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Space Management


The University Space Management Group (SMG) is the key forum for dealing with space allocation, policies and procedures.  A sub-group at Ninewells deals with specific issues relating to the Ninewells campus and is attended by both University and NHS representatives.  A Space Management Group Review has recently been approved for implementation. The SMG Terms of Reference remain the same for the time being.



The University's objective is to maximise all useable space while providing an environment which supports teams' activities and creativity. Increasingly the workplace needs to be responsive to the changing demands of a leading University, and so space should be designed to be flexible and planned on the basis of functional need rather than seniority in order to encourage effective teamwork and collaboration.

We are working to improve the quality of our physical working environment, in order to attract and retain the best people, to encourage greater networking and teamwork and to provide  comfortable community space. Our physical environment reflects the values of our organisation, and can encourage new patterns of work to develop, facilitate responsiveness to continuous organisational change and generate pride in the workplace. By enhancing communication amongst all users and service providers and by taking a collaborative, joined-up approach, efficiencies can be made by eliminating duplication of effort.

Key Aim

The key aim of Space Management is to effectively manage a dynamic and limited resource in order to support academic activity, minimize cost and achieve maximum and efficient design, planning and use of the institution's space.

In a typical HE institution, the provision, servicing and maintenance of accommodation is the second largest cost in Asset Management. By using space more efficiently and more effectively, thereby reducing overall estates costs, it can release funds for other important activities.

Efficient Space Management is the subject of Estates Strategy Priority 2: to use space more effectively, but also helps by :

Priority 1: reducing the amount of space that has to be maintained

Priority 4: achieving the best value from the space we occupy

Priority 6: identifying non-compliance spaces which need to be brought up to standard

Over the past two years progress has been made to Priority 2 by achieving better practice in Space Management and this will be continued and built upon in coming years.

Space Management is an important strategic and operational activity.  It provides an essential role in building a balanced, competitive and sustainable business.

The Space Management Policy Space Management Policy is linked by two Key Performance Indicators to both the University's Strategic Framework 2012 and to the Estates Strategy 2008-18.



By becoming more aware of space and making more effective use of what we have, by co-locating teams for example, or by taking a flexible approach to room use, we can support academic activity, enhance operational effectiveness and reduce costs or redirect existing funds. Space Management tools such as Utilisation Studies, Space Norms and Space Charging can significantly contribute to our awareness of space use. The General Principles for Space Utilisation are the guiding rules for space utilisation across the University.

Should you wish to apply for additional space, please follow the Application for Space Procedures and download a copy of the Application for Space Form

If you have any questions or need help in planning or making better use of the space you occupy, please contact Marianne Kenley, Buildings Space Manager ext 88874.


By developing a good knowledge of the estate and an excellent intelligent information base we will be able to respond more quickly to future needs in a dynamic environment.  We will be able enhance our competitiveness by enabling well-informed management decisions, better long-term planning and real space management.  The development of a knowledge-based Property Information Management System is underway.  A CAD Management Policy is being devised to ensure that the drawings of the Estate are kept up-to-date and managed in an appropriate way.

Post Occupancy Evaluations will be carried out on all new buildings and refurbishments to inform and improve practice in Project Management, review the process of delivering the Project as well as review of the technical and functional performance of the building during occupation.  Dependent entirely on open and collaborative working practices between all parties engaged in Project Management, this information gathering and communication process is designed to develop best practice within the sector and ensure user satisfaction.

Links to Useful Reports: Space Reports & Website Links. Photos from Site Visits

Space Occupancy Monitoring

‌‌‌‌‌‌‌‌‌‌‌Utilisation Studies have been carried out at the University since 2005; in 2018 we introduced electronic surveying for a trial period of three months in Dalhousie and Dental Buildings. This survey is now being extended in various buildings across the University City Campus. Buildings included in this next phase are: Tower, Scrymgeour, OMS/Carnelley, Carnegie, 1-3 Perth Road, Fulton, Queen Mother Building, Ewing and MSI. To find out more, see our FAQ page and our Privacy Impact Assessment.  See Utilisation Report_120318-010518 for survey results from 12th March 2018.  To see the data, click on the HTML URL and enter the username and password.

The building, date start and end time and reports can be filtered:


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By enhancing communication amongst all users and service providers and by taking a joined up approach, efficiencies can be made by eliminating duplication of effort.