What should I say to office staff before the study starts?

Communicating clearly with office staff before, during, and after a study reduces anxiety and keeps observations running smoothly.

Before the study starts

Explain that the study is not monitoring individual employee performance. It measures how office space is used throughout the day to gather evidence for workplace improvements.

Suggested talking points:

• Observers will walk predefined routes at scheduled times
• They record whether workspaces are occupied — not who is sitting where
• The study typically lasts 1–2 weeks
• Results help inform desk ratios, meeting room sizing, and future workplace design

If staff become anxious

Sometimes employees worry about being watched. Reassure them:

• Data is aggregated — the dashboard shows workspace utilisation, not individual tracking
• Observers follow a standard script and should not engage in lengthy conversations during tours
• Discuss responses as a team before the study so observers know what to say if approached

Agree in advance what observers should say if an employee asks questions directly.

After the study finishes

Tell office staff when observations have ended so observers are not mistaken for continuing the study. This avoids confusion if someone needs to re-enter the building (e.g. to verify a desk location) and maintains a professional image.

Disrupted or delayed studies

If a study cannot start or finish as planned (office closure, access restrictions, building works, etc.):

• Contact team@vantagespace.com as early as possible
• You may be able to change the start date before data is collected, or adjust the end date within product limits
• Keep observers and office staff informed of revised dates

Studies that do not meet product criteria for date changes may not be eligible for refunds — notify us before go-live when possible.

Updated on: 05/06/2026