Healthcare Spaces Management

Space management is the management of an organization’s physical space inventory

Healthcare Spaces Management

How is our system organized?

1- Separate space and function

Identify static vs. dynamic spaces in the facility and coordinate around these parameters. You can use an urgent care room as a triage point in an emergency situation. You can’t repurpose the MRI room for anything other than imaging. Define and understand these parameters to get a clearer picture of space.

2- Inpatient vs. outpatient.

In the same manner as identifying static vs. dynamic space in facilities, distinguish between inpatient and outpatient. These two designations both have an impact on space utilization. They allow you to plan for quick, flexible space vs. extended occupation and more rigid governance. Both play vital roles in governing facilities, but require a different mindset to optimize utilization.

3- Adopt agility

Ever wonder why general equipment is on casters? Mobility is vital. Healthcare happens in real-time, which means adopting agility and contingencies as demands change. FMs need multiple readymade plans for different segments of facilities, as part of scenario planning.

4- Correlate processes.

There’s not always time for a level-set when situations change. Strong processes for facility utilization are key in controlling how, when, and what space looks like at any given moment. FMs need to create processes with checks and balances that govern how space adapts to need.

5- Consider visitors

Between security checkpoints and restricted access areas, larger healthcare facilities can feel like a maze to visitors and even float nurses who’ve worked there for years. Wayfinding is paramount. Make clear labeling and wayfinding installations part of the core premise of inclusive facilities management.

6- Standardize, but stay flexible.

A strong baseline will pave the way for better flexibility in healthcare environments. Symposium Room B might be a vaccination clinic today and a PT environment on Thursday, but its core purpose is to host lectures. Establishing the baseline enables adaptability and extrapolates the opportunities of a given space.

The evolution of space management

Undertake annual property assessment reviews

A bottom-up approach, with analysis at each facility, is the best way to determine how (and if) a new workplace strategy can be implemented in a viable, cost-effective manner across a portfolio.

Leverage individual projects to drive portfolio evolution

Each activity is an incremental step in the evolution of a portfolio. Each change activity is an opportunity to realize workplace environment goals.

Apply a planning methodology on all project sizes

Planners should be engaged on all occupancy projects that impact an organization’s space.

Utilize planning to define direction and scope

Once the project is defined and approved and moves into the execution phase, little can be done to affect the overall efficiency of the solution.

Focus on mathematics before graphics

A planning recommendation communicates the analysis, describes the options and includes graphical depictions of space consumption and use.

Apply recognized industry standards for space management

Use of industry-wide standards for terminology allows for benchmarking. From these standards, planners can define the rules around a portfolio and measure against them.

Frequently asked questions

Space management is the management of an organization’s physical space inventory. This involves the tracking of how much space an organization has, managing occupancy information, and creating spatial plans.

It’s a space that’s made up of treatment within a hospital or surgery, as well as treatment and services you can receive in your own home, the car, or even your place of work.

Space Planning is a process that coordinates UCI Health with physical space over a specific period of time. UC Irvine Medical Center’s goal is to achieve the best use and organization of space to meet the needs of: Patient care. Medical education.

There are three basic elements to space management:
  • Speed control.
  • Lane positioning.
  • Communication.
Space management is a multi-step process that requires data gathering, analysis, forecasting, and strategizing. In practice, it involves creating a space management system that identifies floor layouts and occupants throughout your organization.