Using your feedback, we have completely revamped the RICOH Spaces Insight tab to provide you with a handy panel of graphs and tables. in this article, we will introduce you to the new meeting room usage report!
At the top of the meeting room usage report, you will see the available filters:
Date - Choose a predefined filter such as "last 90 days" or choose your custom start and end date
Location Filter - You can add one or more locations and the report will provide all the data relating to your choice. This is a core filter and as such how all other filters act will depend on the selection here. For example, the "Floor Filter" will only show the floors available for the Locations you have chosen, not all.
Location Group - Select location groups to include or exclude from your report
Floor Name - Filter by one or more floors in a location
Zone Name - Filter by one or more zones in a location
Room Name - Select one or multiple rooms using their names
Is Bookable (Yes/ No)- Filter by rooms that are bookable and the ones that are not
Employee Domain - Do you want to filter the data by all employees with a certain domain? For example "ricoh.co.uk"
Group Name - Filter by one or more groups in a location
Full Name - Filter the report by one or more specific people
Please note that whenever you change the filters you must select "Update" for the report to refresh.
The Insights provide you with a handful amount of tables and graphs:
Trend graphs will present differently based on whether you’ve chosen to filter by a whole year (the graph will show all 12 months at an appropriate level) vs. if you've filtered by a week (whereby it may spread the data out and show you each individual day).
Most chart types can be hovered over to see extra information on the data.
On charts where there are multiple layers of data labelled, for example, "floors", you can click on each label to turn it on or off, showing only the data you are interested in for that occasion.
Key Metrics of the Meeting Room Utilisation Report
Meeting Room Utilisation Overview
Utilisation
Utilisation takes into account the time your spaces are available for (e.g. 8 AM to 6 PM (600 minutes), Monday to Friday for 21 weekdays per month), and what percentage of that time it has been booked for. For example, if a room is available 8 hours a day, and has been booked for the day, it is 100% utilised. The utilisation divides the time booked (minutes) by the total available minutes for the location (according to their set office hours).
Comparison to Previous period
This metric provides insight into the percentage in which the utilisation has grown or declined. For example, if it was 10% last month and it's 15% this month, it has grown by 50% vs the previous period (not 5%)
Total Bookings
The total amount of bookings which have been made during your selected period.
Average Bookable Meeting Rooms
This metric provides you with an average number of rooms which are bookable. For example, 12 as the average bookable meeting room out of 12 means that on average, all your rooms are available to book.
The Average Length of Meeting
It provides you with the average length of a meeting (in minutes).
Employee Booking Stats
This chart lists all your employees, the number of bookings they have made during the selected period as well as the number of meeting room bookings that have been cancelled. Using those two statistics, the reports give you a cancellation rate percentage (%).
Booking Stas by Group
This chart is similar to the Employee Booking Stats chart but provides you with stats by groups ( and not employees).
Meeting Room Bookings by Day of Week
This graph displays the busiest days for rooms. In this example, Tuesday has the most bookings and Sunday has the least count of bookings.
Total Bookings by Meeting Room
This graph displays the top 10 of your most popular meeting rooms (most bookings).
How far in advance are users booking?
This graph helps you understand when are your users booking meeting rooms. In this example, we see that 74% of the bookings, 3/4 of the total bookings, are made on the day.
Most Popular Amenities
This graph shows you the most popular amenities. It gives you an indication of which amenities you might need more or less of.
Utilisation Trend by Floor
In this graph, each one of your floors has been attributed a colour. The most utilised floors will have the highest peaks.
Utilisation Trend by Zone
Just like the previous chart, the highest peak here represents the most utilised zones.
Meeting Room Occupancy Overview
Meeting Room Fit
Are people booking the right rooms for their attendee needs?
Too Big - Number of attendees is less than 75% of the capacity
Ideal - Number of attendees is more than 75% of the capacity
Too Small - Number of attendees is more than 100% of the capacity
In this example, we can see a lot of bookings don't use the room to its full capacity ( too large).
Busiest Time of the Day
At what time are your rooms the busiest? This graph gives you the number of bookings per hour and the average booking length in minutes.
In this example, 10 AM and 11 AM have the highest number of booking and the average length of the bookings are around 50 minutes.
Meeting Room Usage by Capacity
Do people require small or big rooms? In this graph, you can see the number of bookings per capacity.
In this example, most bookings are for rooms having a capacity of 6 to 8 people.
Meeting Room Cancellation Overview
Cancellation Rate
The cancellation rate takes into account the total amount of bookings made which have been cancelled. For example, if only one room has been booked and it was cancelled, the cancellation rate is 100%.
Cancelled Bookings
This number gives you the number of bookings that have been cancelled.
Average Cancellations Per Day
This number gives you an average of the number of cancellations per day. Here, there are 7 cancellations per day on average.
Percentage of Lost Cancelled Bookings
How many of the bookings which get cancelled go on to be re-utilised by the business? How much of an impact are cancellations, therefore, having on your utilisation, and is it a key problem to solve for you? For example, if this % is low, it means that people are cancelling with enough time, or that your spaces are in demand enough for them to go on to be utilised anyway.
When are bookings being cancelled?
In this graph, you can easily see when the bookings are cancelled. In this example, we can see that 81% of bookings are cancelled on the day.
Meeting Room cancellation reason
This graph shows the reason for the cancellation. In this example, all bookings that have been cancelled have been cancelled by the user but it could also be by auto-cancellations policy.
Cancellation Rate Trend
In this graph, you can see the cancellation rate trend. Are there periods when more cancellations happen?
Cancelled Bookings by Meeting Room
Are some meeting rooms more often cancelled than others? This graph will help you answer this question.
Full Booking list
This large table of data provides all the key areas you might want to know on a per-booking basis. This provides the option for you to download this data into CSV format by hovering over the tile, using the three dots and selecting "download data".