Unlocking real insight: the hidden benefits of a well-conducted Workplace Observation Study

Your workplace is more than an office - it’s a living, evolving asset that shapes how people work, collaborate and feel. At the same time, it’s a major investment. To ensure it delivers value for both people and business, it’s essential to understand how it is really being used.

Hybrid working has transformed expectations. Office locations are often under-utilised, with employees feeling disconnected and workspace assets becoming obsolete. The key to reversing these challenges lies in clarity: how do people actually use your space and how does that align with your organisation’s goals?

That’s where a Workplace Observation Study comes in. We’ve written before about what a Workplace Observation Study helps achieve, but how is one effectively conducted? By combining data, observation and human behaviour insights, MovePlan helps organisations unlock a clear, evidence-based understanding of how their spaces function - and how they can be optimised.

1. Combine data with human insight

Workplace data alone tells only part of the story. Sensors and occupancy analytics can provide useful metrics - such as how many people enter a meeting room, or how often a desk is booked. Yet they often miss the all important nuance.

Our Workplace Observation Studies go further. Skilled MovePlan observers discreetly record behaviours that numbers can’t capture. For example:

• Patterns and behaviours: how people spend their time (focused work, meetings, breaks, collaboration) and the frequency and duration of specific tasks or activities
• Interaction and collaboration: how teams cluster and collaborate, who interacts with whom, and where; actual workflow versus prescribed or expected workflow
• Space usage: which areas people naturally gravitate towards and why, and which areas aren’t used as frequently; how layout helps or hinders productivity
• Resources: how desks, breakout zones and shared spaces are used and why; what technology is being used, how effectively it is being used and whether any have become obsolete
• Employee experience and wellbeing: identifying indicators of stress, fatigue, engagement or satisfaction amongst employees and whether/how environmental factors (noise, lighting, temperature, ergonomics) are affecting these; balance between social and solitary work and how this is impacted by the spaces offered
• Organisational fit: whether and how the workspace supports the organisation’s goals or culture (Insights: From Structured Choice to Strategic Harmony); identifying gaps between intended design and lived experience

2. Evaluate usage respectfully

When observing how people are using a space, we recommend clearly communicating the activity, while balancing the need for the observation to remain natural - we want to mitigate skewing behaviour with people acting differently because they know they're being observed.

For a recent US tech client, we conducted casual walkthroughs across their campus. This approach delivered three clear benefits:

• Minimal disruption: teams could stay focused on their work
• Natural behaviour: insights reflected true, everyday usage
• Deeper findings: the study revealed behaviours beyond what booking systems suggested

To further enrich the picture, we also layer into our observations targeted surveys when needed. This blend of observed behaviour and employee perception provides a rounded view of how a space really works.

3. Communicate with care

Even discreet studies must respect employee trust. At MovePlan, we ensure clear communication throughout. Our teams are always ready to explain the process if asked - emphasising that we’re observing patterns of space use, not tracking individuals.

This approach builds confidence, removes misunderstanding and reinforces the purpose of the study: to design workplaces that truly support people.

‍4. Gain an unbiased perspective

While organisations can attempt observation in-house, an independent study brings invaluable objectivity. External observers avoid internal bias, apply proven methodology and draw on global experience.

For one client, this meant uncovering real usage behaviours that sensor data alone could not explain. Through regular updates and a detailed final report, we highlighted inefficiencies, identified opportunities and provided a roadmap for more effective workspace design.

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Unlocking lasting value

A carefully considered and well-conducted Workplace Observation Study delivers the clarity needed to make confident, evidence-based decisions. This can be from spotting under-used zones, recommending layout changes that improve flow, to providing insight that re-educates on the purpose of the space - all helps to drive recommendations in improving and increasing the use of the space. Our approach of blending technology with human insight helps organisations create environments where people feel connected, engaged and supported, all the while ensuring every square foot delivers value.

Discover what a tailored, behaviour-driven Workplace Observation Study could reveal for your organisation. Contact us at info@moveplangroup.com or explore our services here.

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