How can you maximize your office space and resources?

Before you assess your needs, define how the office should support your business objectives. By defining KPI’s for your office, you have a better starting point to assess and analyze the needs. Some needs might not align with a business goals that lie further ahead in the future. There is no use in gathering data from the organization if you do not know how to interpret them. Once you have the KPI’s, measure the needs in a standardized manner and embed this in your periodical processes. This way you start to build knowledge and over time will be able to recognize trends in activity patterns, culture, satisfaction and collaboration.

Another key factor is ensuring that the solution takes into account changes in headcount so that it can deal with peak periods as well as ebbs and flows in overall headcount over the period of the lease.

With these initial research engagements, it is easy to land on conclusions that are too general ("we need more collaboration spaces"). This leads to solutions that seem evidence-based but may ultimately miss the mark of what would make the space successful. Make sure to delve deeper into the nuances of different teams and departments to really understand how to maximize the functionality of a space ("The team frequently meets in groups of 3-4, and we only have a few 10-person rooms. So, we have too few spaces AND they are oversized." Solution: split some of the larger rooms to more smaller rooms, possibly even without increasing the overall footprint.) Build in flexibility for changes in team dynamics and department occupants over time.

Complementing the importance of assessing workspace needs, it's also valuable to delve into cultural analysis based on science-based data. Understanding cultural factors within the workplace can significantly impact the effectiveness of any workspace design strategy. By incorporating science-based cultural analysis into workspace design, you can create an environment that respects and supports diverse cultural backgrounds. This not only enhances productivity and collaboration but also fosters a sense of inclusivity and belonging among employees.In conclusion, the synergy between assessing workspace needs and cultural analysis based on scientific data is a powerful approach.

It's important that after a needs assessment is conducted that a review is done based on future-proofing the business. This ensures that the skill sets, tools, and technology are geared to meet operational requirements for today and tomorrow. There is often a tendency for businesses to get stuck using a familiar modus operandi rather than evolving. This is particularly true for physical working environments, where change can be seen at times as unnecessary for a variety of reasons. The workspace needs to be seen as the vessel that holds a business together and provides the physical framework for operational success.

An activity-based work environment that supports different workstyles during the week is a must have. Many people doing the same set of activities might want to be supported differently. People are all born with their own unique characteristics. Some will require more concentration during certain activities where others complete tasks by dialogue frequently with others. The real problem that needs solving is the amount of different workplace typologies thar need to be offered per week to provide sufficient capacity on peak moments.

To be truly progressive and in order to get the most out of a new layout the business/business leaders must be fully aligned as to the intended way of working so that every aspect of the layout is consistent and meets the clear desired objective and avoid unnecessary compromise that will dilute the outcomes.

Choosing an office layout before defining your objectives is a bit like buying a 6-seater 4x4 off-roading SUV before you’ve analysed what kind of journeys you’re likely to make and indeed who will be sat in the vehicle! Before deciding the solution, it is imperative to define the problem you’re trying to solve. The workplace sector is awash with design-led providers who will extoll the virtues of one layout principle over another, or will apply a ‘one-size-fits-all’ design solution. Considered choice of an experienced and objective external consultant team who will help navigate the journey to ensure a relevant and tailored solution is advisable.

The use of technology is critical to achieving efficiency and optimisation. Try to be paperless and make each space equally desirable as another. Again, staff buy in is key.

You may want to ask yourself - Is this a property process or a people project? By thinking of your people first, considering how they will experience the space, the service features they require, the blend of activities supported and the true purpose of the workplace, then it will become clear what your spatial need will be. The most successful outcomes that I have experienced keep this as the first principle: at a time when many employers are struggling with freedom of choice versus heavy-handed return to the office mandates (see Amazon's decision today) – creating an office that magnetises attendance, based on community, participation and inclusion feels like a wiser, more sustainable choice.

I’m a strong advocate for a holistic approach to workplace transformation or re-alignment of supply and demand. Workplace is a multi-faceted thing – which requires a multi-disciplinary approach when it comes to improvement. Create your own in-house A-team – bringing together insight, efforts and ideas from across the spectrum – IT, People and Process, Property and Facilities Management, Change, Comms and Project management. In this way you'll guarantee the best chance of success - leveraging people's interest and commitment towards a continuous improvement mindset.

Systems must compliment each other, work seamlessly and be reliable and simple for the user to operate. Each must have a clear function and ideally be accessible via a single platform.

A highly qualified design team will be in the best position to manage this process and evaluate the responses. They will then be able to combine the results with industry design best practice. The key here is to select the right team and then trust them!

I find the notion of aligning your office space with your organization's culture to be incredibly compelling and impactful. It's not just about having a functional workspace; it's about creating an environment that provides a safe space, embodies your values, mission, and identity as a company. This approach resonates with me because it recognizes the significance of office space and resources as more than just utilitarian tools but as powerful symbols of what an organization stands for. The emphasis on encouraging interaction, socialization, and celebration in the workspace is pivotal. It's about creating an environment where where everybody (not just clients) feels the authenticity of your brand!

Organizations must maintain a database of workplace infrastructure and occupancy, conduct stakeholder analysis, and establish a long-term vision and headcount forecast to optimize the workspace, its resources and productivity through an effective planning strategy.