Understand how to develop a strategy for space allocation in buildings
Assignment Brief
Unit FM4.18: Understanding space management for facilities managers
Learning outcomes
1. Understand how to develop a strategy for space allocation in buildings
1.1 Describe the rationale behind the development of strategies for space allocation (using example/s from the learner’s own experience and/or case studies, and including cost considerations as well as issues such as optimal use of assets, employee retention, environmental impact and company brand)
1.2 Explain the principles of space allocation and space management (including reference to factors such as space to perform tasks, adequate through routes, clear exit routes, adequate light & ventilation, reflecting/rewarding rank)
1.3 Explain the relationship between space allocation and the relevant legislation and its impact on facilities management (supporting the explanation with examples of current legislation rather than attempting to develop an exhaustive list)
2. Understand the impact of structure and services
2.1 Explain the implications of structure and services on space use (using example/s from the learner’s own experience and/or case studies)
3. Understand how to prepare briefs for space layouts
3.1 Explain the relationship between space allocation and the operational requirements of customers (supporting the explanation with example/s from the learner’s own experience and/or case studies, and including how space can be used to help or hinder occupational synergies, efficient working and organisational aspirations)
3.2 Describe the technology available to assist in planning and managing space and the scope and limits of its capabilities. (providing example/s of available tools and showing how they help address the challenges of churn)
4. Understand how to programme and manage changes in accommodation
4.1 Explain the processes that Facilities Managers should follow when changes in accommodation are being planned and implemented and communicated to customers and others (including an overview of how general project management processes are applied in such cases, and the relevant channels of communication)
4.2 Explain the objectives that Facilities Managers should consider when changes in accommodation are being planned and implemented (supporting the explanation with example/s from the learner’s own experience and/or case studies, and relating the objectives to cost, time, quality and compliance requirements)
5. Understand new developments in the use of space
5.1 Explain the current and emerging innovative ways of using building space and what that means for facilities management (providing an overview of emerging patterns of working and their implications for facilities management, by reference to current journals and recommendations for best practice)
Sample Answer
FM4.18: Understanding Space Management for Facilities Managers
This report addresses the key learning outcomes for the Facilities Management unit FM4.18, focusing on space allocation, layout planning, change management, and new trends in space use. Clear examples, legislation references, and practical tools are included.
1. Developing a Strategy for Space Allocation
1.1 Rationale behind Space Allocation Strategies
Effective space allocation delivers:
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Cost efficiency: Utilising underused areas saves on rent and maintenance.
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Optimal asset use: Co-working space enables flexible occupancy and high utilisation.
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Employee retention: Comfortable, well-designed spaces improve morale.
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Environmental impact: Shared workspace reduces energy use and emissions.
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Brand experience: Well-branded reception areas reinforce corporate identity.
Example: At my previous office, reallocating infrequently used training rooms into collaborative areas reduced additional rental costs.
1.2 Principles of Space Allocation and Management
Space must account for:
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Task efficiency: Desks should allow space for equipment and movement.
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Circulation: Hallways and open spaces should remain clear.
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Emergency exits: Must adhere to fire safety regulations like the Regulatory Reform (Fire Safety) Order 2005.
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Natural light and ventilation: Improves well-being and productivity.
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Hierarchy: Managers’ offices differ in size and privacy from open-floor areas.
1.3 Legislation and Space Management
Space planning must comply with:
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Building Regulations Part M: Accessibility for all.
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Health and Safety at Work Act: Requiring safe, fit-for-purpose workspaces.
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Equality Act 2010: Protects disabled access.
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GDPR: Impacts design of private areas for data handling.
Example: Installing adjustable height desks to accommodate different physical abilities under Equality Act requirements.
2. Impact of Structure and Services
2.1 Structural & Services Implications
Example: In a refurbishment, power needs for video conferencing required floor boxes to avoid trailing cables.
3. Preparing Briefs for Space Layouts
3.1 Operational Requirements and Space
Layouts influence teamwork and efficiency:
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Open-plan layouts support teamwork but may hinder privacy.
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Activity-based zones (quiet, social, conference) support different work styles.
Example: My experience designing a call centre layout included quiet hubs and team zones to aid workflow.
3.2 Technology for Planning and Managing Space
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CAD/BIM tools: For precise floor plans and layouts.
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Space management platforms: iOffice, Archibus for tracking occupancy and planning churn.
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Sensors & booking systems: Help monitor desk usage and reduce booking conflicts.
Example: A software tool at a previous employer tracked meeting room usage, reducing underused spaces and helping with churn planning.
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