Post-occupancy evaluation (POE)

Revision as of 14:22, 9 May 2023

Abstract

In the 1960s, problems in building efficiency, especially from the building user perspective were observed. That led to the emergence of post-occupancy evaluation (POE) as a tool and system that supports the identification and evaluation of critical aspects of building performance ^[1]. Zimring and Reizenstein described POE as the “examination of the effectiveness for human users of occupied designed environments” ^[2].

Nowadays, POE is applied in the building industry, primarily in the early or late stages of project management, with a focus on energy performance, indoor environment quality, occupants’ satisfaction, and productivity ^[3]. Applying POE in the early stages of a construction project helps to reflect on mistakes identified in similar previous projects, optimize the new building according to the most recent standards, and to extend its life cycle. Using POE in the late stages of project management mainly serves as a feedback provider on the performance of a building after construction and occupation.

Depending on the level of detail for each evaluation, three analysis options can be used: indicative, investigative, and diagnostic. Thus, the POE can be a simple walk-through evaluation (indicative), a more detailed and formal data collection (investigative), or a large-scale project review (diagnostic) ^[4].

Introduction

Per definition, a project is “a temporary organization that is created for the purpose of delivering one or more business products according to an agreed business case” ^[5]. Adapting it to the construction industry, a project will be the creation of one or more buildings within an agreed project and design brief. Due to it being temporary, project managers are needed to ensure the targeting of project objectives and performance targets such as for time, cost, quality, scope, benefits, and risks ^[5]. Because projects are mainly case-dependent, gained knowledge is often not shared with a broader group outside the project team and consequently lost in the long term. As a result, similar mistakes are repeated, and slow improvements across projects are observed. However, projects are how change is introduced, and not using the experiences of former projects will stop this ^[5]. Among others, project management principles are to recognize, evaluate, and respond to system interaction and to enable change to achieve the envisioned future state. ^[6]. To implement change and ensure compliance with project objectives and performance targets in the construction environment, the analysis tool “post-occupancy evaluation” (POE) can be used. The tool helps to highlight problems that can be addressed and solved as well as provide lessons to improve the design and procurement and optimize services ^[7]. Regarding future buildings, it enables the collection of relevant information to impact the design and functionality. The data can help the industry to avoid the same mistakes and especially save time and money.

History

An evaluation assessing the building performance was introduced in 1960 for the first time. The reason for this was significant problems experienced in the building performance from the occupant’s perspective, first noted in institutional care facilities (hospitals, nursing homes) and correctional facilities ^[1]. Sim van der Ryn & Victor Hsia called it a “Systematic assessment from the occupants’ point of view” and Georg Baird a “Study of the physical environment and emotional sensations experienced by people with office buildings” ^[3]. In 1975, the term “post-occupancy evaluation” (POE) was introduced as the generic term for such assessments which were seen as a logical final step of the cyclical design process in 1981 ^[8].

Among other publications, in 1995 a book on Building Evaluation Techniques was developed with 120 evaluation concepts, techniques, and tools ^[9]. In 2002, the building industry accepted the following definition: “Any activity that originates out of an interest in learning how a building performs once it is built (if and how it has met expectations) and how satisfied building users are with the environment that has been created” ^[3].

POE today

Even though POE already exists for a while and has developed rapidly over the last decade, it is not standard practice yet. However, the importance of evaluating real-time performance is raising and many people are conscious of it. The role of the occupant of the building and its feedback will be an inevitable part of the project development. Currently, many decisions are still based on assumptions. In contrast, POE is used to collect real information and implement them in the evaluation of the building.

However, POEs are still far from being an ingrained part of the building delivery process.

The idea behind the tool

Post-occupancy evaluation (POE) is an analysis tool for the construction environment and a process of obtaining information on the building’s performance. It is common that clients and occupants experience and evaluate a building from different perspectives. Clients have a vision of implementing a smart infrastructure within the building and offering new technologies and solutions, but it is still not ensured that the occupants will be able to handle it. By conducting a post-occupancy evaluation, issues regarding the use of (smart) tools can be identified and solved. Additionally, it will help to learn and avoid problems in future projects.

The evaluation generates a feedback loop and enhances continuous improvement ^[8]. It will usually be undertaken after the building is occupied for a specific time and collects information on energy use and user satisfaction. The feedback will be used to improve the fit between occupants and their building. The main areas that are analyzed are energy performance, indoor environment quality, as well as occupant satisfaction and productivity ^[3].

Next to identifying problems in existing buildings, POE can also be used to test new building prototypes and develop design guidelines and criteria for future projects ^[10].

The tool can be applied in different stages of the project – in its early and late stages (see Application). In early stages, the tool will give feedback from former projects and show lessons learned. Within later stages, it is used to control the actual performance of the implemented (smart) infrastructure and if the occupants are satisfied with the project. Both applications help to evaluate critical aspects and to develop new requirements and functions to implement necessary change ^[8]. Additionally, the information gained in the late stages of a project can again be implemented as lessons learned in new projects and improve the design and operational projects. As shown in Figure 1 the adaption of POE can be a part within the project's life cycle.

Furthermore, the tool can have a positive impact on reaching the net-zero goal. POE ensures the measurement of actual operational energy use by a building which will generate an actual carbon footprint of the building, and none calculated based on assumptions.

Benefits

POE offers various benefits which can help improve existing buildings but serve as learnings for future projects. On the one hand, it will continuously improve the construction environment. Especially the space utilization and reduction of waste but also the reduction of energy use. Within this, costs and time can be saved, and operational expenses reduced. On the other hand, it will validate the real needs of the occupants which will increase the knowledge of architects. Due to the decision making based on real information instead of assumptions, it will enhance the efficiency of space, systems, and equipment. This will lead to an improved competitive advantage for the architect in the marketplace ^[8].

Levels of POE

The evaluation can be subclassified into three levels – indicative, investigative, and diagnostic. The level of detail is increasing with each subclassification.

1. The indicative evaluation is a rapid assessment of the building conditions before the building contract is concluded. It can be conducted as a walk-through evaluation with selected interviews and simple occupant surveys. No reflection on the final performance of the building will be made, but the gained insights will be used to impact future projects ^{[4] [11]}.
2. A more detailed assessment will be made by using the investigative level. The evaluation is conducted by independent evaluators mostly during the second year of occupation ^[11]. To do so, it requires formal data collection techniques, interviews, and questionnaires ^[4]. The results will be used to gain an overview of the physical project outcome and success.
3. The diagnostic POE is the most detailed assessment. It will as well be conducted by an independent evaluator but can start at any time. The evaluation should resolve significant persistent performance issues ^[11]. The diagnostic POE is mostly used for large-scale project reviews, in case of serious problems, or as part of a research project. ^[4]

Application

Limitations and future improvements

Limitations

Future improvements

Annotated bibliography

References

1. ↑ ^{1.0 1.1} Preiser, W. F. E. (1995). Post-occupancy evaluation: how to make buildings work better. Facilities, 13(11), 19–28. https://doi.org/10.1108/02632779510097787
2. ↑ Zimring, C. M., & Reizenstein, J. E. (1980). Post-Occupancy Evaluation. Environment and Behavior, 12(4), 429–450. https://doi.org/10.1177/0013916580124002
3. ↑ ^{3.0 3.1 3.2 3.3} Li, P., Froese, T. M., & Brager, G. (2018). Post-occupancy evaluation: State-of-the-art analysis and state-of-the-practice review. Building and Environment, 133, 187–202. https://doi.org/10.1016/j.buildenv.2018.02.024
4. ↑ ^{4.0 4.1 4.2 4.3} Ministry of education. (2016, February). Post-occupancy evaluation report. Stonefields School. https://www.education.govt.nz/assets/Documents/Primary-Secondary/Property/Design/Post-occupancy-evaluations/POE-Stonefields.pdf
5. ↑ ^{5.0 5.1 5.2} Managing Successful Projects with PRINCE2. (2017). Managing Successful Projects With Prince2. TSO.
6. ↑ The standard for project management. (2021). A Guide To the Project Management Body of Knowledge (pmbok® Guide) – Seventh Edition and the Standard for Project Management (english) (pp. xxvi, 67, 274 Seiten (unknown). Project Management Institute, Inc.
7. ↑ McNeil, T. (n.d.). Post Occupancy Evaluation. Net Zero Carbon Guide. https://www.netzerocarbonguide.co.uk/guide/operation-and-in-use/post-occupancy-evaluation/summary
8. ↑ ^{8.0 8.1 8.2 8.3} Zimmerman, A., & Martin, M. (2001). Post-occupancy evaluation: Benefits and barriers. Building Research and Information, 29(2), 168–174. https://doi.org/10.1080/09613210010016857
9. ↑ Baird, G., Isaacs, N., Kernohan, D., McIndoe, G., George Baird & Victoria University of Wellington Staff. (1995, December 1). Building Evaluation Techniques. https://www.goodreads.com/book/show/2759399-building-evaluation-techniques
10. ↑ Royal Institute of British Architects (RIBA). (2020, November 26). Post Occupancy Evaluation: an essential tool for the built environment. https://www.architecture.com/knowledge-and-resources/resources-landing-page/post-occupancy-evaluation-an-essential-tool-to-improve-the-built-environment
11. ↑ ^{11.0 11.1 11.2} Royal Institute of British Architects (RIBA). (2020). RIBA Plan of Work 2020 Overview. https://www.architecture.com/knowledge-and-resources/resources-landing-page/riba-plan-of-work