Workplace analytics 101: A beginner’s guide to smarter spaces

Most workplace decisions aren’t small ones. They affect how people collaborate, how much you spend, and how well your office actually works. But 53% of companies are making those decisions in the dark, without the data to back them up.

That’s where workplace analytics software can help. It helps you see exactly how people use your space so you can plan smarter, spend more wisely, and create a better experience for everyone onsite.

In this first post of our workplace analytics series, we’ll cover the basics: what workplace analytics is, what you should be tracking, and how to find the right analytics tools for your team. 

Welcome to Workplace Analytics 101.

What is workplace analytics, exactly?

Workplace analytics refers to the software and dashboards that help you track key metrics like space usage, employee attendance, and visitor volume. The best workplace analytics software goes beyond raw data to reveal trends and drive action. These insights help you make smarter, cost-effective decisions about your workplace. Think: optimizing real estate, refining staffing plans, and improving the onsite experience.

But not all workplace analytics tools are the same. Some just give you raw data, leaving you to figure out what it means. The best solutions go further by revealing meaningful trends and recommendations to help you make confident, impactful decisions.

Let’s take a closer look at the impact workplace analytics can have.

Questions data can help you answer about your space

Wondering if you really need another tool to manage your workplace? The right workplace analytics solution can actually make your job easier, not harder. When integrated with your existing tech stack (and possibly replacing parts of it), a workplace platform can help you answer critical questions about your space—so you make smarter decisions with it.

• Are we using our space efficiently? Without clear data, optimizing your workplace becomes a slow, guess-heavy process. But when you have insights you can act on, you get a real-time understanding of what’s working and what’s not. That means fewer wasted resources and a better experience for your employees.
• Are we making the best decisions for our workplace? Workplace managers juggle a lot: attendance policies, onsite programs, team seating plans, and more. Workplace analytics software gives you the data to back every decision. Want to measure the impact of a space redesign? Looking to trim spending without hurting productivity? Your dashboards can guide the way.
• Is our workplace safe and secure? Knowing who’s onsite, when, and where helps you uncover gaps in emergency preparedness and physical security. With the right data, you can adjust staffing, improve visitor check-in protocols, and ensure your workplace is safe and compliant.
• Does our space support productivity? Workplace analytics helps you understand how well your spaces support the work employees are trying to do. If meeting rooms are constantly booked, or certain areas are underused, you can make changes that support both focus and collaboration without adding square footage.
• How can we improve our workplace experience? Knowing how many people are expected onsite each day helps you plan ahead. With workplace analytics software, you can ensure enough resources, amenities, and support are in place for both employees and visitors, whether that’s extra lunch catering or a virtual front desk in a quiet office, creating a great workplace experience.

Track what’s working—and what’s not

Now that we’ve covered what workplace analytics is and its benefits, let’s look at the key data points you can track and why it matters.

Attendance trends

‍This data shows how many employees and visitors are onsite each day and how attendance changes throughout the week.

Why you should track it: 

• Helps plan for catering, events, and team collaboration 
• Gives execs data to guide space, staffing, and investment decisions
• Reveals patterns in attendance to optimize workplace policies

Space utilization

‍Track how effectively your employees use desks, meeting rooms, and shared spaces. Metrics include desk occupancy rates, room booking efficiency, and average use times for collaboration or recreational areas.

‍Why you should track it: 

• Reveals whether your space supports how people actually work
• Highlights overbooked areas that may need expansion
• Flags consistently empty desks that could signal issues like glare or temperature
• Identifies opportunities to consolidate and repurpose space for better use

Benchmarking metrics

‍Solutions like Envoy let you compare your attendance, desk usage, and visitor traffic against similar companies so you know how your space stacks up against peers.

Why you should track it: 

• Adds valuable context to your workplace data
• Surfaces needs for better planning—like front-desk coverage or staffing
• Helps set realistic goals by comparing performance to similar companies

How to evaluate workplace analytics software that actually works

Not all workplace analytics software is created equal. Here’s how to choose a platform that fits your goals today and scales for tomorrow.

1. All-in-one platform vs. point solutions

 While a point solution may solve a specific problem—like meeting room booking—think about long-term needs. A comprehensive workplace platform grows with your strategy, offering a holistic view of space usage, foot traffic, and workplace dynamics. Integrated dashboards save you from juggling multiple tools and simplify IT management as your workplace evolves.

2. Scalability for growing businesses 

Your software should easily handle your current office and scale as your organization expands to multiple locations. Look for solutions that provide global insights and maintain powerful analytics no matter how much you grow.

3. Integration with existing tools 

The best workplace analytics solutions connect seamlessly with your access control, Wi-Fi, and security systems. This integration streamlines workflows, reduces app overload, and strengthens overall workplace security.

4. Easy adoption and team buy-in

Analytics are only useful if your team actively uses the software. Prioritize solutions with intuitive mobile apps and strong ratings on both iPhone and Android, ensuring employees stay engaged and provide the accurate data you need to make smart decisions.

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Having workplace analytics software in place is a solid first step, but it’s how you use those insights that drives real results.

You’ve mastered the basics — now keep the momentum going. Learn how to turn those insights into real savings and smarter space use in Workplace analytics 201.