DIGITALISATION OF THE WORKPLACE...Going on a journey of discovery to understand how digitalisation...

DIGITALISATION OFTHE WORKPLACE

The journey of digital transformation and the challenges and opportunities is creates

DIGITALISATION OF THE WORKPLACE | PAGE 2

CONTENTS

Data is it all that itrsquos cracked up to be 3

Office utilisation is the most important data 7

Future expectations connecting the data with more information and generating forecasts 12

Cultural change is taking place creating new opportunities and challenges for the FM sector 15

Summary 19

About Condeco 21


DATA IS IT ALL THAT ITrsquoS CRACKED UP TO BE


Digitalization is becoming more and more important for business and now forms part of our daily lives It improves our standard of living and helps us to perform more efficiently Change is happening so rapidly that new business models appear on a daily basis making older ones obsolete Companies like Google and Amazon are offering customers much higher levels of service and technical standards that ever before People now expect their technology systems to be easy usable robust and intelligent

This has led to employees having the same expectation at work People want a more digital savvy workplace that offers them equal services and technical standards to those they receive at their leisure Digitalization has continuous effects on the FM industry resulting in higher expectations from the employees However this also creates new possibilities for the FM sector such as optimizing the operation and performance of a building To achieve this itrsquos important to understand the buildingrsquos inner workings which leads to the gathering of data Companies are becoming increasingly focussed on generating workplace data as they seek to make better


Going on a journey of discovery to understand how digitalisation of the workplace is creating opportunities and challenges in the Facilities Management (FM) sector Condeco asked thought leaders about their past and current experiences This report creates a rounded picture of what the FM industry needs and requires to perform effectively in the world today and tomorrow


decisions about the ways their real estate supports the key Organisational objectives Here are some of the key findings in the latest European Occupier Survey from property consultants CBRE (CBRE log in required) The CBRE survey now in its sixth year polls real estate decision-makers at 120 global corporations to understand their objectives and associated challenges across a broad range of issues It claims that more than two-thirds of those polled count workplace collaboration as important and three-quarters are looking for better data about what goes on in the workplace

According to the study the majority of organisations now believe that there is a close link between an Organisation and individual performance and the way they manage their properties This depends on acquiring and applying data Accordingly 75 per cent of companies now regard better more accurate data as the single most important factor in supporting a corporate real estate strategy and identifying new opportunities

The CBRE survey now in its sixth year polls real estate decision-makers at 120 global corporations to understand their objectives and associated challenges across a broad range of issues It claims that more than two-thirds of those polled count workplace collaboration as important and three-quarters are looking for better data about what goes on in the workplace



Richard Holberton EMEA Head of Occupier Research at CBRE commented

ldquoA significant overhead and in many cases the

largest for a company is the cost of its people

Increasingly companies want to maximize the

return on human capital by providing workspaces

that promote choice collaboration and high levels

of employee satisfaction to attract the best staff

and to support their brand

Likewise employees want a voice ndash whether

thatrsquos the location of work flexible working or

a say in the office layout This means there is

ongoing recognition that the workplace must

provide a high quality experience to entice and

retain staff Itrsquos therefore not surprising that 74

per cent of companiesrsquo report having a wellness

Programmememe two-thirds see labour and skills

as important factors in global location strategies

and a further 67 per cent believe deploying a

workplace strategy enables better collaboration

with customers and colleaguesrdquo


OFFICE UTILISATION IS THE MOST IMPORTANT DATA



People were asked about their purpose of using data in Facilities Management Nearly all participants see supporting decision making as the main factor Data can be used to create business cases by connecting the information with financial statistics Therefore it is extremely important to collect a robust set of data that is trustworthy for basing decisions on

ldquoA robust data set means a business case

can be built and decisions maderdquo

Director of a workplace consultancy company

Average office utilisation is 39


Collected data may provide evidence to prove something you already think or it may shed light on something that was never expected For example knowing about space utilisation can demonstrate to senior management the obvious yet unconsidered potential to save money This potential might already be known by the Facilities Management team but reporting these numbers accurately can generate higher management attention

The actual utilisation could also surprise the FM department and reinforce the importance of their real estate strategies This lsquoevidencersquo serves not just as a function to influence decision makers but can also be used to demonstrate to the wider team the need for change organisations can be transparent about what they hope to achieve on a project and why which will lead to stronger buy-in from the entire business and hopefully enable a more successful deployment

ldquoWe use data today to support senior

management to make or drive their decisionsrdquo

Facilities Manager of a technology company



ldquoWe need to provide evidence to demonstrate

to senior management how much they pay for

rent in terms of space how much they pay for

resources which are facilities costs and how

the office is being utilizedrdquo


Traditionally staff members took interviews or people walked through the building counting the number of used desks More recently technologies like sensors can be used which provide bigger data sets in much shorter spaces of time with the added bonus of being much less labour intensive

The decision about how data is collected is made out of several different factors eg size of the project importance accuracy needed Sensors can deliver a very detailed level of data but companies need to invest in it This means there is a trade-off between costs and data accuracy

For walk-through studies trained staff must be available who can influence the end decision Walk-throughs only give a brief snapshot in time about the buildingrsquos occupancy New technologies like occupancy sensors are providing real-time 100 accurate data in much shorter spaces of time Itrsquos now thought that combining the two techniques may be the best way to gauge and plan the optimum workspace

The most important data set is the utilisation of desks and meeting rooms Most decisions are made based on this information Software and sensors can be used to encapsulate this vital insight Survey respondents highlighted how they are looking forward to where this data generation might extend to other parts of the business Data is now expected to help with most types of decisions or strategies It seems people are becoming reliant on sourcing data

ldquoSome data that we are particularly interested

in at the moment is how we use our officesrdquo

Head of Property at a global insurance company

There are a few different ways to collect data


FUTURE EXPECTATIONS CONNECTING THE DATA WITH MORE

INFORMATION AND GENERATING FORECASTS


FUTURE EXPECTATIONS CONNECTING THE DATA WITH MORE INFORMATION AND GENERATING FORECASTS

Quintillion bytes of data is created everyday

25

Data can have financial implications too Decisions are generally based on an organisationsrsquo finances so itrsquos hardly surprising that most of the people surveyed mentioned a better integration of financial figures would be helpful in future This means connecting the collected data to other information systems like financial reporting or air quality to gain new workplace insights The possibility to break down this information to a more detailed level and compare costs would be very advantageous


Another common aspiration for data and digitalization was the need to forecast or simulate future needs of the business

This could include a forecast to show how crowded an office will be over a certain week allowing building and facilities management to prepare in advance eg extra receptionists lower heating etc Accurate data from multiple sources can certainly help us predict the future however there are many external factors that can affect the workplace and its people eg changes in technology legislation political landscape the economyhellip Therefore the further into the future we try and predict the less accurate we tend to become

Another data factor that could be helpful in the future is a greater level of granularity This means there could be better diversification of departments and spaces like break out areas This information could identify areas that are not necessary or which can be improved to fit more with the employeesrsquo needs and expectations A happy employee usually signifies a more productive employee Unsurprisingly productivity also featured highly in our responses although this is much harder to measure

ldquoWhere we can improve on our data is tying

it with our financialsrdquo



CULTURAL CHANGE IS TAKING PLACE CREATING NEW OPPORTUNITIES AND CHALLENGES FOR THE FM SECTOR



Hence the purpose of the office has changed It is no longer just a stagnant place where work must take place and people sit still for 9 hours a day Businesses should make it their mission to make the office a more comfortable and attractive place where people want to work

The office has become less about work and more about being a place to meet with colleagues and peers and feel connected with your Organisation Having said this employee expectations are still perceived as fairly low so it is very likely that they could increase over the next few years as people become increasingly aware of the new options in the market place

With technical developments people are used to being online and connected to the internet everywhere they go This ongoing shift in how and where people work has had a huge influence on businesses today The usage of VPNs became normal years ago enabling employees to work from anywhere yet still they needed a laptop to log on Nowadays cloud services mean that employees can work from multiple devices and donrsquot need their laptop to carry out work

The pace of technological developments means the expectations of employees have changed over recent years Having a nice looking office with high-end furniture or the latest software and hardware is becoming the norm Employees want a choice of spaces to work in flexibility and devices that suit them and their working style



Head of Property at a global

ldquoFMs support the business to try and make the

office more comfortable and attractive as place

to work inrdquo

ldquoEmployees expect a lot more these days and

they seem to complain a lot more toordquo



These new types of technologies must be adopted to provide an easier and more reliable model of work A difficult to use system can demotivate people leading to complaints and a lack of confidence in the companyrsquos IT solutions Alongside this a change in culture must take place

Employees must be managed on their output of work rather than their attendance in the office This requires everyone in the organization to support the businessrsquos ideas As it is often the case this cultural change needs to start with senior management representing these new values A top-down approach can help lead to a successful cultural change By enabling employees to work from anywhere new cost saving possibilities can be created such as proving lower desk utilization using collected data

ldquoPeople expect to work and be

contactable everywhererdquo



SUMMARY


SUMMARY

Business leaders donrsquot trust the information they have to make decisions1 in 3

The availability of data has definitely changed the daily management of corporate real estate There is no doubt about the importance of data for building business cases supporting decision making and providing evidence In the future there seems to be a need to connect the collected data to other systems and data sets to obtain new workplace information and streamline the Organisation further

Forecasting seems to be another demand Combining connected information with a forecast can lead to better informed teams and allow for more preparation Changes in the way people work has generated both new challenges and possibilities for Facilities Management and Property departments It seems one obvious way to create significant cost savings is through optimizing the workspace However investing in the workspace can also be very beneficial for companies Developing comfortable and attractive places for people to work means they are happier and therefore likely to be more productive and less likely to leave Increasing retention rates is high on the priority list for businesses If not theyrsquoll face the risk of losing their best talent and knowledge-based workers as well as see substantially higher recruitment and training costs

To sum it all up technological developments can be both a key driver for businesses and a supporter at the same time organisations must be prepared to adapt their workplaces quickly to suit new technological trends and keep a competitive edge


ABOUT CONDECO

We are Condeco pioneers of workspace management technology for the worldrsquos most competitive businesses Our integrated meeting room booking desk booking and workspace utilisation technologies help organisations transform their operations quickly efficiently and at scale

By taking time to understand each business and challenge individually we help our clients shape a more sustainable and efficient future for their enterprise And to benefit from connected products and services that help people work more productively in markets around the world

Our mission

For businesses today growth at scale depends on total management of the workplace environment

Condeco provides the insight and technology you need to adapt quickly and the products to transform workplaces and work-life capabilities so you can engage effortlessly across global locations and make the most of tomorrow

A FORCEFORCHANGE

A FORCEFORCHANGE

A FORCE FOR

CHANGEA FORCE FOR

CHANGEA FORCE FOR

CHANGE

Our Global Reach I London I Frankfurt | Munich I Paris I Stockholm I Zurich I Dubai I New York I San Jose

I Singapore I Sydney I Hong Kong I Gurgaon

wwwcondecosoftwarecom

The workplace is changing itrsquos not just a building itrsquos a new way of meeting and collaborating Since 2005 Condeco has been revolutionising the way we interact with our business environment combining progressive workspace management technology with future foresight Through extensive research industry insights and workspace leadership we evolve the digital workspace with a Force for Change

Are you ready to shape your workplace future

wwwcondecosoftwarecomforceforchange

ForceForChange

Data is it all that itrsquos cracked up to be

Office utilization is the most important data

Future expectations connecting the data with more information and generating forecasts

Cultural change is taking place creating new opportunities and challenges for the FM sector

Summary

About Condeco


CONTENTS

Data is it all that itrsquos cracked up to be 3

Office utilisation is the most important data 7

Future expectations connecting the data with more information and generating forecasts 12

Cultural change is taking place creating new opportunities and challenges for the FM sector 15

Summary 19

About Condeco 21







































































25






















to work inrdquo











SUMMARY


SUMMARY






ABOUT CONDECO



Our mission



A FORCEFORCHANGE

A FORCEFORCHANGE

A FORCE FOR

CHANGEA FORCE FOR

CHANGEA FORCE FOR

CHANGE







ForceForChange





Summary

About Condeco







































































25






















to work inrdquo











SUMMARY


SUMMARY






ABOUT CONDECO



Our mission



A FORCEFORCHANGE

A FORCEFORCHANGE

A FORCE FOR

CHANGEA FORCE FOR

CHANGEA FORCE FOR

CHANGE







ForceForChange





Summary

About Condeco





















to work inrdquo











SUMMARY


SUMMARY






ABOUT CONDECO



Our mission



A FORCEFORCHANGE

A FORCEFORCHANGE

A FORCE FOR

CHANGEA FORCE FOR

CHANGEA FORCE FOR

CHANGE







ForceForChange





Summary

About Condeco









SUMMARY


SUMMARY






ABOUT CONDECO



Our mission



A FORCEFORCHANGE

A FORCEFORCHANGE

A FORCE FOR

CHANGEA FORCE FOR

CHANGEA FORCE FOR

CHANGE







ForceForChange





Summary

About Condeco


SUMMARY






ABOUT CONDECO



Our mission



A FORCEFORCHANGE

A FORCEFORCHANGE

A FORCE FOR

CHANGEA FORCE FOR

CHANGEA FORCE FOR

CHANGE







ForceForChange





Summary

About Condeco


ABOUT CONDECO



Our mission



A FORCEFORCHANGE

A FORCEFORCHANGE

A FORCE FOR

CHANGEA FORCE FOR

CHANGEA FORCE FOR

CHANGE







ForceForChange





Summary

About Condeco

A FORCEFORCHANGE

A FORCEFORCHANGE

A FORCE FOR

CHANGEA FORCE FOR

CHANGEA FORCE FOR

CHANGE







ForceForChange





Summary

About Condeco

DIGITALISATION OF THE WORKPLACE...Going on a journey of discovery to understand how digitalisation...

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