Property Team: How To Drive Space Utilization Planning Conversations

Space-Planning-and-Utilization-WhiteThe need for space utilization planning is no secret to corporate space planners. You know you should be taking steps to proactively manage the use of your property. Taking control and optimizing your space would not only save your company millions, but do wonders for your career prospects as well. Imagine gaining the respect of your business peers and executive leaders when you can drive strategic change throughout your company.

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Fast-Track Corporate Space Planning: Technology Can Shorten Your Day

Corporate space planning professionals: are you on the slow track?

Facilities-Management-WhiteIf you can’t remember the last time you worked less than a 10 hour day, chances are you’re on the slow track to corporate space planning. Here’s what the slow track looks like:

  • Your property team is overworked and under-staffed.
  • You lack reliable data and a process for managing space requests.
  • Operating in react mode is the best you can do, since you don’t have the data to drive proactive conversations with business units.
  • Your work space utilization is inefficient, resulting in lots of wasted space (which you know from observation but can’t prove without data).
  • You live in fear of those embarrassing situations when you make the wrong call about renewing a lease or consolidating space.
  • You face never-ending pressure to reduce property costs.

Sound familiar? If so, here’s how you can get on the fast track to more effective corporate space planning that saves your company money and helps you get your time back.

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You Should Be Getting More ROI From Your Office Space Planning Tool

Corporate-Real-Estate-WhiteEvaluating office space planning tools can be a tricky business. Whether you’re looking at implementing a full-blown IWMS or a more modern cloud-based tool that’s focused on workplace management, there are many options to consider with a wide range of features. And a wide range of price tags. That makes it complicated when you’re trying to build your business case for the purchase.

Or you may be in an even trickier situation: trying to replace an office space planning tool or augment an IWMS that’s not meeting your needs or delivering the promised return. In that case, it can be even harder to get approval and you need to build every benefit you can into your business case. The good news is, today’s best-in-class office space planning tools provide cost-saving benefits that you may not have considered in your ROI calculations. It’s a matter of knowing which features provide the most ROI, and understanding how these features reduce costs so you can build those numbers into your business case.

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The 8 Superpowers You Need for Office Space Management

It’s amazing the kind of super powers people expect from corporate space planners when it comes to office space management. Here are some examples:Workforce-Planning-White

  • TELEPATHY so you’ll know if that space champion is telling the truth when they say they have no vacant space.
  • INVISIBILITY to catch sneaky teams leaving coats and coffee cups on vacant desks in an effort to fool you into thinking their space is fully occupied.
  • OMNISCIENCE about who’s moving around without going through official channels.
  • OMNIPRESENCE so you can be anywhere and everywhere simultaneously, capturing occupancy data in dozens of buildings and countless floors of office space.
  • TELESCOPIC VISION to look across multiple floors of a building to find vacant pockets of space.
  • PRECOGNITION so you can predict how your company’s need for space will change over time.
  • TELEKINETIC POWER so you can move a bunch of desks three floors down overnight.
  • PROBABILITY MANIPULATION so you can cause unlikely things to happen (such as 20 vacancies to suddenly materialize when you need them) and likely things to NOT happen (requests for a bunch of new seats right after you consolidated space).

You can probably think of a few more! Bet you never considered putting “superhero” in your job description or on your resume, but in many ways you are.

The point is, office space management is a tough job, and you can’t do it alone. Or to be more accurate, you could do a much better job if you had some help from the people who are actually using the space you’re managing.

Here’s some advice about how to get it.

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VIDEO: How To Create a Stacking Plan to Right-Size Office Space

If you are a corporate space planner, figuring out how to right-size your office space can seem overwhelming. How can you create a new stacking plan that takes advantage of your existing vacancy? You may need room for a new team or just want to consolidate so you can sublease space that’s not needed.

Just figuring out where you have empty seats can take weeks all by itself. And while you are collecting that data, it’s already becoming outdated as people move around. The good news is, there’s a much easier way to create a new stacking plan that consolidates your vacant seats. Watch this video to see Serraview’s Ian Morley demonstrate how to do it in a couple of minutes.

And don’t forget, if you’ve got questions, send us a message on Twitter and use the hashtag #AskSerraview.



Hello, and welcome to Serraview’s first Space Planning Video Blog!

My name is Ian Morley, and I’m here to answer your most pressing questions about corporate space management.

To get the ball rolling, let’s start with one of the most commonly asked questions we get from clients.

The question is: What is the best way to right-size my office space?

It’s a great question. Let me show you how we can use our Scenario Planning Tools to quickly answer it.

First up, I’m going to open up Serraview’s Block & Stack tool and take a look at the extent of the problem.

We’re going to take a look at the stacking plan for our building at 100 Broadway.

Here you can see our current stacking plan for the building, including how many seats are assigned to each business unit.

If you look here at the top right, you can see some key metrics about the building.

The key number I’m looking for is this one here in gray… it’s showing that we currently have 429 vacant seats in the building.

If you look at the floors you can see that they average about 128 seats per floor. In other words, if we create a new stacking plan to right-size the space allocations, we should be able to free up over 3 floors of space.

Putting that into perspective, in most major cities, that’s the equivalent of over $3 million in wasted real estate space.

Ok, so how do we go about creating a new stacking plan to right-size the building?

The best way to do that is to create a what-if scenario plan.

We’ll go to the FILE menu and choose NEW PROJECT.

I’ll add a PROJECT NAME and enter my building.

To right-size my team allocations, I select all the teams, then choose TOOLS, Set to occupants.

You can see that the system has now compressed all of the teams’ allocations, and freed up all this vacancy here in the white.

Now, we may be able to stop here, but I do want to go a step further and quickly restack the building by dragging and dropping our groups around. That way, we can consolidate all our available space into a couple of floors, so that we can hopefully sublet or repurpose for another project team that’s about to enter the building.

An there we have it! In the space of a couple of minutes, we’ve just created a new stacking plan to right-sized the building, and we’ve freed up over three floors of vacant space.

Thank you for joining us for Serraview’s first Space Planning Video Blog!

If you have a pressing question that you’d like us to answer, please send us a message over Twitter, using the hashtag #AskSerraview.

I look forward to it, and see you next time.

To learn more about corporate space planning issues, read these related topics:

Fast-Track Corporate Space Planning: Technology Can Shorten Your Day
10 Steps That Drive Better Space Efficiency in the Workplace

If you’re just beginning a search for the right corporate space planning tool, you’ll quickly discover that comparing the available options is no easy task. There’s a wide range of features and functionality, and it can be tricky to figure out what will deliver the results you’re after. Hone in on the search criteria that help companies get faster results and better ROI with this helpful guide to 5 Critical Comparison Points for Workplace Management Software.

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