What is workplace management, worked from your own headcount, floor and attendance
What is workplace management? It is the set of decisions a facilities or workplace manager makes about a building as a place people work: how much space the headcount needs and what it costs a person, how much of the floor is actually used on a Tuesday, how many desks a hybrid week requires and on what sharing rule, and which contractors are cleared to be on site this week. HardFM works the arithmetic behind those decisions on the page, free, from your own figures, and keeps the record behind them for $24 a month.
Built for the numbers behind the floor, on purpose
HardFM is not a work order system, has no asset register, no visitor kiosk and no room display, and it is not going to get them. Every figure on every worksheet is there because someone deciding how much space to keep, how many desks to share and who may come on site needs the number worked the same way every time, from their own inputs.
Size the floor. Measure the use. Keep the record.
- The space a headcount needs, and the square feet per person it implies. 120 people at 7 desks per 10 and 60 square feet a desk, with 1,800 square feet of meeting space, 1,500 of support and 25% circulation, is 84 desks and 10,425 square feet, 86.9 a person, worked on the page before the number goes to the landlord or the board.
- Utilization from attendance, not from headcount. 140 desks with 180 people assigned reads as oversubscribed until the door count goes in: 84 in on average is 60% utilization, 126 on the busiest day is 90%, 14 desks are spare, and the attendance supports 7 desks per 10 people. The figure the lease decision actually needs.
- Spaces, desks, occupancy and the contractors cleared to be on site. Buildings, floors, desks and who is booked into them, the occupancy the floor sees week by week, and every contractor cleared for a building with the insurance and induction held and the date each expires, filed against the building so the Monday question has the sheet to hand. Everything exports.
The free tools
Every worksheet on this site computes on the page, free, with no account and no trial clock. The free version is the whole calculation; the paid plan is about keeping it: the spaces and desks and who is booked into them, the occupancy the floor actually sees, and the contractors cleared to be on site with their insurance, induction and expiry dates. Change any input and the answer updates as you type, and the worked example is there before any script runs so a crawler and a visitor read the same figure.
- Office space per person calculator: Work the space a headcount needs: the desks from your sharing ratio, the desk area, the meeting and support space, the circulation allowance, and the square feet per person that falls out.
- Space utilization worksheet: Set the attendance against the desks: average and peak utilization, the desks the busiest day needs, the spare, the square feet per person actually in, and the sharing ratio the attendance supports.
- Return to office policy template: Test the rule against the desks: people in on an average day, on the clustered day, the desks short, the sharing ratio the policy implies, and the days a week the desks could actually support.
HardFM Pro
The worksheets are free forever. Pro turns them into the record: every space and desk kept against the building with who is booked into it, the occupancy the floor sees week by week, every contractor cleared to be on site with the insurance, the induction and the date each expires, and every worksheet you save reopened under your own name. HardFM Pro is $24 per month for your whole team, billed monthly.
