# Automatic workplace consolidation
## gospace AI Documentation – Advanced Guide
**Running Automatic Consolidation Simulations**\
(How to safely close floors, reduce OPEX & lease costs, and prove the savings before you ever touch a lease)
#### Why Automatic Consolidation Is the #1 ROI Driver for Most Clients
Alongside maximising co-attendance and co-location, **automatic consolidation** is the third pillar of gospace’s value.
* Typical client starting point: 42–58 % average daily utilisation
* Typical 90-day result with gospace: 78–94 % utilisation → 1–3 entire floors freed per building
* Average financial impact: **£1.2 m – £9 m annualised OPEX + lease savings per campus**
Clients like GSK, HSBC, and the UK Government all closed their first floor within the original POC because the simulation proved the savings were real and safe
#### How gospace Consolidation Works – The Core Logic
| Input gospace uses (automatically) | Why it matters |
| ----------------------------------------------- | ------------------------------------------------------------------------------------------ |
| 90–94 % accurate 30–90 day attendance forecasts | We know exactly who is coming when – no more guessing or 60 % safety buffers |
| Real team sizes & growth curves | We calculate exact m² needed per team, per day |
| Co-location & community constraints | We never split teams or sacrifice collaboration just to hit a density number |
| Cisco Meraki Wi-Fi presence + sensor data | We see historical under-utilised zones and floors in real time (even if no one books them) |
| Current lease & OPEX per m² or per floor | We translate every freed desk → £ saved (your exact numbers from your real-estate system) |
#### Step-by-Step: Running a Consolidation Simulation
| Step | What you do (takes <5 minutes) | What gospace does behind the scenes |
| ---- | ---------------------------------------------------------------------------------------------------------- | ------------------------------------------------------------------------------------------------------------------------------------- |
| 1 | Go to **Admin → Simulations → New Consolidation Simulation** | |
| 2 | Choose your starting point: | |
| | • **Automatic (recommended)** – let gospace decide which floors/zones are safest to consolidate first | Analyses Meraki heatmaps + forecast density → ranks floors by lowest risk/highest saving |
| | • **From a specific floor and direction** – e.g. “Start at Floor 6 and consolidate upwards” | Locks lower floors open, tries to empty Floor 6+ sequentially |
| | • **Force-close specific floor(s)** – tick Floor 8 and/or Floor 3 and click “Shut permanently from date X” | Treats those floors as capacity = 0 from chosen date |
| 3 | Set the **target start date** (e.g. next quarter, 1st March 2026) | |
| 4 | Optional: Add safety buffers (e.g. “never exceed 88 % density”, “keep Trading floor untouched”) | These become hard constraints |
| 5 | Click **Run Simulation** | gospace re-optimises the entire estate with the new constraints |
| 6 | Review instant results: | • New floorplans (colour-coded)
• £ OPEX + lease savings (annualised & monthly)
• Risk scorecard
• Team impact report
|
#### What You See Immediately in the Dashboard
| Metric (updated live) | Example output (real GSK pilot) | Where it appears |
| ---------------------------------- | ------------------------------------- | -------------------------- |
| **Floors recommended for closure** | Floor 8 + partial Floor 3 | Top banner |
| **Annualised OPEX + lease saving** | £4.41 m | Big green number |
| **m² / desks freed** | 2 840 m² → 612 desks | Summary panel |
| **New peak utilisation** | 89 % (was 54 %) | Utilisation graph |
| **Co-location score change** | +6 points (still green) | Collaboration health check |
| **Team move summary** | 184 people move once, 0 teams split | Team impact tab |
| **One-click export to PDF/PPT** | Ready for CFO / real-estate committee | Export button |
#### Real Client Results – Automatic Consolidation in Action
| Client | Starting utilisation | Floors closed in first 12 months | Annual saving (verified) |
| ------------------- | -------------------- | -------------------------------- | ------------------------ |
| GSK (Stevenage) | 51 % | 2 full floors | £6.8 m |
| HSBC (Canary Wharf) | 48 % | 1.5 floors | £5.2 m |
| UK Government dept | 44 % | 3 floors across 2 buildings | £9.1 m |
#### Pro Tips from Our Workplace Strategy Team
1. Start with **Automatic mode** – 96 % of clients keep the AI’s first recommendation.
2. Always run the simulation 90 days before lease break or renewal notice – gives you negotiating power.
3. Use **Meraki integration** – clients with Meraki see an extra 12–18 % consolidation potential because we spot “ghost zones” no booking system ever sees.
4. Lock executive or trading floors as “do not touch” – the AI will work around them perfectly.
#### Ready to Close Your First Floor?
Most clients go from simulation to signed-off closure in <6 weeks.
Next step:\
→ Click **New Consolidation Simulation** in your instance now, or\
→ Book a 30-minute workshop with us and we’ll run your first £-million simulation live.
You’ve already paid for the space – now let gospace prove how much of it you don’t need.
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