What it means
Capacity planning uses data to answer the question: how much space do we actually need? It combines historical utilization data, headcount projections, and hybrid work policies to forecast demand for desks, meeting rooms, parking spots, and other shared resources. The goal is to avoid both under-provisioning (people without workspaces) and over-provisioning (paying for empty space).
The inputs include booking system data, badge swipe records, sensor data, and HR headcount plans. Peak-day analysis is especially important -- you need enough capacity for the busiest days, not just the average. Many organisations plan for the 90th percentile rather than the maximum.
Capacity planning directly impacts real-estate costs, which are typically the second-largest expense after payroll. Getting the desk-to-employee ratio right through data-driven planning can save millions over a lease term.