Optimizing Use of Space for Research, Teaching and Work

Sometimes it seems like UZH is bursting at the seams, while at other times it feels like the space is underutilized. Which is true?

François Chapuis: Both. That’s one of the challenges we have to manage. Utilization of space varies considerably, which makes planning very complex. In teaching, for example, room utilization is not evenly spread throughout the year. There are peak times at the beginning of the semester and quieter phases during the breaks, when there are no lectures or exams. Also, in terms of workstations, new ways of working – such as working from home, mobile working and working part-time – mean that occupancy of office space fluctuates sharply. We have to be able to provide enough space for everyone at peak times. 

Michael Schaepman: The space requirements for research, teaching, university services and administration are constantly changing. Collaborative and interactive forms of collaboration now call for more and different types of space than just the traditional lecture halls and offices. And in 10 years’ time, we’ll be using space for research and teaching differently from how we do today. So, on the one hand, we need to meet current needs, and on the other, we need to avoid space being unoccupied. Where space is unused, we should make it available to meet increased or changed demand. So we’re doing everything we can to anticipate upcoming changes as best we can and to plan accordingly – without having to constantly repurpose rooms. It’s quite a balancing act!

Where are the biggest challenges?

Schaepman: As an exemplary institution it’s our goal to manage space in an efficient, needs-based and resource-saving way. This requires an understanding of what actual use looks like. In this way, we can plan developments drawing on a robust and quantitatively substantiated basis and optimize the use of limited space.

Chapuis: In the next few years, we’re going to have to carry out maintenance on various buildings. This is either because the use has changed, structural renovations are needed, or for safety reasons. We’re also working to improve accessibility in many buildings. This means that some of these areas will be temporarily out of use. Even though the FORUM UZH and PORTAL UZH will result in large new areas for the university in the medium term, this will only partially ease the situation. PORTAL UZH is opening on the Irchel Campus in 2035. It kicks off the phased renovation work to completely refurbish the Irchel Campus, which will take over 10 years.

How do you plan use under those conditions?

Schaepman: The important thing is not to lose sight of the goal when planning. UZH needs to offer good general conditions for all teaching and research activities if we want to be internationally competitive – and that’s one of our stated objectives. Interdisciplinarity and cross-method collaboration are set to become more important in research and teaching in future. Our infrastructure should provide the ideal conditions to accommodate this, for example spaces for informal exchange and for cooperation in diverse teams.

Additionally, we’re all performing a greater variety of tasks during our workday: quiet work on the computer, workshops, group work etc. We take account of this through the concept of activity-based working. In other words, we are increasingly equipping our spaces so that they can accommodate a range of different activities that are specifically geared to these different tasks. 

Chapuis: We need a robust evidence base for planning that tells us how space is actually used now and how it’ll be used in future. Because the requirements and type of use have changed, we can’t rely solely on empirical data. We therefore now want to lay the foundations to get an up-to-date picture of actual measured use. 

What does that mean in concrete terms? How are you going about this?

Chapuis: As a first step, we’ll be measuring the occupancy of teaching and research space and offices, from this Fall Semester to mid-2026. On this basis we will then be able to plan concrete measures. 

What will these measurements look like?

Chapuis: We’ll be measuring several indicators that tell us about use, but not about the individuals in the space. We’ll be analyzing, for instance, how many devices are using a Wi-Fi access point at a given point in time. Another indicator is a measurement of the CO₂ levels in the air. A test run lasting several months in our open-space office on Pfingstweidstrasse showed that this provides reliable data on the actual number of people in the space and on the occupancy period. 

Schaepman: When evaluating the measurement methods, our priorities were accuracy and data protection. All information will be processed anonymously. It won’t be possible to identify individuals in any way. 

No personal data are collected for the measurements. Among the systems used to provide information about the number of people at a specific location, are:

• WiFi
  The number of devices connected to a specific Wi-Fi access point is analyzed. For this purpose, the MAC address of the device, the signal strength and a timestamp are transmitted. The MAC addresses are anonymized before being stored and processed. AI algorithms are used to detect devices that are logged in twice.

• CO₂ levels
  CO₂ measuring devices are used to measure CO₂ levels in the air. Fluctuations in CO₂ are evaluated by algorithms that make it possible to draw conclusions about the number of people in a room.

Both the canton’s data protection officer and UZH’s data protection officer have reviewed all aspects and approved the measurements. An external legal opinion has also come to the same conclusion.

Where are the measurements taken?

October 2025 – October 2026: Main lecture halls and seminar rooms at Irchel Campus

There will be random measurements in selected office and lab spaces at various locations. Those affected will be informed of the measurements in advance and in good time.

When will the results be available? What will they be used for?

Chapuis: We’re expecting the initial results during the course of 2026. They’ll provide us with valuable information about where we can optimize use in the short and medium term. And they’ll form the basis for longer-term planning. 

What could such optimization measures look like? What does this mean for individual staff members and students? 

Schaepman: With all measures, our top priority is always to ensure that they don’t come at the expense of research and teaching quality. For staff and students this means that they’ll have more space available that is better tailored to their needs. 

Chapuis: One goal will definitely be making spaces that are currently underutilized available to more or other users. We’ve already been doing this for a number of years, for example by allowing students to use lecture halls as work and study areas during the exam period. Existing peaks could be mitigated through organizational measures. Here, too, the measurements can provide information on where there’s potential and how such measures could be organized.