In order to move towards the Government utilisation target and drive efficiency through increased occupancy, the client, a large public sector body, needed to initiate a process of estate optimisation. The organisation in question had scored poorly in previous surveys of estate utilisation and occupancy and needed to find a way to make significant improvements.
The client, as a whole, was undergoing a significant period of transformation to align a vast estate portfolio with its current and future operational requirements in an effective and efficient way. The resultant change planned to deliver improved performance and efficiency across their estate through greatly improved utilisation and improved collaborative working – as well as establishing a cultural change within the whole organisation towards its attitude to resource and asset usage and requirements.
Therefore, our task with their headquarters building was to accurately establish the true scale of inefficiencies, identify the potential scope of optimisation that was possible without impacting on operational abilities and, from there, deploy our workplace consultants to develop and manage the implementation of this the change and engagement programme. Identifying inefficiencies and developing optimisation has been a highly successful part of EventMAP’s service offering for many years, but in this case study we’ll be primarily examining the crucial role that our workplace consultants play in actually delivering large-scale changes in a highly effective way.
WHAT WE DID
Initially, EventMAP undertook a preliminary utilisation study within the headquarters to understand the actual occupation characteristics of the building. The study used our proprietary techniques and software tools. The results of this study identified that there was indeed an opportunity to better optimise occupation and, in fact, make sufficient space available within the building to make accommodation available for another occupier without impacting at all on the organisation’s current operations.
From here, we developed a strategic multi-occupancy proposal that would generate significant cost savings and provide income generation via a paying tenant. A second utilisation survey was conducted that further supported the proposition of optimisation to create space by releasing a number of the building’s floors for a new occupier. A full analysis of both utilisation assessments clearly showed the scope for greater efficiency within the building – with the help of a cultural change programme for the building occupiers to achieve a shared approach to accommodation use.
Following governmental approval, an implementation plan was developed to support the staff to work differently, including the implementation of the staff relocation and migration, which took place over a period of six months. At this point in the process, EventMAP’s workplace consultants took responsibility for delivering the moves and cultural changes required.