Workspace Maturity Benchmark Self-Assessment

Minimal – We have no (or almost no) plans to manage, coordinate and distribute space across our real estate portfolio. Any decisions about space usage are reactive.

Incomplete – We have some plans to ensure enough space to meet current needs. We report on our space usage to coordinate across departments and we have some strategies to ensure that desks are properly allocated, reducing wasted space.

Good Industry Practice – We have plans to maximize the efficiency of our space usage, with a variety of design options such as co-working spaces, hotelling and hot desking. We have detailed space usage reporting and analysis on a regular basis, and more granular insights on utilization metrics for major sites.

Best-In-Class – We have plans to optimize our space usage for efficiency, employee wellbeing and productivity. We have moved, or are moving, to an agile workspace model to promote flexibility. We forecast supply and demand, and use it to determine the technology we’ll need to keep up with changes. We perform comprehensive usage reporting and analysis, with many granular insights that drive improvements.

Minimal – We don’t have a way to promote adherence to best practices for space efficiency. We have few or no policies, processes or procedures to enable consistent space usage data capture.

Incomplete – We have some stakeholder involvement in capturing space usage data and promoting adherence with best practices. But there is little consistency in data capture across our portfolio. We aren’t clear on how to define adherence to practices; for example, how long a hot desk should be allocated or how often data should be captured at site level.

Good Industry Practice – We have a clear roster of leadership in charge of managing space across most of our sites, who help us follow best practices. We have consistent policies on capturing space usage data across our portfolio, and ways to track adherence to best practices. This could include RFPs for room booking software to limit the amount of time or size of rooms that staff can book.

Best-In-Class – We have extensive collaboration and communication on policies, processes and procedures around space management across multiple stakeholders. Our policies are consistent and reviewed at least annually. We have ways to track adherence, with flexibility at the local level to account for differing needs by department.

Minimal – We aren’t measuring employee experience in a formal way. Any attempts to improve our workspace are done mostly on qualitative assessments such as walk-by audits.

Incomplete – We make some effort to measure employee experience, for example, through processes to manage complaints or requests for space or equipment.

Good Industry Practice – We regularly collect feedback from employees. Requests for space and equipment, such as tables or appliances, are dealt with quickly. We are starting to experiment with new designs and mobile apps to optimize our workspace and promote productivity.

Best-In-Class – Our space management team has a deep understanding of the connection between business needs, technology and workspace design. This involves the creation of collaborative workspaces and quiet zones to cater to different types of work. Technology, including mobile apps, exists to support productive work. We proactively monitor the effectiveness of our approach across most sites. And, we have a wider aim to attract and retain top talent.

Minimal – We collect limited space usage data, such as building measurements done through HR information, at irregular intervals. We have no formal checks on data accuracy.

Incomplete – We have a database built on multiple sources of “thin” data (singular sources without analysis of context, such as HR data, badge swipes, or number of meals at the cafeteria). Our data is mainly historical with no forecasting ability, but it does get updated regularly.

Good Industry Practice – We have a comprehensive, accurate database that is regularly updated. Multiple sources feed into it, such as HR, badge swipes, RFIDs, sensors, IP addresses and calendar bookings. Standards such as GDPR are followed. Our database supports in-depth analysis of trends and peak usage scenarios. This helps us understand when space is underutilized. We are empowered with a clear view of the sites that need the most attention.

Best-In-Class – We have a comprehensive database that is regularly updated. Multiple sources feed into it, such as HR, badge swipes, RFIDs, sensors, IP addresses and calendar bookings. Standards such as GDPR are followed. We have a complete understanding of space usage across nearly all buildings and can pinpoint areas that are chronically underutilized. We have real-time data to support decision making and can quickly implement moves or onboarding with little disruption.

Minimal – We use Excel, email or proprietary software to coordinate our space management. This limits our ability to identify and implement tools to capture data and drive insights.

Incomplete – We use multiple tools to export space usage data into a single platform. We generate reports, but do limited analysis to gather insights, such as enabling accurate charge backs for space by department or summaries of space usage by site.

Good Industry Practice – We have a single platform or several well-integrated solutions to manage our portfolio, and regular benchmarks across many sites. We get granular data to target areas of highest demand. We have basic integration with other real estate systems such as lease or maintenance management tools, and integration with enterprise systems such as ERP. We have apps, digital kiosks, calendar integration or asset tagging of desks, rooms and equipment.

Best-In-Class – We have a single platform with real-time data feeds enabling sophisticated reviews of portfolio-level metrics, and granular analysis at the site level. This drives the success of our designs and the delivery of workplaces services. We have seamless integration with other real estate and enterprise solutions to link requests for maintenance and operational workflows. We have some experimentation with location-based services via mobile app.

Minimal – We have no IT or data privacy policies in place, and space utilization is rarely measured.

Incomplete – We follow security standards such as ISO/IEC 27001:2013. We have some ability to identify and anticipate threats, as that is built into RFPs. A minimal number of penetration tests are run to ensure that sensors and software are not easily prone to hacks. We analyze data that is voluntarily provided by staff, such as badge swipes.

Good Industry Practice – We proactively monitor compliance with security standards such as ISO/IEC 27001. All equipment and software has been tested at most sites at least once. RFPs are standardized across most sites to ensure consistency in IT security and data privacy. We have some engagement with stakeholders on data collection methods, use and privacy. Data collected from sensors and other sources is anonymized and purged after a set length of time.

Best-In-Class – We proactively monitor compliance with security standards such as ISO/IEC 27001. All equipment and software has been tested at all sites multiple times. RFPs are standardized across most sites to ensure consistency in IT security and data privacy. We have proactive engagement with stakeholders on data collection methods, use and privacy. All collected data is anonymized and purged after a set length of time, and communicated to staff.