Underused and Overlooked: The Visibility Challenge in University Estates

University estates are some of the most complex and diverse in the built environment.

Spanning lecture theatres, laboratories, libraries, social spaces and accommodation, they are designed to support a wide range of academic and social activity. But in recent years, a combination of shifting student behaviour, hybrid learning models and financial pressures has exposed a growing challenge: much of this space is no longer being used as intended.

A Changing Model of University Life

Traditional assumptions about how universities operate are being challenged.

• Falling student numbers in some areas, particularly international enrolments
• Growth in part-time study and degree apprenticeships
• A permanent shift towards hybrid and digital learning

Together, these trends are reducing the need for large, fixed teaching spaces while increasing demand for more flexible, adaptable environments.

In many cases, this has left lecture theatres, teaching rooms and entire buildings underutilised, while still incurring the full cost of heating, maintenance and operation.

The Cost of Underutilisation

Underused space is not just inefficient, it is expensive.

Universities are often maintaining and powering buildings that are only partially occupied, placing additional strain on already constrained budgets. At the same time, underutilised campuses can negatively affect:

• Student experiences
• Campus vibrancy and engagement
• Progress towards sustainability and net zero targets

In an increasingly competitive sector, where institutions must attract both students and staff, these factors are critical.

The Visibility Gap

Despite the scale of the issue, many universities lack a clear understanding of how their estates are used.

As highlighted in industry analysis, utilisation is often measured through manual surveys or assumptions, rather than continuous, reliable data. In one example, a building thought to be well-used was found to be operating at just 15% capacity on average, despite being heated and maintained as if fully occupied.

This points to a fundamental challenge:

• Data on space usage is limited or outdated
• Insights are fragmented across systems
• Decisions are based on incomplete information

Without a clear, real-time view of utilisation, it becomes difficult to:

• Consolidate space effectively
• Design flexible, multi-use environments
• Align estates strategy with changing demand
• Rethinking Space Requires Better Insight

Approaches such as consolidating departments, introducing flexible teaching spaces, and creating “learning commons” are helping institutions adapt to new ways of studying and working.

But these strategies depend on one critical capability: understanding how space is being used, not how it was designed to be used.

From Utilisation Data to Operational Understanding

While new technologies, such as occupancy sensors and smart systems are making it easier to collect data, the challenge does not end there.

Universities often find themselves with more data, but not more clarity.

Information sits across multiple platforms, making it difficult to build a single, trusted view of estate performance or to translate insights into action.

Creating a Clear View of University Estates

Twinview addresses this challenge by acting as an operational layer across university estates.

By connecting data from existing systems, including occupancy, building management and operational platforms, it creates a live, unified view of how spaces are being used.

This enables universities to:

• Understand utilisation patterns across their estate in real time
• Identify underused or inefficient spaces
• Make informed decisions about consolidation or repurposing
• Align estates strategy with evolving student and staff needs
• Reduce unnecessary operational costs and energy use

Rather than relying on periodic studies or assumptions, teams can work from a continuous, accurate picture of reality.

Unlocking the Full Potential of the Estate

The challenge of underutilisation is significant, but it also represents an opportunity.

By rethinking how space is used and aligning estates with the needs of modern education, universities can create more efficient, engaging and sustainable environments.

Achieving this requires more than new designs or technologies. It requires visibility.

Because in a rapidly changing higher education landscape, the institutions that succeed will not simply be those with the most space, but those that understand how to use it best.