The Business Case For Space And Workplace Management Software

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Executive Summary

Over 90% of real estate and facilities executives Verdantix interviewed in its 2018 global survey consider maximizing space utilization an important part of their real estate strategy. This report provides executives with a framework to develop a comprehensive, numbers-driven business case to support a space and workplace management software investment pitch. The analysis shows a business case that is almost too good to be true, with multi-million-dollar savings available for reasonable levels of investment. However there are pitfalls such as underestimating the cost of change management activities. This report lays out the key activities needed to achieve a successful deployment, the financial benefits on offer and the risks to watch out for when pitching to budget holders. We conclude by applying the framework to two specific scenarios for a hypothetical insurance firm.

Table of contents

Workplace Management Software Helps Rationalize Expensive Portfolios And Attract Talent
A Desire For Software Solutions Stems From Broader Business Planning Objectives

How To Structure The Business Case For Space And Workplace Management Software
Map Out A Phased Implementation To Take Account Of Lease- And Staff-Dependent Factors
Estimate The Investments In Technology And Staff Time Needed To Execute A Programme
Estimate Operational Savings From Optimizing Real Estate And Workplace Management Processes
The Biggest Risk Is Underestimating The Change Management Costs

The Typical Business Case For Better Space Management Is Almost Too Good To Be True
A Waste Reduction Approach Leads To High Returns For A Low Level Of Disruption
Moving To Agile Offices Generates The Biggest Savings But Requires A Full Change Management Plan
Identifying Spare Capacity To Onboard New Staff Is The Most Common Scenario

Table of figures

Figure 1. Five Steps To Create A Numbers-Driven Business Case For Space And Workplace Management Software
Figure 2. The Financial Benefits Of A Space And Workplace Management Software Deployment
Figure 3. ABC Insurance Hypothetical Workplace And Portfolio Characteristics
Figure 4. Waste Reduction Plan For A $2 Billion Global Insurance Firm
Figure 5. Going Agile Plan For A $2 Billion Global Insurance Firm

About the authors

Ibrahim Yate

Industry Analyst

Ibrahim is an Industry Analyst in the Verdantix Smart Buildings practice. His current agenda covers innovation in software and hardware solutions for space management, workplace management, energy management, smart lighting, proptech and location-based services. Ibrahim joined Verdantix in 2016, and previously worked at OVO Energy and the Energy Saving Trust. Ibrahim holds an MSc in Energy Policy from Imperial College London and MA from Cambridge University.

Rodolphe d’Arjuzon

Managing Director

Rodolphe leads the Verdantix Smart Buildings practice. His current agenda is focused on the convergence of real estate and building software solutions and how to harness the IoT in smart buildings. Rodolphe has over twenty years of experience in technology research and strategy consulting. He co-founded Verdantix in 2008 and previously worked for Barclays Bank and L.E.K. Consulting. Rodolphe holds a PhD in Physics from Cambridge University.

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