a focused pilot in a representative area to validate assumptions.
• Track core KPIs and translate insights into operational changes.
• Scale gradually, maintain tenant communication, and preserve privacy.

Combining space management software with anonymous, heat-based sensing enables faster, smarter decisions that reduce cost, increase utilization, and improve tenant experience.