Smart Spaces

Using classroom and laboratory space wisely depends on many factors, and requires assessing both current and potential future use. Understanding the four keys to using space wisely, as presented in this article, lays the foundation for success.

The challenges to using space wisely are also articulated based on their possible impact on a project. The final ingredient is to consider the potential adaptability of the facility for uses other than educational, which maximizes the initial investment while also providing a venue for use by others.

The Four Keys

The first key is to know what you have and how it is used. A thorough inventory establishes the foundation for all current and future space use, and it saves time when planning is required. The inventory should include who uses the space (day and hours), how spaces are classified (general classroom, science lab, etc.), and seating (population and type). This data must be updated as changes occur to make certain that current information is always available and ready for use.

Instructional Space Utilization (by hour)

The second key involves understanding the curriculum schedule. Is it traditional or non-traditional? In other words, are the weeks per course/semester the same across the board or are there variances or different patterns? Full semester or partial? The type of schedule(s) can significantly impact space use.

Next, evaluate people requirements. This includes the teacher-to-student ratio and whether or not the budget will allow for the facilities that are required to meet the desired ratio. This is especially important when it comes to new construction. Knowing the nature of the classes involved – fine arts, general classroom, industrial arts, etc. – again comes into consideration at this point.

Finally, a facility condition assessment is required, and this involves two aspects. First, assess the facility’s health as measured by its lifecycle status or the remaining useful life of its components. This is important, and has greater significance with older facilities. Numerous factors must be considered such as building systems, including HVAC and electrical, as well as security and other aspects. Deferred maintenance requirements must be identified and documented by area.

The second aspect is to look at functional adequacy. There’s almost always competition for use of the best classrooms – those with the most technology or windows, or flexible furniture. Identify spaces that are lacking and determine if there are cost-efficient ways to make them better.

Challenges

There are three major challenges to using space wisely. The first is to analyze demographics and to use the resulting data. Gathering information and not putting it to use accomplishes nothing. For example, knowing that you will have a major increase in population within two years will likely require adjustments in how space is used or equipped.

The second involves what courses will be taught and what spaces are required to meet those needs. A drama class has different requirements from a math class. You must understand the technology and system requirements, if any, to support the defined curriculum.

This further requires an understanding of the pedagogy for each course. The space, furniture and equipment must be matched to the pedagogy or teaching method for each instructor because this impacts space requirements and efficiency. Seating, as one example, must be flexible in order to support individual preferences. Tables and chairs are likely better than standard seats with attached desks, often found in K-12 classrooms. Tables and chairs allow the instructor to maximize flexibility within the classroom since they can be configured in numerous arrangements.

Finally, you must determine who "owns" the classroom or "turf," because this almost always impacts the potential for change. An elementary school principal, for example, typically assigns rooms based on overall needs, and then individual needs. At a college, a department may assign smaller classes within a large space that has traditionally been assigned to the department, thereby underutilizing the assets.

This re-emphasizes the need to continually know who is using what space and when. In some instances, personnel may have to justify the need for a certain room when others are looking for more space to accommodate growing enrollments. An accurate inventory, again, is always critical.

Adaptability

Others use schools or colleges in many communities for various events. A high school, for example, may be designed to also serve as the home of the community theater or shared with the community college. This has an obvious impact on the facility’s design and the ability of the building to be adapted for use by different populations. Separate entrances may be required in order to close off restricted areas.

Technology also falls under the adaptability umbrella. There are different requirements for information technology versus instructional technology. The desire to have a "digital canopy" or fully wireless environment impacts design in multiple ways. Again, the leadership must determine what is required today and what will be required in the future.

For cash-strapped school districts and colleges going to a wireless environment may actually be a relief valve. It is almost always cheaper to install wireless access points throughout a building or campus rather than hard-wired connections. Addressing how technology must be adaptable in the future for changing requirements may well show that going wireless is the best option.

Overall, how well are you using the space that you have? The answer makes a difference in efficiency today and capacity for tomorrow.

Mike Managan, AIA, is senior vice president with 3D/I in Houston, Texas. He can be reached at (713) 871-7473, or via e-mail at managan@3DI.com.