Portfolio analytics

Portfolio Overview answers one question: across the whole portfolio, where is the slack and which offices could be consolidated? It is the only dashboard that covers several offices at once, which makes it the starting point for any decision about the size of the estate rather than the arrangement of a single floor.

Select FlowAnalytics in the left menu, then Portfolio.

Set what the dashboard covers

The filter bar on this dashboard has four filters:

• Office. Takes several offices at once. The label shows how many are selected, for example 5 offices.
• Asset Type. Limits the figures to desks, rooms or another asset type. Leaving it unselected includes everything, which mixes desks and rooms into a single average.
• Time Period. The period the figures cover, such as Last 90 Days.
• Days. Which weekdays are included. The default excludes weekends.

Portfolio Overview has no time-of-day filter, so its figures cover the whole day. An office utilization figure filtered to working hours will therefore be higher than the same office on this dashboard. Filters, saved filters and targets work as described in Filters, targets and exports.

For a portfolio decision, prefer the longest period available. A 30-day window in an estate spread across several countries will pick up local holidays in some offices and not others.

Filtered portfolio summary

Four cards summarize the selection:

• Average utilization. How much of the selected capacity is in use on average, against the target range.
• Total area. The floor area of the offices in the selection.
• Total rent cost. The annual cost of that area.
• Offices. How many offices are in the selection, and how many countries they are spread across.

Area and rent cost depend on the area and space cost recorded for each office. Where some offices in the selection are missing that data, the card says so, for example based on 4 out of 5 offices. Check this before quoting a total, and see Data quality and troubleshooting for how to complete the configuration.

The two cost cards are what make this dashboard worth opening rather than a utilization report. Utilization on its own says an office is quiet; utilization next to annual rent says what the quiet is costing.

Buildings map

The map shows each building in the selection as a pin, coloured by its average utilization, with the size of the bubble showing the floor area. The legend explains both scales, and a summary chip at the foot of the map repeats the totals for what is currently in view.

Use the zoom controls to move between a global and a local view. What the map is for is spotting geography that a table hides: three lightly used buildings in the same city are a consolidation case, whereas the same three spread across three countries are not.

Portfolio breakdown

The breakdown is the table underneath the map, and it is the most directly useful part of the dashboard. Each row can be expanded to drill down through the hierarchy: country, then office, then floor, then zone.

The columns report average utilization, average daily peak, peak utilization, the number of assets and the area. Reading them together is what separates a real finding from a misleading average:

• Low average and low daily peak. The space is genuinely surplus. This is a consolidation candidate.
• Low average and high daily peak. The space is needed, but only for part of the day. The answer is usually a change in how it is booked, not less space.
• High average and high peak. The office is at its limit and has no headroom for a bad day.

Select the download icon at the top right of the table to take the breakdown out for further work.

Utilization over time

The trend chart shows average utilization across the period with a trend line, so you can see whether the picture is moving rather than only where it stands. Select an item in the legend to hide or show a series.

A trend is what protects you from acting on a single quiet month. It also shows the effect of a change you have already made, such as a new attendance policy or a released floor.

Weekday utilization

Average utilization by day of the week. In a hybrid organisation this is often the most actionable chart on the page, because the gap between the busiest and quietest day is what a policy can move. An office that is full on Tuesday and Wednesday and quiet on Friday does not need more space; it needs the demand spread.

Number of assets

The number of assets onboarded over time. Read it alongside the utilization trend, because a utilization figure that fell without anything else changing is often a set of assets added part way through the period rather than a drop in usage.

Least utilized offices

Offices ranked by average utilization, with the least used first. Select the sort control to reverse the order.

Treat this as a shortlist rather than a conclusion. Check each office in the breakdown table and on the Office Utilization dashboard before acting, because a small office with few assets and thin sensor coverage can appear at the top of this list on very little data.

Export the dashboard

Select Export at the top right to produce the dashboard as a PDF, as described in Filters, targets and exports.