Space Management

Track & Manage Your Space​

Space Management is a purpose-built tool aggregating relevant data about buildings and users together providing Corporate Real Estate Teams a clear, precise picture of the property portfolio they manage. Space Management is the foundational source that supports operational and strategic activities. Drive and elevate property performance through capabilities and processes maintaining actionable, relevant data.

Automated Property and Personnel Data Aggregation & Standardization

Space Management is a purpose-built Corporate Real Estate (CRE) tool that pulls-in and compiles data from a broad cross-section of relevant areas crucial for effective facility management and planning.

Automating data aggregation simplifies and eases the strain on everyone. Therefore, facility wide data can be collected and shared more regularly. Automation increases the volume and veracity of data, maintaining current and strong data quality. Instead of an annual performance review, CRE’s and stakeholders can incorporate data and outcomes into their daily workflow.

When all stakeholders and facility management contributors have visibility of and work from the same playbook, it’s possible to deliver a consistent global experience that evolves over time to continuously match the needs of users.

Automation enables process to be baked-in to the tool, reducing the need for personnel involvement. Reduce heavy-lifting from within your properties team and lateral stakeholders while delivering the same level of accurate data insight.

Automated data feeds are predefined. Setting a mandate for how data should be processed and automating guarantees data standardization.

Space Management's Operational Benefits

Provide the tools and visibility that enables your teams to deliver an excellent daily experience for users.

  • Understand your building – geographic location, areas (gross, rentable, plannable), space use classification, business use classification, occupant use classification, occupant population and workstation count.
  • Understand floorplate demands to effectively deliver sufficient and efficient health and safety planning and ancillary planning (number of wc’s, etc…)
  • Reduce heavy lifting from your CRES Team and stakeholders while outlining a rich story of accurate facility use
  • Increase data quality and ensure current records
  • Improves communication through accurate and visible data
  • Accurate charge back
Space Management - Floor Plan Occupancy

Space Management's Strategic Benefits

Deliver facilities based on optimized planning.

With all relevant data in place, use filters to drill down to the specific viewpoint you want to review. Understand portfolio and management performance over time, snapshot today against any period. Compare team or facility performance at the regional, city or building level:

  • Understand facility cost metrics
  • Capture benchmarking performance and set targets for where facilities should be
  • Combine current usage metrics with broader corporate strategy and expected future changes for accurate forecasting
  • Maintain consistent facility outfitting ensuring the built environment conforms to your Workplace Design Principles

Accurate Property Chargeback

Space Management’s inputs and accurate data ensures that chargeback is accurately assigned.

Teams can push fixed costs to Business Groups and adjust a space’s usage or pro-rate a personnel, assigning multiple costs or locations.

Generate chargeback to the business and departments using accurate, robust data reducing queries and pushback.

Floor Plans

When standing up Space Management, The Changing Workplace will work with you to define the space standards you want your floor plans to meet. We then review and manage your plans ensuring they conform to requirements.

The Changing Workplace works with you to accept standards into our Space Management tool. There are plenty of standards to choose from – BOMA, IPD, BSI, etc… Having the standards defined, in place and adhered to is critical for an effective, efficient and consistent property management strategy.

Space Management Analysis

The key value add a Space Management tool provides, once standards are incorporated and once automated data aggregation is incorporated, is total data visibility and analysis capabilities.

Benchmark portfolio performance and create KPI’s to monitor target achievement by teams and personnel.

Create/ modify best practice based on facility evolution.

Organizations that incorporate a purpose built solution including standardization, data aggregation and benchmarking typically realize 6% reduction in space occupancy in their first year and a further 5% by the third year.

Operational Output Following Analysis

Filter data focussing your view to only what you need to see for your query. Also, use filters to understand and compare like-for-like performance across geographic location, space types and business groups

Drive accountability based on metrics. Enable regional/ building managers to share knowledge of what’s working and strategies.

CWP Causes of Poor Data Quality

Strategic Output Following Analysis

Identify underutilized space. As business groups, floors, buildings headcount flexes over years pockets of vacant space can grow. Benchmarking will identify when a company’s space utilization rate is much higher than that of similar buildings enabling divestment strategies.

Blend new data points collected from security, sensors and direct from building users (through social media and polls) with traditional channels – HR, finance and CRES – to deploy facilities that cater to building user needs/ wants and adhere to business targets. In the meantime, improve CRES standing amongst business functions by benchmarking and linking CRES initiatives to improved wellbeing reducing absenteeism, presenteeism and accelerating productivity.