Space Planning and Administration

• Introduction
• The Various Dimensions of Space
• Managing Existing Space
• Space Requirements/Analysis
• Good Practices
• Trends and Considerations
• References

Introduction

One can argue that Captain Kirk's Starship Enterprise slogan "Space, The Final Frontier," is probably as close to the perfect analogy for space planning and management as one can find. Although we never knew what happened to the Enterprise, we have seen continuous changes in the exploration of space. Higher education space planning and management is the new frontier. Considering that higher education in the United States is more than three centuries old, space planning and management really has only come along in the last 20 to 25 years. Colleges and universities have invested a lot of energy in developing processes for planning and management, as well as developing ways to inventory, classify, and create databases for their space information. A new frontier for higher education will focus on how to manage the campus space, prepare for new structures, and better utilize existing structures—all the while keeping the campus supportive of its many programs, being flexible to change, and being cost-effective.

Effective space planning and management encompasses a more expanded set of management issues than ever before. It is no longer simply the amount of space we have at an institution. Rather, it is qualitative issues, functionality, and cost-effectiveness which quickly become more important than the amount of space available. Space usage is one of the most alarming issues of the new century. Traditionally, departments and programs in higher educational institutions have viewed the space as a "free good" (a commodity to which they have access without accountability or cost). Space, of course, carries substantial costs beyond the obvious ones of the capital investment required to construct it. These include the operational costs, maintenance costs, and programmatic changes or modernization costs such as the installation of technology. Space is a scarce and valuable resource on most college and university campuses, and must be managed as such.

Figure 1. Good space planning is key to a successful campus

We can probably thank the Information Age for giving us the tools and opportunities to better evaluate how we manage our facilities. While the economy limits financial resources, our spaces are adversely affected, and this subsequently affects our institutions’ programs. Part of the success of a program relies on having the proper physical environment in which to operate. Because of this, our campuses are finally placing an emphasis on not only the amount of space a program needs, but also the quality, functionality, accessibility, and cost-effectiveness of that space.

The twenty-first century will see new strategic approaches in space planning and management. A new focus on providing an atmosphere aligned with ever-changing, diverse program needs is taking shape. No longer will planning be around the "box" or "room" as in the past. Rather, planning will develop a "place" that is flexible and continually adaptable to the program's needs. Spaces will be cost-effective and well utilized. There will be more three-dimensional planning and less square-feet planning than in the past. New concepts must embrace a more dynamic and less statistical approach for space planning and management to be successful.