An algorithmic approach to right-sizing meeting rooms

Abstract

Observational studies involving over 330,000 room observations reveal a consistent mismatch between the size of rooms provided and the size of the groups that actually use them across all office buildings. This paper investigates the causes of this misalignment and presents a model for addressing it based on observational data and advanced modelling. To address this mismatch, a planning algorithm was developed that draws on observed usage patterns to determine the number and optimal size of meeting rooms required to meet the actual demand. The model provides a structured, evidence-based framework for aligning meeting room provision with real workplace behaviour, reducing spatial inefficiencies without compromising availability. Its application has demonstrated measurable reductions in total meeting room floor area, delivering financial savings while also contributing to more sustainable use of space and a lower overall footprint. Specifically, there has been a 51.6 per cent reduction in overall space use for meeting rooms. This article is also included in The Business & Management Collection which can be accessed at https://hstalks.com/business/.