Encouraging collaborative work space planning

April 17, 2019

Business Portal is a communication tool driving collaborative work space planning between CRE Managers and Business Unit Leaders. Opening communication between these stakeholders allows CRE Managers to more effectively match the amount of space allocated to business units and types of spaces with what employees need as they move through their workflow.

Business Portal eliminates disconnect between space planners and users and is designed for two purposes. One, to encourage accountability in how Business Units use space today and, the second, allows a more engaged conversation from Business Unit Leaders about forecasting – the amount of space they require and types of work space.

To achieve an optimized portfolio suited for user’s needs, it’s crucial to drive visibility on current usage and costs and allow for discussion on future needs.

Change is difficult to successfully implement. However, incorporating Business Unit Leaders into change planning can drive buy-in. Instead of foisting unwanted, or worse – illogical, change on teams, include management in the conversation.

Signing-off on Total Space Utilization & Chargeback

Change and management is driven through effective communication. Giving Business Unit Leaders visibility on their Business Unit’s total utilization and associated chargeback increases their awareness of their space footprint. This allows for greater rates of collaborative work space planning.

Awareness Encourages Accountability

Business Portal allows Business Unit Leaders to understand their team’s space utilization trends, associated costs and potential strategies they can employ to optimize their occupancy.

Driving awareness within Business Unit Leaders of their occupancy levels and poorly spent budgets enables them to revert to their teams further driving the message of accountability.

Optimize the Business Unit Footprint

Being aware of a team’s total space occupancy (fixed and agile work space and meeting spaces) enables Business Unit Leaders to critically analyze their team’s behavior. In turn, Business Unit Leaders can police more responsible use of their assigned space.

If over-subscribed on space, having awareness of this problem, Business Unit Leaders can align assigned space with their footprint.

Business Unit Leaders aware of their total space footprint and costs are able to work with CRE Managers on optimization strategies.

Understanding if their team are fulfilling bookings (either work space or meeting space) and the rate that bookings are going unfulfilled, Business Unit Leaders can educate their team on the impact of this behavior.

Finally, having the awareness of when their teams are generally in the office and requiring space, Business Unit Leaders can advise on agile ratios more aligned with their use than conventional agile ratios.

Forecasting a BU’s Work Space Allocation

Future Headcount Changes

Business Unit Leaders know their teams. They know how their teams are going to flex – either growing or decreasing – and when change will happen.

Business Unit Leaders are a key source of information for Space Planners to accurately plan space for Business Units.

Planning the Right Space Types to Support Employee Workflow

Employee workflow is varied, yet traditional work place planning defaults to just one setting – the personal workstation. Why? It’s standardized, meaning it’s cheaper to purchase and easier to roll-out and manage.

Empowering Business Unit Leaders changes the space planning dynamic.  In a survey by Kinnarps, 76% of respondents rated themselves as being more adaptable to change than their organization. Business Portal opens the door for Business Leaders, and Business Groups as a whole, to drive change and request the changes that are going to contribute to greater well-being, work-life balance and productivity faster than traditional processes allow creating healthier work places faster.

Business Unit Leaders are able to request the space and types of space ideal for their Business Unit size and workflow requirements.

New methods of working – agile and activity based working – demand the input of a wider community of voices to more effectively manage space provision and chargeback. Business Portal is a logical step. Bring Business Unit Leaders into the conversation, encourage collaborative work space planning and drive accurate forecasting around space and required space types.