Workspace
Strategy & Planning
PROJECT
Overview
Company: Innovate Solutions Inc. Industry: Technology Consulting Challenge: Innovate Solutions Inc. is expanding rapidly and needs a workspace that can grow with them, support hybrid work models, and optimise space efficiency. Their current office is a mix of isolated cubicles and open spaces, which has led to inefficiencies, limited flexibility, and unused areas. They aim to maximise their real estate investment by creating a workspace strategy that aligns with their agile culture, supports remote and in-office employees equally, and anticipates future changes in workstyles. This case study highlights how a strategic approach to workspace planning can deliver an efficient, adaptable office that supports productivity, collaboration, and long-term growth. By basing design decisions on data, aligning with hybrid work needs, and implementing adaptable infrastructure, Innovate Solutions is set up for ongoing success in a rapidly changing work environment.
Solution
Approach
01
Conducting a Needs Analysis and Space Utilisation Audit
Objective: Gain a clear understanding of how space is currently used, identify underutilised areas, and understand team needs and preferences. Implementation: Employee Surveys and Interviews: Conduct surveys to understand employee preferences regarding work environment, noise levels, privacy, and collaboration needs. Interview team leads to gather insights on departmental requirements and workflow patterns. Occupancy Sensors and Space Utilisation Software: Install occupancy sensors in meeting rooms, open areas, and private workspaces to collect real-time data on space usage. Analyse trends over a few months to identify peak usage times, overbooked areas, and underused spaces. Needs Assessment Workshops: Run workshops with stakeholders to discuss key business objectives and space requirements. This step helps clarify priorities for departments and establishes a clear vision for the new workspace. Result: A data-driven baseline that provides insight into current space inefficiencies, specific team needs, and opportunities for optimisation. It reveals, for example, that some meeting rooms are booked far more than needed, while certain private workspaces remain unused most days.
02
Developing a Flexible, Agile Workspace Layout
Objective: Design a flexible layout that supports various workstyles—collaborative, focused, and hybrid—allowing employees to choose the right space for each task. Implementation: Activity-Based Zones: Create designated zones tailored to specific work activities. For example: 1: Collaboration Hubs: Open spaces with movable furniture, whiteboards, and screens for team brainstorming and collaboration. 2: Quiet Focus Areas: Low-noise areas for individual, focused tasks. These areas are designed with high-backed chairs, dividers, and acoustic panels for sound reduction. 3: Hybrid-Friendly Meeting Rooms: Small to medium meeting rooms equipped with video conferencing technology to support seamless collaboration between in-office and remote team members. Flexible Workstations and Hot Desking: Use a hot-desking system where employees can book desks when working on-site, accommodating hybrid work and ensuring desks aren’t left empty on remote workdays. Modular Furniture and Movable Walls: Integrate modular furniture that can be easily rearranged for different purposes, from collaborative projects to larger all-hands meetings. Movable walls allow teams to expand or contract spaces as needed. Result: An adaptable workspace that employees can adjust based on task or team needs, improving space efficiency by 25% and enabling Innovate Solutions to scale easily without major redesigns.
03
Implementing a Smart Technology Framework
Objective: Leverage technology to support efficient workspace management, employee productivity, and a seamless hybrid work experience. Implementation: Desk and Room Booking System: Implement an online system that allows employees to reserve desks, collaboration areas, or meeting rooms. The system shows real-time availability and optimises the use of each area. Collaboration Tools and Video Conferencing Solutions: Equip meeting rooms with high-quality video conferencing tools, interactive screens, and remote collaboration software to ensure that in-office and remote employees have equal access to collaboration resources. Occupancy and Environmental Sensors: Use sensors to monitor space occupancy and environmental factors like air quality and temperature. This data informs real-time adjustments to lighting and HVAC systems, enhancing employee comfort and reducing energy consumption. Digital Signage and Wayfinding: Use digital signage for wayfinding and important announcements. For example, screens at the entrance show meeting room schedules and occupancy status, making navigation and space use more efficient. Result: Smart technology optimises workspace use, improves hybrid work experience, and provides valuable data to continually refine the workspace strategy. The company saves approximately 20% in energy costs due to occupancy-based adjustments.
04
Establishing a Change Management and Communication Plan
Objective: Ensure a smooth transition to the new workspace strategy by engaging employees, addressing concerns, and fostering adoption of new systems. Implementation: Employee Training and Onboarding: Provide training on new technologies, booking systems, and the purpose of each workspace zone. Offer workshops on best practices for hybrid work and space use to ensure all employees are comfortable with the changes. Regular Updates and Feedback Channels: Communicate updates and benefits of the new workspace strategy through team meetings, emails, and an online portal. Set up a feedback system where employees can share their experiences and suggest further adjustments. Workspace Champions Program: Appoint “workspace champions” in each department who act as ambassadors for the new layout. These champions receive extra training and help their teams navigate and adapt to the changes. Result: High employee engagement with the new workspace and smoother adoption of new systems and layouts. Employee satisfaction surveys show a 30% improvement in satisfaction with the work environment.
05
Designing for Future Scalability and Adaptability
Objective: Future-proof the office space to support company growth and evolving workstyles without needing major overhauls. Implementation: Modular Infrastructure: Design infrastructure that can be easily modified as the company grows. For instance, lighting, power sources, and HVAC systems are modular and easily adjustable based on layout changes. Multi-Functional Areas: Incorporate spaces that can serve multiple purposes. For example, a lounge area with movable seating can be reconfigured into an event space or an extra collaboration zone as needed. Long-Term Technology Planning: Choose technology that can be upgraded easily. Cloud-based software for desk booking, for example, can be scaled as needed, and future-proof AV equipment in meeting rooms can accommodate new collaboration software. Regular Strategy Review: Schedule annual reviews to assess how the space is performing, considering employee feedback, usage data, and evolving work trends. This ongoing evaluation ensures the workspace adapts continuously to new needs. Result: The workspace is designed to scale with Innovate Solutions’ growth. The adaptability of the space means future changes can be made without disruptive renovations, saving time and resources in the long term.
Results
& Benefits
