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FM Index KPI survey looks at bookable resources

Now in its seventh year, the FM Index KPI Survey, compiled by FMJ and Causeway, reports on key trends in the FM sector. The 2012 survey has recently been completed. Here we look at the latest data relating to bookable resources.

Taking control of resources

The seventh FM Index KPI Survey was carried out in July/August 2012, exploring a range of key subjects including booking of resources and changing resource usage in organisations, help desk management, move management and communication with mobile workforces.

Across all respondents, 72% were in-house FMs or FM providers with responsibility for a single client organisation – the remainder being made up of FM providers with responsibility for more than one organisation. In-house FM respondents were almost equally split between public sector (51%) and private sector (49%).

Availability of resources for booking is an area the survey has been monitoring since 2006. During this time there has been a marked increase in the core resources that staff are able to book, as illustrated in Figure 1 (hot desks were not included in the survey in 2006). This corresponds with an upward trend in the use of software-based booking systems as organisations look for greater efficiencies to improve the experience for internal customers.








As booking systems become more versatile, it also becomes possible to use them in conjunction with a wider range of resources, such as pool cars and video conferencing facilities. These additional areas have been included in the survey since 2010 and there has been considerable variation during that time. The results are shown in Figure 2. One respondent to the 2012 survey is also using a booking system to manage the allocation of 3G devices.









The last few years have seen many organisations reorganising their property portfolios and rationalising their use of office space. Often this has involved reducing the extent of the portfolio and accommodating more staff in fewer buildings.

Results of the survey over the last couple of years show a corresponding decline in the percentage of portfolio allocated to conference rooms, training rooms and meeting rooms, with an increase in general office space. The inference, therefore, is that space is frequently being repurposed to accommodate more general workstations. This supports the view that meeting spaces of various types are coming under greater pressure, reinforcing the need for more efficient management of the bookable resources that remain.

Interestingly, following an upward trend in the percentage of space allocated to car parking, there has been a marked decline in the last year. This may reflect the efforts of organisations to encourage staff to use other forms of transportation as part of their sustainability policy. The results relating to percentage portfolio allocations are shown in Figure 3.








“As access to resources such as meeting rooms comes under increasing pressure in the modern workplace, it’s important to have systems in place that facilitate booking and help the FM maximise the use of these resources.”

James Atkinson
director, Causeway

In the next issue

In next month’s FMJ we will take a closer look at how resources are managed.



Extract FMJ September 2012



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