1. Undertake annual property assessment reviews. A bottom-up approach, with analysis at each facility, is the best way to determine how (and if) a new workplace strategy can be implemented in a viable, cost-effective manner across a portfolio.
2. Leverage individual projects to drive portfolio evolution. Each activity is an incremental step in the evolution of a portfolio. Each change activity is an opportunity to realize workplace environment goals.
3. Apply a planning methodology on all project sizes. Planners should be engaged on all occupancy projects that impact an organization’s space—from campus master plans and building restacks to small daily ‘moves, adds and changes’ (MACs). This will ensure that each opportunity is fully leveraged to achieve workplace strategy and portfolio goals.
4. Utilize planning to define direction and scope. Once the project is defined and approved and moves into the execution phase, little can be done to affect the overall efficiency of the solution. Effective pre-project planning ensures portfolio changes will be thoughtful, well-defined and clearly understood.
5. Focus on mathematics before graphics. A planning recommendation communicates the analysis, describes the options and includes graphical depictions of space consumption and use. These documents typically support communications between stakeholders and often serve as an important part of the business case for change. To undertake this comprehensive and thoughtful analysis, planners need accurate space data and reports from an integrated workplace management system (IWMS).
6. Define and collect only the required data. Data collection is crucial for making quality decisions. Equally important is knowing which data is relevant and which is superfluous. A properly configured IWMS allows planners to analyze the pertinent data needed to quickly make decisions and forecast potential changes.
7. Identify the system of record for each required key data set. Many data elements are common across deployed systems, and duplicate data entries can lead to errors. Determining ownership and responsibility for data is integral to the accuracy of the portfolio database.
8. Apply recognized industry standards for space management. Use of industry-wide standards for terminology allows for benchmarking. From these standards, planners can define the rules around a portfolio and measure against them. Our top recommendations are the Open Standards Consortium for Real Estate (OSCRE), Building Owners and Managers Association (BOMA) and International Facility Management Association (IFMA).
9. Create a culture focused on the importance of data accuracy. Communicating the importance of accurate data and drawings is integral to the success of portfolio data management. A focused culture will minimize the need for micromanagement of data collection, validation and maintenance.
10. Capitalize on real-time data for informed decision-making. Failure to capture real-time data will prevent end users from knowing whether the reports they are looking at are current and accurate. Drawings should be updated as soon as projects are complete. Occupancy changes should be updated as they occur and should be in sync with workplace guidelines and policies. Effective IWMS processes are key to reaching these goals.