Space management is how an organisation plans and uses its rooms and floor area: who sits where, what each space is for, how much it costs, and how full it is. It runs on space data: every room with a number, name, area, use and department. Models contain this data already, if spaces are modelled properly, which is one of the quickest wins BIM can give operations.
At a glance
| Users | Workplace and estates teams, space planners, cleaning contractors, finance (charging), health and safety |
| Data per space | Number, name, use (classification), net area, level, zone or department, occupancy, finishes |
| Area standards | National or professional measurement codes (for example IPMS internationally, RICS codes in the UK, BOMA in North America) |
| Used for | Moves and planning, cleaning contracts, space charging, utilisation reports, fire and evacuation data |
| From the model | Spaces (rooms) with boundaries, areas and properties; exported as IFC spaces or COBie Space and Zone sheets |
Why model spaces matter
Assets are located in spaces; work orders are raised for spaces; cleaning is priced by space area and type; evacuation counts come from occupancy per space. If the model has no spaces, or spaces that don't match the room numbering on site, every one of these processes starts from a manual survey.
What good space data looks like
| Property | Example | Note |
|---|---|---|
| Number | B02-03-117 | Matches door signs and the owner's register |
| Name | Meeting room | Human name, not a code |
| Use | Uniclass SL_20_15_50 (or the owner's codes) | Classification, so reports group correctly |
| Net area | 18.6 m² | Measured to the agreed standard |
| Zone | Department: Research | For charging and planning |
| Occupancy | 8 | Design capacity |
Worked example
A research institute moves into a new building. The model has 412 spaces with numbers matching the signage, uses classified and areas measured net to the institute's standard. On day one, the space team imports them into the CAFM, assigns departments, and the cleaning contractor prices the contract from areas by space type. In the old building, the same exercise took a survey company two months.
Common mistakes
- Spaces missing in parts of the model (plant rooms, risers, cupboards), so the totals don't add up.
- Room numbers in the model that differ from signage.
- Areas measured to the modelling tool's default instead of the agreed standard.
- Spaces modelled in the architect's model only, not exported to IFC or COBie.
Where to read more
The International Property Measurement Standards (IPMS) coalition and national professional bodies publish area measurement codes. COBie guidance explains the Space and Zone sheets. CAFM vendors document how they import space data.