Validating Workspace Occupancy in 2024: Beyond the Bag and Coat

Written by Sandra Panara, Director of Workspace Insights

In the ever-evolving landscape of modern workplaces, the concept of “Signs of Life” has persisted for ages, describing those who seem present but aren’t truly there. They casually leave their belongings, like a bag or coat, at a desk and then disappear, only to reappear briefly to work. The question that looms large is whether merely “seeing” a bag or coat truly matters in the grand scheme of things. Let’s delve into this intriguing topic.

Traditional camera-based sensors have the ability to identify the presence of objects such as bags, coats, or coffee cups on a desk, often signaling that the workspace is occupied, albeit in a passive state. It’s only when these sensors detect the presence of a human that they transition into an active state. However, is this assumption always accurate? People often leave their coffee mugs on desks or their sweaters on chairs overnight. While algorithms can discern whether these items have moved within a 24-hour period, the results are not foolproof just because these sensors can “see” items that suggest passive occupancy.

Non-camera-based sensors, which rely on detecting motion and heat, yield similar results with a surprising level of accuracy, even without optical vision. How does this work?

When an individual approaches a desk and falls within the sensor’s required range, it detects motion and registers the desk as occupied. Subsequently, the heat sensor is activated to measure the duration of occupancy. The crucial metric here is the time spent at the desk, as it distinguishes between an active or passive occupant. Passive occupants may briefly use a desk but don’t linger. Whether or not they leave an item on the desk becomes inconsequential. What truly matters is discerning the presence of a person. The combination of heat and motion data provides valuable dwell information. Multiple instances of dwell signal a churn in desk usage. For instance, if someone briefly occupies a desk, leaves, and returns 20 minutes later, this pattern can be monitored to identify active desk usage and its duration, and help establish minimum time thresholds before making it available to others.

Real-time visibility of occupancy provides a similar understanding, allowing you to spot a coat or bag, but its significance primarily pertains to supporting free-address space use, where individuals don’t book desks in advance.

But here’s the kicker: modern sensors also offer an unprecedented level of customization. Companies can tweak these sensors to define what constitutes “passive” occupancy to suit their specific needs. For example, one company might find it acceptable for a workspace to remain idle for up to 30 minutes before deeming it unoccupied, while another company may extend this threshold to 2 or 3 hours. This adaptability underscores the flexibility and precision that modern technology offers in understanding and optimizing workspace utilization.

In conclusion, the notion of “Signs of Life” in the workplace is undergoing a transformation. Beyond the superficial presence of objects, we now have advanced sensors that can accurately gauge true occupancy, helping organizations optimize their workspace utilization efficiently. The bag and coat may still be there, but there’s much more to the story when it comes to redefining workspace dynamics.

About the Author

Sandra Panara, Director of Workspace Insights

Sandra has both a deep and wide understanding of Corporate Real Estate and Technology. With over 25 years hands-on experience she is able to apply non-traditional approaches to extract deep learning from the most unsuspecting places in order to drive strategy. She has developed an appreciation for always challenging the status quo to provoke and encourage new ways of thinking that drive continuous improvement and innovation. Sandra believes square pegs can fit into round holes and that the real ‘misfits’ are those environments that fail to adapt. Her expertise ranges broadly from CRE Portfolio Research, Analytics & Insights, Workforce Planning, Space & Occupancy Planning & Workplace Strategy.

Let’s Get Real Episode 17: Building a CRE Technology Toolbox

Discussions on the Workplace and Corporate Real Estate Podcast

Written by Sandra Panara, Director of Workspace Insights

Some of the highlights of the show include:

  • Does IWMS support businesses properly anymore? Are point solutions old and tired?
  • How do companies find one true source of data in a world of disparate data sets?
  • It’s not about the best tech tool—it’s about having the best process for using your tech tools
  • The key to moving forward is to keep your eye on the long game—where do you want your company to be in three years?
  • It’s essential to have a tool that can bring data together, sort through it, and guide strategic outcomes
  • Companies need to bring together not just corporate real estate data, but data from human resources and IT, too
  • Your company is unique, by virtue of its people—so you need unique solutions
  • How could artificial intelligence and virtual reality help us get the insights we need?
  • Are we overly scared of letting go of some privacy for the sake of security and ease of use, in terms of data collection?
  • Privacy and security can only be managed well in an environment of trust and confidence
  • How can the Space module be used going forward, now that workplaces are turning towards shared desks?
  • Can we work towards “hackable space”—a space that’s flexible enough to be what each employee needs it to be?
  • What’s the future of the office space, and how can sensor technology help us manage it?
  • Environment, Social and Governance, as well as sustainability, should be key considerations affecting decisions about the future of work
  • Susan Spiers describes what the future of the corporate real estate technology toolbox will—or should—look like.

If you liked today’s show, check out more episodes of the Let’s Get Real Podcast! This podcast is available on iTunes, Spotify and Google Podcasts.

Transcript

Sandra

Hey everyone, welcome to Let’s Get Real with Sandra and Friends, a workplace consortium podcast brought to you by Relogix. I’m excited to be sharing conversational musings about current events and how we envision the ever-changing world of work. I’m Sandra Panara, Director of Workplace Insights at Relogix. With 25 years of hands-on experience, I help value engineer global workplace portfolios and employee experiences by aligning workplace analytics with corporate real estate needs.

Have any questions, comments, or suggestions for future podcasts? Please drop me a line at [email protected].

This week, I have my long-time friend and colleague Susan Spiers joining me. Susan is the owner of Spiers Consulting, which helps companies develop their organization strategic vision, roadmap, and marketing strategies. Most recently, she’s helping with channel program development in CREtech and PropTech industries. Susan integrates a client growth and cell strategy with customer service, helping clients develop their network and ecosystem, and assists with technology strategies for the workplace. She’s a professional facilitator, conducting workshops on building trust and organizational resiliency, which are both critical to the hybrid work model.

Sandra

Thanks again for joining me today on the podcast. Obviously, your background is in corporate real estate technology and you’ve had a lot of unique experiences. You and I actually met, I don’t know how many years ago—was I at Nike?

Susan

Probably 12 or 13 years ago, something like that.

Sandra

I think you were at Nelson! So that’s a long time ago.

Susan

Nelson actually gave me my introduction to real estate tech. They had a real estate tech group, so I think they worked with Manhattan and IWMS implementing for big financial clients, so that’s where I learned about tech. I had to give them credit for getting me into this industry, or at least making me aware that there was an industry.

Sandra

So why don’t you tell us a little bit about yourself?

Susan

I have a little bit of a different background, because before I got into real estate tech, I was actually a teacher and then worked in strategic planning in non-profit, and then got into franchising. So, I have a teacher/education/strategy/franchising business background, in both sales and operations. I got into real estate because I worked for an indoor air quality franchise company. That dropped me into the industry, and from there I worked with engineers and architecture firms and design firms, really learning how they build their businesses. As we talked about, then I was at Nelson, and Nelson introduced me to real estate tech, and voila. It was a life-changer for me, and a career-changer.

I’ve had different experiences—I’ve worked on the service side, where we’ve actually done implementations and worked with clients to figure out what they actually needed out of the technology, and then making the technology work. I’ve also worked for the technology firms themselves, both point solutions and IWMS. So, I’ve got that whole gamut of experience. Lastly, I worked for DeLoitte, launching products and supporting IWMS as well. I’ve launched them, I’ve tried to figure out where they fit, I’ve supported them, and I’ve sold them.

Sandra

Interesting! So, thinking about the long history that you have and the different perspectives of business applications, what would you say has changed over the years, working in IWMS? I’ve talked to a couple of different people specifically in the IWMS space and some people that are in the peripherals, about the future of IWMS. Some people say IWMS is ancient in terms of how it helps support businesses, and that it basically doesn’t support businesses anymore. Would you say that there’s truth to that? I’d be interested to hear your perspective on what’s changed and what hasn’t changed in IWMS.

Susan

I ask that question all the time to myself because I wonder where it’s going. If you look backwards, you would either get a point solution or IWMS. You’re going to get a solution that’s going to solve a specific problem, or you’re going to get a more enterprise-level solution that can give you a lens into your entire portfolio. You can see that one true source of data, and you can make strategic decisions.

I think as we move forward, it’ll be about following the money. There has been so much investment in technology, and there are so many cool, wonderful point solutions out there to solve problems. And the IWMS solutions are kind of old and tired. They’ve been around for quite a while. But there still is something about having the one data source, and there still is something about being able to grow with something. Companies are also saying, how many point solutions can we manage? Even though they’re cool and they’re wonderful and they’re easy to use, they’re low-cost to implement, but when you have 30 of them…

I had a client once that called us to in when I was supporting IWMS and said, we have 39 point solutions. If I could get them down to 10, I’d be happy. So, I think none of that has really gone away. So I think that in the future, IWMS can be two different things. One, it becomes more of an open platform that can actually allow you to take the best point solutions in terms of solving your problem, and connect it to the IWMS platform which then allows you to read the data, have one source of truth of data, and be able to look at your whole life-cycle to make some strategic decisions. I think that’s probably where it’s going. Also, since COVID we’ve all been working at home for 2 years, and we’ve all learned how to do it. And with all the screaming and shouting and kicking, I think it’s changed.

So, when you look at integrative workplace management, what is workplace? I think that the IWMS platforms through open APIs can bring in data from somewhere else, but to really capture where we’re working, what is the cost of that, what’s the impact on the environment of going in the office or not going into the office. So, I think right now, it measures “office”, it might measure anywhere we work, so that companies have a lens into that data as well.

Lastly, the other thing that I think will remain with IWMS is the ability to look at space and leases. You’re going to need to do projects, you’re going to need all those pieces. You’re going to have facilities that you’re managing and you’re going to want to look at your ESG scores and you’re going to want to connect to smart buildings, so I’d like to see it grow into something that an IWMS offers you as one platform, and connects it to all the cool technology out there. And I think companies are actually there. They’ve opened up their systems.

Sandra

So, a couple of questions. When I think about IWMS, obviously there’s different modules of IWMS, and in all the years that I’ve been doing consulting, I’d say probably 98% of companies are using mostly the Space Management module. I haven’t really seen companies embracing all the modules of IWMS. Having been on the procurement side and within companies, I know there’s a conversation about Best in Class. So when you think about the other tools out there for financial management and those types of things that are considered Best in Class, suddenly IWMS is just Space Management. This speaks to the point solutions disparity, where you’ve got all these different data sets that need to talk to each other but there’s no way for them to do that.

Has that been your experience as well? Or what have you seen when working with customers, in terms of how many modules they effectively use? And if they don’t, what would be the reason for not looking to doing it all in one place?

Susan

Since I’ve been in the IWMS world, there have been quite a few clients that have used all the modules. I’ve had a few clients that have bought all of the modules, and they’re typically big, global enterprise-level clients with complex portfolios and they’re trying to get that single look into the data. They usually start with one module, usually Space or Facilities. When the whole lease piece was such a big deal, they could go in with lease as well. They usually have a starting point, and then they grow. I honestly would say that there have been years where Space has been the top driver, and other years where Lease or Facilities Management have been the top driver. Capital Projects hasn’t been the top driver as much.

But that’s what I’ve seen. Companies got tired of renovating space, spending 2 or 3 million dollars on space that they were not going to renew. And at the end of the day, having those combined and integrated so that when you’re getting ready to spend your capital budget and looking at what decisions you were going to make, you could actually see what leases were coming up and where they were. So I did actually had a little bit of a different experience than you in that I’ve seen clients use multiple modules.

Sandra

As you talk about companies getting tired of sinking money into renovating space and then making the decision that they’re not going to renew the space—what do you consider to be high-value CRE tools in the environment we live in right now? We know the value of an IWMS solution having that single pane of glass. But when you think about what’s going on with other technology tools that are emerging in the CRE space, what’s your perspective?

Susan

I can’t plug this enough: it’s not really about a tech tool. It’s process. I think that part of the challenge of getting value out of your tech tool is that companies need to sit back and decide where they want to be in 3 years. This is an opportunistic and exciting time. You could either react and wait and see what your employees are doing, and put time and money into it, or you could sit back and say, this is what we want to happen, and then drive it.

For example, if you’re a company that wants your employees in the office, you need to figure out how to make your office a destination. You have to figure out how to put time and money and resources into your office, so your employees are going to want to come in. Or, if your company looks 3 years to the future and says, I don’t care if they come in 10% of the time, then you’re going to want to put your time and money into giving them the tools they need to work wherever they’re going to be working. I think getting people on board and making some decisions makes tools more valuable over time.

The other piece that I’ll throw out there is, a high-value tool will be anything that helps companies figure out what to do with this plethora of data that they’re getting. When you have your IWMS, or your point solutions, and your sensors, and all this stuff coming at you, it’s really hard. I don’t think our clients really know what to do with all of it to make the best strategic decisions to get them to their destination point, whatever that is. There are tools out there that are starting to really do this, like BeyondHQ, Navigator, and Relogix. You guys are all starting to help clients sort through data. I think that’s high value. I think that we all just live in our own little boxes and we only know what we know, so it’s great to have some outside help with that.

I think that virtual reality’s kind of interesting. If everything’s about employee engagement, and you’ve got people not in the office, how do you give them an experience of working online that’s as close to being in the office as you can? Honestly, I think I’m a little over the top age to understand how my avatar is going to make me feel more excited about being in the space. But people have been doing it in gaming forever. The gamification of virtual reality to help figure out what’s going on with data, I think is really important.

Then I really think that it’s important to get all the different data into one data source, so that everybody’s looking at the same stuff and looking from the same data source in order to make their strategic decisions.

Those are the big ones that I see.

Sandra

I like what you said about how it’s not so much about the tool, per se, in driving the value, and that it’s more a focus on process. We see that as well in our company, where you say OK, we all know that the value of what we do at Relogix is about the data and the outcomes, primarily outcomes. What is the company ultimately trying to do? What’s interesting is that there’s definitely two stories to this: one, the company needs to get at the data to understand what the business is doing, so there’s a focus on data and analytics and getting to the decision you need to make. That’s definitely a value.

But then on the flip side of that, and equally if not more important, is the ease of access to this processed data. As you said, there’s a lot of data out there that’s all interconnected. IWMS solutions, or a sensor solution, or looking at badging, for example, they don’t really do very much on their own. It’s only when you bring those data sets together that suddenly this patchwork quilt, as my ex-boss at Telus used to say, starts to come into formation. All of a sudden you start to learn things about your organization that you would not otherwise have seen. So that’s where the insights come into play. That’s really what it’s about, going forward.

What’s interesting is we started this conversation talking about IWMS and driving information into that platform to augment what’s there, and how limiting that might be when you start to throw in other things that are not typically part of an IWMS solution. If you think about what corporate real estate traditionally looks at, yes, it’s corporate real estate data, so IWMS would be that central or single pane of glass to view the data through. But what we’re seeing in our world is there are other data sources that don’t belong to corporate real estate, but that are definitely complimentary to that data.

Susan

Like HR and that kind of thing?

Sandra

Correct. I’ve seen HR integrated into some IWMS solutions, like when doing seating assignments and that kind of thing, there’s some level of HR integration. But it’s not to the extent where the real value of HR data can come through, it’s still kept separate from what you would actually bring in to an IWMS solution. That mash-up of data sources is really where the value lies, and can start to paint a picture around the demographics of yoru organization, the attributes of your people, and what the correlation is between those specific attributes and their dependency on office space.

To be clear, we’re not saying you can paint people of a similar age or tenure with a single brush and say, this is how you plan for this group of people, because we know that every company is unique. The reason they’re unique is because of the makeup of their company, which is their people. No two companies are exactly the same, even if they have the exact same culture, beliefs, values, the mere fact that the people who work in those organizations are different people, that makes each company unique. So that makes it even more interesting when you think about the idea that it’s not necessarily about the technology in terms of hardware, it’s ultimately about asking yourself, what are you trying to understand about your organization so that you can position for going forward?

Susan

You know, we’ve been talking for years, since I was at Nelson, about how HR has to work with real estate and IT. How many times have we talked about that three-legged stool and gone to conferences about it. But they really have to do it now in a very different way, because if employees get more empowered and employees know what they’re willing to do or not willing to do and still perform, HR really is the owner of productivity and the employees itself. But we, in real estate, have to support that.

So, in my crazy world, I think about going out and using artificial intelligence and using tech to find information you need. You have to figure out what information you need and why, and then have the tech there to find it and bring it in, nothing more, nothing less, whether it’s HR data or whether it’s demographic data in the marketplace. Whether it’s, are the employees there, what are the tax incentives like, should we open up an office in this space where we need this kind of production, do we have the people? I think that technology is going to get closer and closer to going and getting the information they need to answer the questions that you pose. So, how do you figure out those questions?

Sandra

Yes!

Susan

That’s the key.

Sandra

The other thing you mentioned was this whole VR concept. Let’s backtrack a little bit and think about workplace experience. Workplace experience is something that I think still needs to be defined, because it means different things to different people. If you’re looking at data to design the workplace experience, it’s about intention. Once you understand what people want, then you design the space to fit what people want. On the other hand, there’s providing or measuring or monitoring, although I hate the word monitoring, what the workplace experience is like for the user, i.e. employee experience. Was what you intended to do from a design perspective actually achieved, based on peoples’ interactions?

I’m seeing a lot of talk right now about the need for improved employee experience, whether it’s because you’re trying to figure out how to bring people back to the office, or just in general, to keep people employed at the company so you don’t have people dropping like flies. Where do you see employee experience, in terms of its importance now and in the future?

Susan

I think it’s critical. We’ve all been at home for the last two years. So how do we bring into the office the employee experience that we’ve all been having at home for the last two years? So, if I’ve been getting my office materials from OfficeMax or Staples or Amazon or wherever, can I just order my office stuff online? Can I go to GrubHub or UberEats and get my lunch delivered to me? Can I walk into a space and have the lights and the heating match what mode I prefer? Do I have to go out to everything, or can I be at home right now, and have an app tell me that my team members are going to be in the office on Tuesday, so I know when I should go in? What is that ease of use that just makes our lives more seamless? I think that that’s part of where tech can help, and I think people are thinking about it now, which is pretty cool.

That the other piece is safety and security, the whole idea of visitor management and is my space clean. I worked for a company once where we’d walk into the New York location and we’d be looking for space and looking to sit down, and it’d take 20 minutes to find a touchdown space. That wasn’t a good experience. So I think using the sensor data, using our utilization data, figuring out who’s in and when, that’s what we need to make sure that when we do show up to the office, we have what we need when we need it. I think that is really important.

I remember going into an office once where everybody’s got Wi-Fi and laptops, but my laptop wasn’t charged, and I could not find a single outlet anywhere to get anything to work. It just didn’t exist. And then I couldn’t really connect to the internet, and I couldn’t do what I needed to do. So how do we really make sure that those experiences are easy? And I know a lot of people are talking about missing the fact that there are extra cupcakes and bagels left over from a meeting room, and where is that located. I don’t know if I need that, but to some people, they love that surprise after lunch!

Sandra

Lots of great points that you’ve made. I’m thinking of the post that you made on LinkedIn a couple weeks ago where you were travelling, and you had a seamless experience where everything just worked. I remember reading that and thinking, that’s actually pretty cool that you didn’t really have to think about anything, because it just knew what to do. It knew who you were, it knew how to respond to different things, and you just glided through that whole travel experience without having to touch anything, without having to do anything. When I was reading that, it made me think that that’s ultimately what we’re striving for. That the technology is there to enable that.

But people have been very guarded. There’s some force behind us about privacy and security. I’m sure you’ve encountered this as well, you walk into a workplace as an employee, and obviously when you first get hired you sign your policies and things like that around what privacy means to the company, and there is no privacy as far as you’re concerned, because you’re there to do a job, and the company can basically monitor you if they wanted to. But it’s interesting that there’s this huge backlash on privacy and awareness of these things, which are really the foundation of enabling these optimal experiences for people, regardless of if they’re at work, or at the grocery store, at home, or wherever it is that you are, to connect that sort of online world with the reality of what’s happening, and sort of move people through.

Thinking about privacy, do you think that’s something that will become much more relaxed in the workplace in the not-too-distant future? Because that’s been something that’s been right up there, from a resistance point of view, and it’s been there for at least 20 years, if not more.

Susan

I have to unpack that a little bit. Part of what made my travel experience work so easily was that the machines could read my retinas and I had fingerprints and so I didn’t need a driver’s licence or ID, because I had those other ways of identifying myself. I was a little freaked that somewhere, my retina information was stored, but on the other hand, think about how protective that is. What I thought is, nobody can take my identity, nobody could use it to spend my money somewhere, or to do something illegal, because they knew who I was and they were measuring it in a way that could not be counterfeited or forged. So, on the one hand, I think that that is actually more private and more secure. But people have to get used to it being done this way, because we’re so used to cards. I don’t think things get more relaxed, I think we need to figure out how to get people used to it.

I think that as privacy laws and rules get stronger and stronger for our clients, I still think internally, my stuff is my stuff. And, yes, it belongs to the company. Once I resigned from a company to go somewhere else, and at the end of my last day, the second I pushed “I Resign”, my computer shut off. I mean, there it goes. It was there and not mine. I was done. So I do think there’s going to be a blend of what we get used to, and that’ll seem more relaxed.

Sandra

Yes, and I remember us having this conversation and I have the same reaction, still now, around using your retinas or your fingerprints, or whatever is uniquely yours, to verify your identity, and to feel more secure with this, rather than feeling like it’s extremely private and invasive. Initially you think, oh my god, they’re going to have my fingerprint or my retina to identify me, but it’s true, you can’t replicate that. That’s uniquely yours and no technology could replicate it, although, maybe they can, I don’t know. There’s all kinds of weird stuff that happens.

But we also had a conversation around using data in good faith. And this is important for the workplace, because I’ve seen cases where there are stipulations set around how and why you use the data, and then the data gets into the hands of managers and suddenly they’re thinking of other things. You have to say no, you’re not supposed to use the data for that, it’s only for planning purposes. But you can’t help human nature to say, Jane Smith isn’t coming in to the office every day, when she’s supposed to be here 5 days a week, I’m going to go reprimand her. That’s not what the data should be used for. And you’re always going to have those bad apples, which creates the need for extra precautions around data.

But I think that it’s true that there’s privacy and then there’s privacy in the workplace, so that when you’re working, there are certain things it’s OK to share and aren’t going to be used against you. For example, I’m totally against this whole idea of monitoring keystrokes, which some companies are now doing.

Susan

I saw that, I was like, oh my gosh!

Sandra

Like, why?! What is the purpose of that? People mocked it, because they could be doing something completely different. Just because I’m hitting a key on my computer it doesn’t necessarily mean that I’m working. Although, on the tech side, they could see what applications are you working in, and there’s all kinds of stuff that they could obviously explore in terms of trying to understand that, but, really? There’s so much more that they could be doing but they’re focusing on the wrong things.

Susan

That’s the HR piece, right? Teaching managers how to manage. This is the human nature part. When you look at privacy, how much of it is about confidence? When I first used the Google Suite collaboration tools, I realized we’re all collaborating on the same document but you could save all the versions. You could look at a version that was done a month ago. Well, the way I work is to try stuff out, and type stuff out. I don’t know if I want you to see my third version of what I was trying out. So do I have to print it or get it into my hard drive, and not have it in Google? Because my process is no longer private, in a Google Suite.

And by the way, I love the Google collaboration tools, so it’s not a comment about that. In fact, in my current business, Spiers Consulting, I actually have a Google collaboration site, because I love that. But I had to get used to it. I felt like my process was no longer private, and how I thought was now public. My whole train of thought was public. I was kind of uncomfortable with that. Not uncomfortable necessarily with the retina, but uncomfortable with the work tools that are letting people see my process. I just want them to see my end result.

Sandra

Not the messy part of what it took to get there—I hear you!

Susan

So, it has a lot to do with our own confidence level.

Sandra

Absolutely. Now that we’ve talked about privacy and different things that need to happen, and the interrelation of data to really drive the value, again I’m thinking about IWMS solutions and data sets that I’ve extracted from IWMS. If you had an environment where seats were assigned to employees and you had an integration with HR, you could basically put a name to a seat. In the sensor world, the sensors are anonymous. We just know you’ve got a sensor on the seat, we don’t know who that person is, unless the company integrates with HR and pulls in all the attributes of that user, and then reports based on different things that the company is trying to do. But with this whole concept of unassigned seating and desk sharing, which has been around for quite some time, you lose that identity.

Susan

It blows up the whole space thing. The Space module doesn’t have the same purpose anymore.

Sandra

Exactly. And that becomes extremely problematic for a company because how do you manage space when the tool itself is not designed to do that? It assumes it’s one to one.

Susan

And, if we’re going to have a world where I’m going to either reserve a space or drop in and work with my team for a couple days a week, then are we really going to do chargebacks anymore? I think that the whole Space piece of an IWMS solution, or even a point solution, is going to have to be re-imagined. I’m thinking of a blog article that talked about “hackable space”. How do you design hackable space so that employees can come into a space that’s whatever they need it to be in order to do the work they’re there to do? And it could be different, from day to day. What does that look like from a Space planning perspective, and how do designers do that, and how is it measured? That’s very different than the way Space is currently configured in an IWMS.

Sandra

I agree 100%. When I think about IWMS, I think about structure. Everything has its purpose, you allocate X amount of space to whatever that specific space type is and what the intent of that space type is. I’m already hearing some emerging ideas around what the purpose of the future office going to be. There are lots of conversations saying it’s going to be for people to come together, whether it’s for social purposes, collaboration, structured meetings, that kind of thing.

I’m calling it—I think it’s going to be far less structured than it has been, possibly to the extent that people aren’t even going to have to book a seat. I think it will be more drop-in, and then companies can use sensor technology to help manage supply and demand, rather than that long winded process of putting in an IWMS. Because we know IWMS is never up to date, and it takes forever to get your IWMS up to date with your drawings and all of that, to say exactly what you’ve got on your floorplan. And companies right now need current information. The historical information has been completely put to the wayside. That information is no longer helpful or useful, because it’s not current.

The real-time element can help us manage space, but it can also help us think about where people go. When you’re coming in to a workspace, or a workplace, where are people congregating? What kind of spaces are they going to? Is it hackable space? Or is it more of a structured space? Is it the enclosed space? Is it open space? There’s an opportunity right now for companies to learn how their spaces are being utilized or not, and that I think as we continue to monitor that over time, it will start to then form the direction that the company might want to explore, in terms of how they might think about re-designing their space going forward.

I don’t think we’ll see companies saying, let’s monitor for 3 months and then slash the space and call it a day. There’s a lot more involved in that, and the more time you give yourself to really understand what these natural behaviours are and how people are choosing to interact with space, that’s very telling. So I think it’ll be less structured than following policies and procedures and directing people when and how to use space.

Susan

As you were saying it, I became a little breathless, putting myself in the seat of the head of real estate, or head of workplace. Because really, if you’re thinking about it, we’ve got an IWMS tool that we’ve implemented and used for the last 10 years, and it’s very structured and Space is what it is. And I know that people are going to be using it differently, but the reality is I don’t know what that means. Because none of us know what we’re really going to do in six months, because it’s a new world for all of us.

And on top of that, I don’t want to slash anything and I don’t want to make decisions right now that are going to not be right in five months. I might decide I’m going to go into the office because I’m dying to get back, dying to see people, I want to work, but then I get really tired of that 45 minute drive. And I honestly get tired of thinking about what am I going to wear, doing all the decision-making that gets you from home to the office or a WeWork. So we really don’t know in six months or a year where people are going to land and what they’re going to decide to do.

I had dinner with a colleague and a friend of mine who has a 45-minute drive to the office, and his boss is requiring him to be there 3 days a week. He has worked with HR, he’s worked with his boss, he’s a high-performer in sales, and he is now, after three months of going in and working with them, starting to look for a new job. So again, he went in three months ago and thought it would work. His intent was there to stay with the company. And in three months, he was like, this is ridiculous. So, I don’t know how we’re all going to react.

If I’m the head of real estate right now, I’ve got my structured program, I’m putting in sensors or looking at badge data, people are coming or going but they’re getting different variants of COVID so they’re coming and going irregularly and randomly—how do you be flexible enough in how you lay out your space? Or maybe it’s really about talking to employees and watching and observing and measuring, and then taking that data and matching it to what they’re saying, and really listening for the first time about what they need. And then, again, what do you want this to be at the end?

Companies have control here. They can decide what the risks are when they make certain decisions. But they have to be intentional about it and they have to be strategic about it. And I think that will direct them a lot.

I also think that there’s another other pressure that I’m hearing about, that eventually, CFOs are going to come in and say, half this space isn’t being used. And they’ve been saying that for years, but now people are not going to come back and they’re going to be told to shed space. So they’re going to need to start thinking about a year from now, or two years from now, and start doing that planning. Because leases have expiration dates, and you have to start not just working and exploring the current and the near-future, but then the longer-term at the same time. Because you’ve got milestone dates you have to meet, and you’ve got opportunities that you could leverage.

Sandra

Yes, I totally agree. I think it’s funny, I made a post on LinkedIn probably a month or so ago about how corporate real estate’s been a bit of a wasteland for many, many years, that nobody really paid attention to. It was just one of those necessary costs that you had to have, and that was the reality. But nobody bothering to really look at the data. Which takes me to this question: you said, we don’t really know what the future holds, and companies are somewhat paralyzed right now because they’re not really sure what direction to take. Do you think that that’s because they don’t have enough data to make the decisions? Or that there’s too much data and there’s no process?

Susan

The only thing that we know is that things are going to change. And I think that it’s more about all of the above. We’re all human, and we all can make certain decisions about our own lives and I think when overlaying all the data, no matter how much data you have today, we as people might change what we want to do tomorrow. So, the company needs to step back and figure out what we want our employees to do, and how we’re going to put our money and time and resources behind that? And how are we going to listen to them?

I think it’s more of a discovery. You look at a project and there’s a discovery phase, and you can test ideas out with your data. We haven’t even talked about predictive analytics, which I think is critical to where it’s all going. We could look at a data set and be able to predict who’s going to be there, what your costs are going to be, and how, if I do X, it’s going to impact my workforce in this way. I think that there are lots of opportunities for predictive analytics to play into our whole narrative. But we have to direct it a little bit and manage to it, because I don’t think you can take into account the human factor.

Sandra

I agree. I think the key is, as you said, the company trying to decide where and how do they want to position themselves. Corporate real estate has been, for many years, just something that you have, because it was expected that people came to work. The thing that I’ve always found really fascinating is that, you can read the annual reports of many of these companies in terms of what’s important to them, and they talk about the health and wellness of their employees, they talk about sustainability, they talk about connecting with community, and then you look at mandates, like right now, to return to office, and that kind of contradicts these values that you’re claiming are the center stone of your company. And I think those levers are already defined, it’s just that no one’s really made the connection that what you do should actually align with what you believe and what you say you support.

Susan

We didn’t talk about one more big piece that I think is huge and coming up, which is ESG (Environmental, Social, and Governance) and sustainability and smart buildings. I would say that any IWMS platform out there needs to integrate with that data. ESG scores are going to include what your savings are, if you have 30 or 40% of your workforce in, and what is going to be the difference in your energy costs and usage, as well as diversity and equity and all of that stuff. But I think that IWMS has to be linked to all that in order to get that cost life cycle piece moving forward and to get that lens into ways to manage that strategically and provide value to your organization. Because sustainability is on everybody’s radar right now.

Sandra

It’s funny that you say that because the company where I worked before, that was actually very much part of the goal. The company was already doing mobile since early 96, or maybe it was 2006. They basically progressed over the years to work toward mobility and when I joined in 2015 they were already 75%, 80% mobile. But what was interesting was the way that the connection to the mobile workforce tied to ESG. We had a sustainability team, and the information from corporate real estate actually went over to that team to calculate how much we saved, as a result of reduced commute? They calculated the impact on operations and quantified the impact that we were making in ESG, that ultimately was reported in the annual report.

So, when you talk about sustainability, when you talk about things like that that matter, you’ve got those values noted in your annual report, if you’re a public company. You have a direct way of being able to measure the impact that you’re having on those goals, based on the decisions that you’re making with respect to where you hire, with respect to the locations that you’re choosing for your workplace, the amount of flexibility that you’re going to allow your employees, they’re all interconnected. I think that’s the piece that a lot of companies haven’t quite made the connection to yet—it’s there, it’s been there for a long time, but nobody’s really paid attention to it.

Susan

And with all the point solutions and with all the solutions out there, you’re really going to digitize your entire workplace, and as long as you’re going to digitize your workplace, and you have an open IWMS platform, you can pull that data in and really start analyzing it and making decisions around it. So again, it’s all about the open platform, and stepping back and saying, this is what we want to find out, and this is where we want to go, and then making sure that the solutions are there to get you that data, so that you can make decisions. And I would definitely include digitizing and ESG in there.

Sandra

For sure. It’s funny, I’m working on a project right now with a company that I think is very leading-edge in terms of how they’re looking at the consolidation of these different data points, and commute is very much a part of the decision-making. They have a lease that’s coming due in the next two years, they’re thinking about getting out of potentially all of their space, but they’re re-considering. Should we keep an office? Is that something that we do? Do we go to Space-as-a-Service as an alternative? The commute is really what’s driving that. So they’re saying, let’s see where our people live and let’s correlate where our people live to how often they come in to the office.

And this is during the pandemic, so they don’t have the mandate for people to come back to work, it’s just people voluntarily choosing to work from the office, and then exploring what department they belong to. They’re looking at their demographics, so their tenure, their age group, the distance, doing calculations around their mode of transportation, both looking at distance and time. And it’s quite fascinating when you start to look at that correlation between those types of data sets, it’s very different than just looking at it and saying, ok, 20% or 30% of people are coming into the office, so what? What does that mean?

Susan

Exactly. And based on what’s going on in the world, for employee attraction and retention, people want companies to be measuring this. And people are looking for companies to have an impact and to do the right things.

Sandra

Last question: what do you think the future of the corporate real estate technology toolbox will look like?

Susan

I think that the toolbox, number one, is going to have something to help you analyze data. Data is king in all of this. And I think that the more we have the ability to collect data, the more data there is, the more there will be tools out there to help you make sense out of the data. I think that that’s really big.

I think the one single truth of data, one source of data, is going to be key. Whether it’s an IWMS as your source of data, or a data lake, or a data warehouse, I think that that’s going to be in the toolbox. I don’t think you’re going to have 39 or 40 point solutions that you’re managing. But you’re going to be having an open platform that you can pull data in and out of.

I think mobile apps that really allow your life to be incredibly easy are going to be important. I can even imagine, I walk into an office and my mobile app tells me where to sit based on what I’ve been doing for the last three months. I don’t have to look around, it’s going to tell me what my options are. It’s going to be smart.

I think the workplace is going to be digitized, and I think that those tools that allow you to do that are going to be core and central. I think capturing environmental and sustainable information is going to be key. I think that those are it. It sounds really exciting, doesn’t it?

Sandra

It does. As a final thought, I had a thought on the weekend about how in the past, companies were fighting for the competitive advantage, and how were they surfacing their uniqueness in the marketplace. But it almost feels like we’re at a turning point, where that competitive advantage is more about how well you collaborate with other companies. It’s not necessarily just being the sole provider, it’s about how well you work with other companies so that together, you can do something really great. That’s what is emerging, it feels like to me. Especially in the technology world, there is not one technology solution that solves virtually every problem, and that’s why, if technology is what’s going to drive the success of the future, the need for technology to work together is going to be key.

Susan

I’ll throw another piece out there: I wouldn’t be surprised if a new IWMS solution emerges. If the solutions aren’t really thinking about what we’re talking about today—being open, digitizing, smart buildings, etc.—somebody’s going to come up with a new cool version of getting this one source of data lens into your portfolio so you can make decisions. I wouldn’t be surprised to see that, with all the money being poured into PropTech. They’re saying the next two years are going to be the heaviest investment in PropTech.

Looking at the market, I think being curious is really critical for anybody in our industry. I think when you’re curious, you’re going to be open to possibility. We’re talking today on February 1, but we could have this conversation again in six months and see what it looks like.

The other thing too, and I can’t emphasize it enough, is that it’s time for stakeholders to sit back and make some decisions about what they want, and think about where they want to all be, and get in agreement. Because there’s so much out there, there’s so much noise, and the sales teams are pounding on your door, and when they’re compelling, you want to buy. Really figure out where you want to go, and what you want to do, and why you need the data, and how you need the data. And work the data piece into it. I think is so important. I don’t think we can emphasize that enough.

The other piece we didn’t talk about today is trust.  You asked questions about security and privacy, and I think about people working from anywhere. How do we build environments of trust?  We all have to trust each other in a very different way. We have to trust that the data we’re getting is OK, and that we’re not overstepping a line, and we have to trust our employees and hear them about what they want and what they need. We have to trust our managers to use everything in the right way and to be there for us. I know at Spiers Consulting we’re actually putting a whole workshop together on trust, and I was thinking about even our conversation today, trust is so big, to enable any of this to work.

Sandra

Absolutely, I think that’s at the core of all of this, whether it’s technology, process, how business operates, how employees feel, that’s the one thing that connects us all, ensuring that we’re working in a trusting environment and that we’re all working towards a positive change in terms of how we work and how we live. That’s really what it comes down to.

Well, this has been fun, thank you again for your time today, it’s always fun talking to you, we could have a whole other episode on many other topics, which I’m sure we will in the not-too-distant future!

Thank you, again.

Susan

Thank you for asking me, and happy to do another one with you soon! It was really fun. Thanks, Sandra.

About the Author

Sandra Panara, Director of Workspace Insights

Sandra has both a deep and wide understanding of Corporate Real Estate and Technology. With over 25 years hands-on experience she is able to apply non-traditional approaches to extract deep learning from the most unsuspecting places in order to drive strategy. She has developed an appreciation for always challenging the status quo to provoke and encourage new ways of thinking that drive continuous improvement and innovation. Sandra believes square pegs can fit into round holes and that the real ‘misfits’ are those environments that fail to adapt. Her expertise ranges broadly from CRE Portfolio Research, Analytics & Insights, Workforce Planning, Space & Occupancy Planning & Workplace Strategy.

Let’s Get Real Episode 16: How Real Estate and Tech Work Together

Discussions on the Workplace and Corporate Real Estate Podcast

Written by Sandra Panara, Director of Workspace Insights

Some of the highlights of the show include:

  • The intersection of real estate and tech
  • The founding of Real Innovation Academy
  • Buildings are a standalone business, making it difficult to make big strategic moves
  • Corporate real estate management is focused on efficiency
  • Does occupancy as a KPI matter anymore?
  • Offices matter less than ever, but they also matter more than ever
  • Real estate as a service
  • What do employees need to be as effective as possible?
  • How do I create an office building that has 70%+ occupancy and 70%+ satisfaction?
  • How to measure workplace productivity
  • There’s no single answer on the future of real estate
  • To create a great workplace, you need to consider 6 different industries
  • The future of work is not obvious
  • Crypto will impact real estate – but not in the way we think

If you liked today’s show, check out more episodes of the Let’s Get Real Podcast! This podcast is available on iTunes, Spotify and Google Podcasts.

Transcript

Sandra

Hey everyone, welcome to Let’s Get Real with Sandra and Friends, a workplace consortium podcast brought to you by Relogix. I’m excited to be sharing conversational musings about current events and how we envision the ever-changing world of work. I’m Sandra Panara, Director of Workplace Insights at Relogix. With 25 years of hands-on experience, I help value engineer global workplace portfolios and employee experiences by aligning workplace analytics with corporate real estate needs.

Have any questions, comments, or suggestions for future podcasts? Please drop me a line at [email protected].

This week, I’d like to welcome my two guests, Dror Poleg and Antony Slumbers, who are both co-founders of the Real Innovation Academy.

Dror is also the author of “Rethinking Real Estate”, and the founder of Hype-Free Crypto. Dror explores the impact of technology on where and how people live, work, and socialize. His insights have been featured in the New York Times, the Wall Street Journal, Financial Times, NBC, the Times of London, and beyond. Dror regularly briefs, advises, and teaches senior executives from multi-billion-dollar companies such as UBS, Bank of America, HSBC, AvalonBay Communities, and others.

Antony advises the boards of commercial real estate institutions, developers, and professional services companies on the impact of new technologies on the real estate industry, and the opportunities this brings, from how technology is changing the nature of demand to the changes that will come about in the nature of supply, operations, and business models. Currently, Antony is highly focused on Space-as-a-Service and Artificial Intelligence, the two trends that he believes will have the greatest impact on the market in the next few years.

Sandra

Thanks for joining me today, I really appreciate both of you coming online. Funnily enough, I was really nervous this morning. I don’t know why, I’ve done so many of these podcasts in the past year, and I was like, [gasp] Dror and Antony are going to be on, and I was so nervous!

Antony

It’s Dror, he’s very scary! All good, it’s a sunny day, it’s nice!

Sandra

Why don’t we kick this off by you both introducing yourself? Dror, would you like to go first?

Dror

Sure! So, I’m the author of “Rethinking Real Estate”, which is a book about the future of real estate, published just before COVID. It highlights a lot of the trends that we saw intensifying or becoming completely clear over the last couple of years, particularly the office itself becoming an optional thing for a lot of companies; the preference for more and more companies to hire from a global talent pool rather than a specific area or even multiple specific areas; the growing convergence between housing and hospitality and people staying for months in Airbnbs or people sharing apartments or renting them flexibly as hotels; as well as other interesting changes in the world of retail and industrial.

These days my main focus is teaching online. I’m teaching a course together with Antony about the future of real estate, training people from the largest companies in the space on all sorts of frameworks, case studies, and ways to think about change. The idea is for them to come up with their own ideas and resist barriers to change and innovation within their own organizations.

I also teach a course about crypto, which is more reasonable than it sounds. It’s called Hype-Free Crypto, and I’m basically trying to introduce crypto people to more reasonable approaches to using their knowledge in actual industries and solving real problems, and introducing people from other industries to how crypto may be useful to them in some narrow cases.

Sandra

Great! Antony?

Antony

My background goes back a long way, I was actually working in PropTech probably a decade and a half before the word even existed. I started my first PropTech company in, believe it or not, 1995, and have since then gone in and out of five different companies, writing software primarily for property managers running large office buildings. The software handled things like business management systems and tenants’ engagement systems, which we were doing years before tenant engagement was a thing. So, I’ve always worked within real estate but always from the technology side.

And then over the last few years, I’ve done a lot more writing and speaking, and then a couple of years ago, started the Real Innovation Academy with Dror.

Sandra

That’s fantastic, thank you for that! That’s interesting, I got introduced to Dror when I saw your book, which came through my LinkedIn feed and I was said to myself, oh, what’s this? I read it, we connected on LinkedIn, and I was fascinated by your approach and thinking about corporate real estate. That’s how I learned about your Real Innovation Academy, which I think started about a year ago, right?

Dror

Two years ago, already!

Sandra

Wow, ok!

Dror

It coincided with COVID. We started thinking of the idea and mulling it over for a year before COVID, but then when COVID started, we decided it was a great time to start it. We were both suddenly home with nothing better to do, and also everyone is now going to think about these things and are going to feel them in their bones and be terrified about what’s going to happen to real estate.

Sandra

For sure, the timing couldn’t have been better. Dror, thinking about your book, “Rethinking Real Estate”, what inspired you to actually write it? 

Dror

So, a bit like Antony, I was dealing with the intersection of real estate and tech for a long time. In my case, it was more from the real estate side. I was a developer in China of all places, building shopping malls and office buildings and apartments. Particularly with the shopping malls, technology was always on our minds. We had to install sensors, manage traffic, and install much more complex systems than you’d have in a normal residential or even office building. We had to think like a consumer brand because we had to both work with other brands that lived in our mall, and we had to market the mall itself. So, we didn’t think only about our tenants, but we thought about our tenants’ customers and how our tenants can make themselves more attractive.

I think in the retail development process to begin with, there’s a lot of what the rest of real estate needs to know, in the future. So, consumer thinking, the use of technology more intensively, involvement in the turnover of your customer on a daily or monthly basis, rather than, “come see me in ten years and we’ll renew your lease”.

Then about seven years ago, I tried to escape from the real estate world and founded a start-up that was a location-based social network, an app that allows you to find friends nearby. And the only people that were interested were real estate people, so they dragged me back and said ok, let’s use this for our multifamily projects or a coworking space or sporting venue or for a university campus, to let people interact with people nearby or basically engage our audience.

And as I started looking at that, I realized that that’s not the business I want to build. I’m not interested in just being a SaaS provider to real estate people, God forbid. There are other people to sell to that are nicer in the world, real estate people are so tough and demanding [laughter]. But I realize there’s a big story there about tech and real estate that has really broad implications and affects every aspect of the assets themselves, but also the nature of the assets as financial products. Like the assumptions about how stable their income is, and how thick should the management layer be, and all sorts of things that I thought institutional investors should know about. And when I look backwards, I figured ok, I actually know a lot about this because I’ve been dealing with real estate and tech for a long time, even though like Antony, I never thought about it in those terms and never called it PropTech.

And the more I researched the more I found stuff that I thought people should know, and at some point I said, ok, I have so much information here, I just have to write a book about it because it doesn’t look like anyone else will.

Sandra

That’s a really great story. I was always fascinated by the perspectives that you bring forward, just reading even some of your blog posts around real estate. It’s one of those things where it’s not necessarily focused on just the landlord side—there’s also elements from a tenant’s side, so it’s a nice balance between the two. When you think about PropTech, CRE PropTech specifically, it’s usually very landlord-specific, and it’s not so much about the tenant. Whereas in our world, we’re very much about the tenant and trying to elevate the tenant and their knowledge and giving them information so that they can make appropriate decisions. And what we’re seeing is those two worlds coming together.

That leads me to my next question which is about the Real Innovation Academy, which I actually had the pleasure and privilege of attending. Antony, maybe you can tell us a little bit about the Real Innovation Academy and its purpose?

Antony

It’s kind of an interesting background, actually. Dror and I met over Twitter, the best place to meet smart people, several years ago. And we’d come from different directions and basically ended up in the same place, and we were thinking about what needs to happen. This was 2019, and we started thinking: the fundamental problem is that real estate people don’t know anything about tech and tech people don’t know anything about real estate. And they don’t understand each other’s worlds and incentives and dynamics and the forces behind the real estate industry and the technology industry. What matters to tech, and what matters to real estate. And both Dror and I had been writing and speaking on these for quite a long time.

So that was the starting point, finding real estate people who wanted to know about tech, and tech people who wanted to know about real estate. Which by default, targeted it towards, we like to think, the most interesting people in real estate. Because the real estate people that are thinking about this, and the tech people that are thinking about that, are all by default the people who are looking to innovate in real estate to somewhere new.

And they also have a sense of practicality—to be interested in both sides means you understand that this is a big beast. And big beasts do take time to move. But when they do move, you can’t stop them. They just keep going. So, we weren’t really sure who it would attract. We thought to start with, it would attract people who read our stuff. But what’s actually transpired is there is a breadth of backgrounds of the people that have done the course. We’ve got people from 48 countries, every continent apart from Antarctica—that’s the only place we haven’t got anyone from.

Dror

We’re working on it!

Antony

We found that we’ve had people who are in their early 20s, just starting in the industry, up to main board directors of some of the biggest real estate companies in the world, but we’ve also had brokers, we’ve had flex operators, we’ve had designers, we’ve had all manner of different people. And I think what we try to do is give people an understanding of the technology that they need to know, the dynamics of the real estate industry—a lot of the problem tech people are having is selling into the real estate industry. They try and sell it to the wrong person at the wrong time, and with the wrong incentives. Dror’s stuff on this in the course is excellent, I learned a tonne. But the importance of understanding the motivations of your customer become very clear.

And then there’s also a bit about thinking like a tech person—understanding networks and ecosystems and platforms and build-measure-learn and iteration and things never ever being finished and understanding the customer and value propositions. We do quite a lot of that.

One of the people in our first course, a chap from Hong Kong, said—this is a really weird course. It’s a third real estate, a third tech, and a third a baby-MBA. But I think that’s good. And it’s aimed at people who really are taking a business approach to real estate. You have to understand these dynamics.

What we’re fundamentally trying to do is create a network of the most interesting people in real estate around the world, and hope to catalyze relationships and networks and new ways of thinking, new products, new services, new ways of financing—really, all the interesting stuff to counter the argument that “real estate’s staid, what are you going to do with it.” We take the approach that people spend 90% of their time indoors, inside real estate. So, whether offices are going up or down or retail’s going up or down, it really shouldn’t matter to a real estate person because they’re still going to be in real estate. If you understand what people want, what they need, then build it for them. It’s been an incredibly interesting journey to date.

Sandra

That’s really interesting. The thing that really interests me is thinking about how slow real estate has been to adapt and change. We’ve been talking about flexible work since I started in CRE, which was over 25 years ago. I think the biggest “aha” for me was I went to an IFMA (International Facilities Management Association) show just shortly after joining Relogix, and I was talking to would-be customers who were still talking about the same things that we were talking about 25 years ago. I couldn’t help but think, what’s happening? Why are we still talking about the same thing? Obviously, I understand that real estate is very iterative because a lot of companies follow trends, there’s a number of different forces that are driving whether you use real estate or not, but it’s always baffled me how slow real estate has been to adopt change. They’re very entrenched in traditions. What do you think the reason for that is?

Dror

Where do I begin! I think the overarching umbrella for all of this is some sort of monopoly mindset—the mindset that we don’t have to change. The mindset that, even if we’re acknowledging that all sorts of things are changing on the demand side, this is none of our business. It’s our tenants’ business, it’s our service providers’ business, it’s the brokers’ business, and we’re just here to build a building and whoever needs to sell it or to make it comfortable for others—let them do that. That’s not our problem.

I think this type of monopoly mindset was reasonable for the last 100, 150 years. Because companies needed to be in the center of cities and cities only became more important, even with the rise of the Internet in the last 30 years. So, landlords were reinforced in that mindset. They said, there’s all these theories about remote work and about people being able to ship things more quickly and communicate better, but based on what we’ve seen, they just need our buildings more than ever before and they want to be in them. Rent is high, why should I change? And of course, none of that is true anymore. Now landlords are starting to really feel the effect of the Internet, with the help of COVID.

I think underneath that, there’s a lot of structural reasons why it’s so hard for real estate companies to change.

One is because they’re real estate companies. Most big real estate projects in the world are either held by REITs or by private equity funds—in both cases, these are financial organizations that have a very narrow mandate: to own physical assets. They’re not allowed to go and build some amazing technology platform or go and build some amazing service brand or go and hire all sorts of people to decide what other people want to eat for breakfast or what they want to wear and what kind of temperature is their favourite. You know, we’ve seen in the hotel industry that we had to develop separate companies with separate investors and separate mandates in order to provide these kinds of softer layers on top of the assets, to build those brands and provide those services.

Second, even within those companies, it’s very hard for them to think strategically and to act strategically because real estate companies themselves are very fragmented. If you look at a big private equity fund, I don’t need to mention any names, but let’s say a big one that owns 1000 buildings, in theory. When you look at it from the outside, you say, oh wow, this is the landlord that owns 1000 buildings. So, if they decide tomorrow to have a green roof on each of them in order to become more sustainable, that’s going to be amazing for the world.

But it’s not really a matter of decision for them, because each of their holdings are divided probably into 10 different funds, each fund managed by different people, each fund has a different life span, so they have to sell buildings at different points in time, and the people who run them have their own incentives for bonuses for specific buildings that are sold. Each building probably has another partner entity which is a different financial entity that this entity doesn’t have control over. Each building probably has one mortgage and probably another layer of debt that is controlled by another party. Each building is managed by some property manager which is usually a third party, which might be a different one for each building.

So if the CEO of said private equity decides to go and change all of those buildings tomorrow, he has to now go and convince 5000 different stakeholders with different financial incentives, including people within his own organizations, to now forfeit profit that they can make this year in order to serve some goal that might be profitable in 5 years, or in order to serve some goal that is not profitable at all but aligns with interests that are important for the broader company but not that specific building.

Ultimately, because every specific building is like a standalone business, it becomes difficult to make these big strategic moves. A tenant like Microsoft can say, all our offices will become sustainable tomorrow because we’re deciding to install something. But the landlord cannot do that in most cases, at least not at scale.

Similarly, there are a lot of other structural reasons why it’s so difficult to push things, to make change—even if you wanted change, let alone if you don’t want or if you don’t care about it. And then there’s more of the usual suspects—it’s a relatively older industry, a relatively male-dominated, relatively less diverse industry, and most of the people who are there usually went through the same type of training and have the same type of history. So, it just doesn’t have the type of vibrance that you have in the most vibrant organizations in the world today.

If you look even at tech companies, even though they’re called tech, a product team in a tech company can have a behavioural scientist and a designer and a psychologist and a programmer—people who study completely different things and came from completely different worlds. These are the ones that are creating the best products in the world. And in the real estate industry, we just don’t have that kind of mix.

So, the little that Antony and I are trying to contribute is: to pull people towards those blind spots and structural barriers and try to alleviate them; give voice and power to more diverse people; for the people that are already in there, to give them a broader perspective and understanding of the need for a broader perspective; and to give them some knowledge that they can use to either be effective, or at least to become a little humbler and make room for other ideas and other people.

Sandra

One of the things that has always been troubling to me, which I made a post about a while ago, was about the fact that from a tenant perspective, corporate real estate management has always been highly focused on efficiency and effectiveness, which seems kind of paradoxical right now. In the past, corporate real estate has been a bit of a wasteland, where that opportunity to reduce space really hasn’t been a priority. And I’ve never really understood that, especially when you consider the fact that the cost of real estate is the second highest cost that a company incurs next to labour. It kind of makes you wonder, why doesn’t it matter? When you’re managing costs in the business, you’re either driving revenues or reducing costs. And ultimately if you’re reducing costs, you’re increasing your profit.

So, why is it ok to just continuously spend on real estate when there’s information that’s pointing you to understand that space is not being used? I would like to hear your thoughts on the question, does occupancy as a KPI matter anymore? Occupancy meaning people coming into offices, considering the fact that we’re almost 2 years into working out of the office, you’ve got a tonne of buildings, companies have just suddenly realized that maybe we don’t need as much real estate. There’s a lot of conversation around knowing occupancy but it kind of feels like it doesn’t really matter anymore, or that measuring that doesn’t matter anymore.

Antony

I think the paradox is that offices matter less than ever, but they also matter more than ever. Much, much more than ever. You mentioned that people used to be very concerned about efficiency and effectiveness. I’d say they were only ever really concerned about efficiency. They were thinking about occupancy—how many people can we notionally get in this space? And they somehow completely ignored the fact that actually, half the time people weren’t there anyway.

The elephant in the room of the office market is that offices historically have been incredibly inefficient and ineffective. They just have not been enabling people to be productive. What I think has happened over the last 2 years, firstly, is that everyone has realized that, funny enough, remote working by and large works. People didn’t really think that before, or at least a certain type didn’t think that before. Of course, we’ve now realized it does. But we’ve also realized what doesn’t work.

I think what’s going to happen in the office market is that the cheap end of the market is going to be fine, because there are always people who just need cheap space, just keep the rain off my head. The top end of the market, and I think this is probably the top 30%, maybe up to 40% of the market, is completely going to change in tone and is absolutely going to become a service industry. People are going to go to offices for deliberate purposes and to do very specific things. And offices are actually going to turn from knowing nothing about what’s happening inside them to everything that’s happening inside them.

The whole point is, Antony is in the office, I’m paying him a lot of money, how do I ensure he’s as productive as possible? What does he need, has he got the right space, the right environmental conditions, has he got the right tools, etc. etc. and everything’s going to move from being about a productive workforce. There’s this line that no company wants an office, they want a productive workforce. So how do we enable our people, and from a landlord’s point of view, how do we enable our customers’ people to be as efficient, happy, healthy and productive as they can be? Because if you want to get the most out of the most expensive input in your business, you’ve got to make your people happy and you’ve got to make them healthy, and then they will be productive.

There are so many paradoxes going on in the world now, that to actually do the hard Adam Smith thing of getting the most output from your people, you need to do the fluffy stuff. You need to make them happy and keep them healthy and then they will be productive. I think offices are going to turn into tools to enable people to be happy, healthy, and productive. And that’s going to be their job. What’s the job of this office? It is to make the people inside of it as happy, healthy, and productive as possible. So, I’m going to need to understand the wants, needs, and desires of the people in this space so much more than before, to enable me to provide them with exactly what they want.

It’s a very “luxury” mindset. How do you get the most out of someone? Give them everything they want and need in a framework that incentivizes them to do their best.

Regarding occupancy, the trick is going to be that offices historically ran at about 50% occupancy, even less. There are the famous data point surveys, which has now done 900,000 individual employee surveys, and they asked the question, does your workplace enable you to be productive? And I think at the moment, it’s something around 57% say yes. So, 40-odd percent of people in offices say that their workplace does not enable them to be productive. That’s such a massive fail. And 50% occupancy is a massive fail.

The question is going to be, how do I create an office building that has 70%+ occupancy and 70%+ satisfaction? And then think, what’s the value of an office building that can offer 70/70 against 50/50? I think the paradox again is going to be that the best buildings for the best operators are going to generate more revenue than they’ve ever done before. As I say, the bottom will be alright, and the middle is just going to completely fall out. Because if the office I’m going to genuinely does not give me anything better than I can get without going there, what’s the point of going? And from the finance director’s point of view, what’s the point of paying for it?

A lot of companies are going to have to pay attention to giving their people great space. Or they’re going to have to say, no, we’re not going to do that, let’s go completely remote, and build our businesses like that. There are the oddities, I’m thinking of the Goldman Sachs of the world as the oddities—they pay people so much money they can say, “be in” and they have to be in. Otherwise, people are not going to go back and you’re going to have a huge amount of obsolete space. But the best space is going to be fantastic.

So, if you’re lucky enough to work for an employer who seriously cares about making you happy and healthy, you know that in the background they’re trying to make you productive as well, but that’s great. Happy and healthy will do, and then I’ll do my bit.

Sandra

You talk a lot about productivity, and I’m not surprised because productivity is something that we’ve been talking about for a long time. It’s one of those things that’s fascinating to me, because we’ve never really been able to measure productivity. We talk about it, but there really isn’t a concrete way of measuring productivity. It’s so subjective. You can provide the best space, be in the best location, offer flexibility and all kinds of stuff, but at the end of the day, what makes someone productive is whether or not they actually feel productive and there are so many factors that play into that. Do you think that productivity will become a new KPI for businesses going forward, and actually figuring out how to measure productivity?

Antony

Can I jump in there? This is my hobbyhorse: I think you can measure productivity. But you have to measure productivity through the lens of what we, as real estate people, can affect. We cannot make a bad company good. We cannot make a rotten culture a good culture. And rule number 1, if you’re running a company, is have a good culture. First thing.

What we can do is enable people to be as productive as possible in terms of their cognitive function. For Antony to perform at his best, he needs to be in an environment where the CO2 is right, the noise and lighting is right, the air quality is good, and then boom—he might work for a rubbish company with a rubbish culture, but in terms of cognitive function, this space has enabled him to be as good as he can be, given all the other variables.

I think that’s the way real estate has to look at it. How do we provide space that enables people to operate at their maximum cognitive capability? Because that’s what we can control. And we know that if we have bad air quality or poor lighting, too much noise, too little noise, we know it trashes cognitive function. There’s a report in my Twitter feed today of someone that had correlated air quality with the competence of a chess player. And the result is it has an amazing impact! If you put the chess player in a badly ventilated space with poor air quality, they’re not as good a chess player!

So, if we stick to really fixating on the part of the equation that we can impact, then absolutely, you can have a huge difference. If you come to my brand, you know I’m going to put your employees in the right space that enables them to be as good as they can be. Go to their space and tell me: do they tell you what the air quality is? Do they guarantee the environmental conditions? No. I will do that for you. I can’t make your business better, but I can enable your people to be as good as they can be.

Dror

To expand what Antony said, to offer them the best possible office for them to do whatever it is that they have to do—is actually not a single office. It increasingly means empowering them to access a network of different locations or different rooms that are specialized for whatever specific task they’re trying to do. Because sometimes they’re trying to focus, sometimes they need access to tools to do a podcast or edit video, sometimes they’re trying to impress a client, or run an amazing meeting. Each of those requires a different space that is optimized for it.

Which is another thing—landlords tend to think about the space as a single thing that you’re giving the tenant, but more and more businesses want to empower their employees to have access to whatever it is they need at the moment in order to be amazing. And enabling that access ultimately is a different business, I think, from just saying, we’re building a space and renting it out.

Sandra

It’s funny, I was talking to a couple of people in the brokerage space about the conversation around this change, in terms of the amenities and leaning more towards sort of the hospitality model, where buildings are not just about segmented tenant space, but are instead about opening up that space so that you can have a similar experience to when you go into a hotel and have access to all spaces, even though you have your own room to stay in. What are your thoughts on that? Do you think that’s enough? Is it the amenity part? Is it the hospitality feeling, the concierge, and being almost waited on hand and foot when you walk into a building, that brings people back?

Dror

No—I think a lot of that is landlords running towards what they already know how to do and trying to do more of it, bigger, better, and faster. Let’s add more marble, more elevators, more space. It’s going to work in some cases, it’s going to convince certain tenants, but that’s not the answer.

It’s a bit like if McDonalds is seeing people talking about new diets or concerned about heart disease or interested in having better nutrition and saying, ok, let’s do an even bigger burger! You’re just doubling down on what you’ve always been doing. So again, for some customers, they might be excited and say oh wow, now I’m getting half a pound more of beef, but those other new and growing groups of customers want something completely different.

I think the biggest answer to whatever question you have about the future of real estate is that there is no single answer. We’re moving from an industry where there was a clear idea of what we’re supposed to do as landlords, a clear middle, one size fits all. Most landlords have tried to figure out what the new one size fits all is, so we can just go on doing that and not have to think again for the next 20 years. The answer is, that thing doesn’t exist anymore.

If we go back to the hotel industry analogy, the hotel of the future is not a Marriott or a Hilton or a W, it’s 50 different things, depending on who you’re trying to target, at what point, and sometimes at what point in the same day. It might be the same person in different situations that have different tasks they’re trying to achieve. It’s a much more dynamic business. You have to make decisions that involve trade-offs—I only cater to these people, which means I’m now not attractive to 90% of the rest of the market. But for the 10% I am targeting, I’m going to be amazing.

This is the opposite of what real estate has been doing until now. We have elevator music in office buildings, and elevator music is basically synonymous with something that has no character, is bland, doesn’t offend anyone, and in real estate that has been a feature. Our building is for everyone, we build it the same way, and we don’t care if you’re an adverting agency or law firm or a bank, we’ll just give you that box and you do whatever you want with it.

The landlords themselves now need to start making those decisions to about who their building is for. What do they care about? Maybe they care about the marble, maybe they don’t. Maybe they just want stairs and a room for dogs or maybe they want a gym or childcare—each group wants something completely different. And even within the same company, probably, there are groups of people that want different things, which is why a network is probably the solution for the future, and not a landlord trying to figure out what everyone on earth is going to want at any given moment. Far better-equipped entities than landlords have not managed to figure out a magic thing that works for everyone all the time.

I think ultimately, that’s why it means that landlords now have all these responsibilities and things to figure out, and most of them will realize that they can’t figure them out and that they have to outsource them and partner with other entities that are better at that. And they will partner with different entities for different projects as they see fit. Just like they partner with hotel brands. One building might be really good for young people who are backpacking and want to share a room. And another building is really good for wealthy families that are coming to Manhattan for the first time for a weekend. And the landlord could be the same for all buildings, but he cannot be the operator for all the buildings if he wants to be competitive.

We’ll see the same thing in office and multi-family and even in industrial, and other things that were considered boring until recently. But now they require you to be more and more specialized. And even if they wanted to, and most landlords want to, I don’t think they’ll be able to become as specialized as necessary, in most cases.

Antony

This is the absolutely critical point, isn’t it? The fundamental change in the industry, which is something we bang on about in the course so much, is that real estate used to be a product industry. It used to be about building something, selling it, or leasing it. It’s not a service company. Now, instead of selling someone a product, it’s about delivering them a service.

Dror

And delivering it to a consumer as well, not to an entity that has 1000 employees.

Antony

Exactly, and that’s what makes it so incredibly interesting at the moment, because to succeed, you’re going to have to understand either your existing customer, or the customer you’re aiming to attract at a really granular level. If you look at the really great brands, particularly the really great luxury brands, they know so much about their customer, they understand what makes them tick, what they need, what it is they desire, and real estate is going to become like that. That’s why you’re going to get much, much better real estate. If I were working in fashion, and there’s a developer who’s developing spaces for people in the fashion industry, it’s going to be better than what anyone else has ever produced, because it’s absolutely going to be designed around the things we do.

Another thing we go on about in the course is Clayton Christensen’s “Jobs to be Done”. It’s about understanding what it is that this product or service is delivering to the person, what is it they’re trying to achieve. That’s why it’s so interesting and it’s also going to make the industry so much more inclusive and diverse, because we’re going to need a whole new set of skills within the real estate companies, to be able to deliver these services. I used to say, an office takes 6 different industries: real estate, the data industry, an IOT and networking, workplace, hospitality, and HR. But these are six industries that really do not talk to each other. You write about this brilliantly all the time. To create a great workplace, you need the input of all of them.

The great real estate company of the future is either going to have all that inside, or is going to build a network where they’re the sum, and they’re going to build a network of suppliers who work very, very closely with them across all those different inputs. That’s completely different, but vastly more interesting.

Another thing that keeps coming up in the course: we ask people on the course if you were giving the commencement speech at a prestigious university, what would you say to graduates to convince them to come into real estate? And the thing that comes back, very noticeably last year, was they all said, it’s diversity, it’s important, it’s impact, it’s our place in the world. So much is mediated through real estate. The software industry pats itself on the back all the time, saying, we’re going to change the world. But real estate can really change the world. Real estate people can really change the experiences of people. You can’t change the world as easily as software, in the sense that you can’t cater to the whole world…but you can cater for an awful lot of people, and you can improve the lives of an awful lot of people. That’s a great, inspiring thing.

Sandra

It’s certainly a big ship to turn.

Anton

It’s turning though!

Dror

Even the mindset changes make such a big difference. You don’t need to re-build all the buildings in the world. If anything, you need to not rebuild all the buildings in the world! Just having that consumer mindset of saying, ok, I actually need to care about the people in the buildings, they are my customers now, I need to get to know them. I always give the example that every time I have a birthday, I get 50 emails from all sorts of companies whose websites I visited once or bought something from. And they’re trying to make the most of every piece of information that they have about me, to appeal to me and think about what would make me happy and willing to spend.

Now I’m not a renter anymore, but when I was a renter in Manhattan, you can spend almost $100,000 a year on rent that goes to your landlord. And this entity didn’t even wish me a happy birthday, they don’t know who I am, they don’t want me to know who they are, because they’re probably hiding behind three different LLCs—what kind of business is this? [laughter] I’m paying you so much money, don’t you want to know something about me or try to leverage our relationship? You know when I came in, when I walked out, who visited me, what I ordered. There’s so much you know about me and you’re not doing anything with it. I’m almost offended, you know! We’re annoyed when Facebook tracks us, and I’m offended when my landlord doesn’t know anything about me!

Antony

I think we have to approach it like the joke about how you eat an elephant: one bite at a time. If you approach the real estate problem as, how do I change real estate? You won’t see change. But if you approach it that I can build X for my customer-base, there’s probably 20 to 30% of the market that would agree with 90% of what we say in the course. And 70% would go, I’m just not interested, I’m going to send a rent check at the right time. But that 30% in such a big market is still big. You don’t need all the market.

Sandra

Very true. The future of work is not obvious. We talk about the wider acceptance of hybrid, work from home, work from anywhere, coworking—they’re not new. I’m trying to think about what’s next, and it feels like it’s so much bigger than we can imagine.

Recently, there was a company that announced a people-counter solution that’s bridging crypto with traditional business. I wanted to get your take on this and whether businesses should be paying attention to crypto, DOAs, NFTs, and all this stuff. To me, it feels gimmicky, but it’s way over my head and I don’t really understand that space. So, I wanted to get your perspectives on how you can bridge those two worlds together.

Dror

Sure—I think the project you’re referring to is a people counter that they’re incentivizing people to install in different places and compensate them with tokens. They then collect this data about occupancy and traffic. They’re building on a model that a few others have used before with hardware and crypto, mostly in terms of installing Wi-Fi hotspots or LongFi hotspots, to try to create networks where you incentivize people to install different things and to maintain some sort of public good.

I have to say, in this case, I don’t love this idea, because you’re infringing on peoples’ privacy and maybe not always letting all the relevant entities know that you’re collecting this information. You’re kind of incentivizing cowboys to go and collect data on other people without letting them know.

More broadly, I think crypto is really, really important. It’s an important thing to understand, just like the Internet was important to understand in the mid 90s. It also means it’s just like the Internet back then, in the sense that most of the names and topics and uses that we’re seeing now are probably not going to survive. They’ll have to mature and turn into other things.

When it comes to real estate, I’ve seen the same monopolistic instinct pop up when real estate people think about crypto. They’re mostly interested in those very real-estate-y angles, like, can I raise more money with this? Can I tokenize my building? Can I incentivize people to install some piece of hardware in the building so I can collect something about my tenant without letting them know about it?

While I think crypto will have a huge impact on real state, most of that impact will not come from the obvious real estate directions. It will come from how it affects the nature of work itself, the way other organizations work, the way people collaborate—which in effect will impact the demand for offices or demand for flexible housing and other things like that. And they will create all sorts of new marketing methods and again, new ways to market consumer products that are relevant for anyone who’s trying to market something. Which is what real estate people should be thinking about, but again they’re not thinking so much about real marketing and how to engage with communities. They’re just thinking, what can I install in my building or how can I raise more money?

These are important questions, but not the ones that are going to lead you to understand something about the nature of demand and how it’s changing. It all sounds a little vague, because it’s a huge topic.

Sandra

To me, it’s one of those things where, when I first read the article, I thought, this could be interesting regarding privacy. Could that technology be used to allow individuals to control when and how much information they share, where you get compensated for sharing your location, in a sort of reversal? That was where my mind went initially, rather than business or real estate or whoever taking advantage of collecting information and them making money off our information.

But then it sort of makes you wonder, is the whole crypto NFT space something that is meant to keep us honest? In my understanding, that’s sort of how it’s being presented, because of traceability. Or is there that element of someone ultimately being able to take control, some entity that obviously is decentralized. Is there someone else that’s controlling that, and you think it’s a good thing, but potentially there could be some fallout as a result?

Dror

So, crypto making people honest is not something I’ve observed! As a theoretical promise and premise, I think yes, the idea of decentralization is really interesting, but ultimately, even those decentralized networks, even if they’re governed by a community and not by some tyrant, the way the community itself is governed is a huge question. We’re seeing now a lot of experimentation in that space, which is why it’s so exciting.

It’s a lot like what we see in our own politics with democracy. Is democracy a good thing, does it always lead to the best outcome? As Churchill said, it’s the best outcome after you’ve tried all the other ones. It’s bad, but all the other ones are worse.

We might have a similar situation with crypto, where ultimately this kind of shared governance might be valuable but it’s definitely not going to be as ideal as a lot of people imagine. It’s not going to be a magic thing where you say, ok, we’re going to collect a lot of data on people but instead of being owned by Facebook, it will be owned by a community. That sounds really cute, but then when you understand what a community is, it’s ultimately a group of people and some have more power than others just by sheer participation, not everyone is going to vote about every issue, and not everyone is going to understand every issue, not everyone is going to care as intensively about every issue. You have all these inefficiencies that ultimately will reach some equilibrium. It might be better than what we have today, but we shouldn’t use it as an excuse to do even worse things with technology with the assumption that they’ll be in the hands of a benevolent community.

Antony

I think that’s really interesting. The way I see it, it’s probably like arguing about Geocities and Decentraland. Decentraland is going to be the virtual world of everything, but it’s much more likely to be Geocities, which most people haven’t even heard of, but it was a huge thing back in the day. I don’t know whether we’re 2, 5, or 10 years away from things coming out but I think fundamentally, there’s a battle going on where I can completely buy in to the more hippie side of crypto, the idea that we don’t want the world to be run by six monster companies, and we should have more control over our identity, agency, and all that—completely. I get all that. But then I also see waged against that is the this almost alt-right, libertarian, smash the state, down with the dollar, don’t tax us, sod off, we run everything world, and they’re fighting.

I think fundamentally, what crypto’s going to end up needing is non-tech humans to get involved. It’s a bit like when Steve Jobs came back to Apple and that chap stood up and accused him, and said what are you doing here, you know nothing about tech. Jobs sat there for about 20 seconds, fuming, and then he made that wonderful 5-minute talk about starting with the customer, and working back to the technology. You have to think about what it is we can do to make our customers’ life better, and then work back to the technology. I think so much of what could happen with crypto could be fantastic, but it needs a lot of input from the non-Peter Thiel types. And it could do with an awful lot more women in there. That would be good.

Dror

Women, and apes!

Antony

Exactly. The art is absolutely terrible. To be honest, it’s a topic that drives me mad and takes up far too much of my bandwidth, but I desperately want to make sure I’m not the bloke who got the Internet really early and then dissed on crypto when it really was important. So, we shall see.

Sandra

Well, thank you to both of you, this has been really fun and very informative. I really appreciate your time and your insights!

Dror

Our pleasure, Sandra.

Sandra

Take care, bye!

About the Author

Sandra Panara, Director of Workspace Insights

Sandra has both a deep and wide understanding of Corporate Real Estate and Technology. With over 25 years hands-on experience she is able to apply non-traditional approaches to extract deep learning from the most unsuspecting places in order to drive strategy. She has developed an appreciation for always challenging the status quo to provoke and encourage new ways of thinking that drive continuous improvement and innovation. Sandra believes square pegs can fit into round holes and that the real ‘misfits’ are those environments that fail to adapt. Her expertise ranges broadly from CRE Portfolio Research, Analytics & Insights, Workforce Planning, Space & Occupancy Planning & Workplace Strategy.

Using Workplace Technology to Make Employees Feel Safe

Written by Simone Fenton-Jarvis, Workplace Consultancy Director

These days, organizations are scrambling to plan a safe return to the office. Without a single source of truth on the best methods, some are focusing on quick fixes: acrylic screens, tape, signage, and hand sanitizer. Just how safe will employees feel, arriving at a workplace that looks like a crime scene?

On the flip side, forward-looking organizations are seeing a chance to re-imagine how they work with technology. The right tech can not only ensure a safe return to work, but also change the way we work into the future.

high volume touch points in your office list

With the pandemic, in came discussions about how to handle bottlenecks and high touch points:

  • Reception areas
  • Push plates
  • Speed lanes
  • Elevators
  • Narrow corridors
  • Bathrooms
  • Water coolers
  • Printers
  • Coffee machines
  • Canteen spaces
  • Breakout spaces
  • Unassigned desks
  • Meeting rooms

But there’s a difference between being safe and feeling safe. Workplace safety refers to physical safety, yes. But there’s also psychological, social, emotional, moral, and health safety. Technology has a massive part to play in making sure employees are and feel safe, once back in the workplace.

What Are Other Organisations Doing?

Some types of technology that can create a safe return are:

  • People Analytics
  • Cloud Computing
  • AI
  • Contact Tracing
  • Phone Apps
  • Smart Lockers
  • Air Quality
  • Hygiene
  • Virtual Assistants
  • Thermal Imaging Cameras
  • Visitor Management Systems
  • Access Control
  • Desk Booking
  • Meeting Room Booking
  • Wayfinding
  • Digital Signage
  • Occupancy Sensors
  • Insights Dashboards
  • Building Management Systems
  • Asset Tracking
  • 3D printing
Types of workplace technology to enable a safe return-to-office checklist image, Relogix

The most popular technologies so far have been visitor management, desk booking, and occupancy sensors. Visitor management systems are getting people in and out of buildings safely and efficiently by automating the entire process—some systems even integrate temperature checks.

Some countries declared that the pandemic meant the end of hotdesking. Others went crazy for desk-booking systems that assigned desks, got them sanitized between uses, and even set up contact tracing.

These new ways of working led to lots of talk of portfolio rationalization. Organizations set out to better understand how employees were using their workspaces. Some jumped straight to occupancy sensors; others declared they’d rationalize spaces using data from the desk-booking systems.

What To Watch Out For:

A word of caution: desk-booking systems without occupancy sensors only show what people intend to do. If we reflect and are honest with ourselves, we can all admit that our intentions don’t always play out into reality. Remember the days of packing a gym kit for a post-work session, only to end up heading straight home to slump in front of Netflix? Did you ever pack a salad before your colleagues tempted you out for lunch? Remember booking nights out with friends, weeks in advance, only to pray they would cancel? You get the drift. These days, people wake up in the morning with a choice of where they work, how they work and who they work with. This means the data simply won’t show how reality differed from their intentions when they booked the spaces a week earlier.

Desk-booking systems without occupancy sensors only show what people intent to do...quote Relogix

Another wrench to throw into the mix is getting people to actually use these technologies. Would you book a table at your favorite restaurant a week in advance if you knew they always had more than enough seats for everyone? Where larger office spaces don’t see a lot of use, people will just turn up on the day and beach towel their favorite spaces.

For desk-booking to be actually used as intended, the workplace has to have some supply and demand tension—the right number of the right spaces of the right size. The space also has to be prepped for people to do their most efficient work, have the right tech available, and the right co-workers present. Hey, it could even be as simple as—it’s sunny outside, and your employee wants to stay at home and work from the garden. This is our new reality, and to cater to it, we need to make decisions based on data.

Insights > Data

It’s not that there’s not enough data, or that in the future there won’t be enough. The problem is making sure that data is usable and readable by the right people at the right time. No one managing space has the time or mental bandwidth to crunch numbers. They want answers—insights, ready and waiting. This is where Conexus fits in.

Into the Future

Despite the awful situation the pandemic has put us in, there are still things to be thankful for. The spotlight on our essential workers, random acts of kindness, community spirit, and our climate is an important reminder: it’s not things and places that make us happy. It’s the people around us.

We all use technologies to make our lives easier. It’s time we fully embraced workplace technologies in the same way. But they do have to be the right technologies for the right reasons.

Just how prepared are we to embrace the ‘Digital Upgrade’ cited by the Institute of Workplace and Facilities Management (IWFM) report?

As you plan your organization’s return to work, people should be at the start, middle, and end of your thoughts. The best way to do this is to embrace the right technology for the right reasons. This will make sure your people are safe and feel safe. It’ll make sure that, as we move into the future, your workplace portfolio is driven by data that comes from a single source of truth.

About the Author

Colour headshot image of Simone Fenton-Jarvis, Workplace Consultancy Director, Relogix
Simone Fenton-Jarvis, Workplace Consultancy Director

Simone is a workplace thought-leader who’s passionate about creating human-centric workplaces. She strives to build a world where companies become the vehicle for people and societies to flourish and make the planet a better place. Simone hones in on the employee experience and the impact on organisational performance along with data insights to deliver change and business improvement in culture, space, process, and technology.

Integrate Data and Discover New Opportunities in Your CRE Strategy

Written by Sandra Panara, Director of Workspace Insights

How we fit the traditional office into our lives will continue to change as organizations, individuals, and families adapt to new norms. SMART technology captures our movements round-the-clock, including where we are and what we do. The behavioral patterns identified are then translated into personalized recommendations that aim to enhance our day-to-day routine.

Data collection within an organization is occurring, but not always through SMART technologies. Systems like security access controls and Wi-Fi for example, capture employee information ‘as it happens’. Other systems like a room reservation or calendar system capture employee intent. By observing these independent data sources together, we can confirm the opportunities for successful change.

Here’s the best kept secret: Organizational data can be connected (and integrated) with different and unrelated data from other systems, which can be internal or external to the organization. Simply stated, connected data fills in the blanks and brings clarity.

When data is connected, it seamlessly ‘collaborates’ with other linked data, creating never-before-seen context that uncovers new opportunities to pursue and which are highly relevant to the organization. Rather than turning to external benchmarking studies, which is a common practice in Corporate Real Estate (CRE), integrated data is foundational for internal benchmarking because it provides context. While the ownership and original purpose of both the systems and their respective data outputs remain constant, the practice of sharing outputs creates a new ‘pool’ of data. Often referred to as a data warehouse, this data pool stores valuable consolidated information that others in the organization can use for new purposes.

For example, on its own, CRE might use current daily security badging data to observe that the daily occupancy right now is trending at 15-20%. If that badging data were integrated with HR data, patterns observed to identify from which business units, job functions, age groups, tenure groups and even commuting patterns would drastically improve understanding the new workforce target market and the new purpose of the office. It is this level of detail which truly enables effective planning to support the future needs of the workforce.

The Need for The Continuous Feed

Data captured in real time serves ‘just in time’ responsiveness facilitating better workplace experiences. When data is connected, it’s updated according to the intervals of time used to capture it, ensuring that opportunities and recommendations that surface are relevant. This is significant for CRE teams, since often, workplace analytics become obsolete almost as soon as the data is captured because they represent only a moment in time.

However, real time data ages and transforms into historical data. When there’s enough historical data available, it often becomes statistically significant. As such, organizations can use this new historical data to begin to explore anomalies, to assess how their workplace related behaviors are changing, including where, and why.

Knowing how many people are in a building or on a floor and precisely for which building, or floor is a common use case. However deeper insights about the changing purpose of the office, for example, require added context, which can be effectively achieved through data integrations. The value of integrated data is uncovering those measurable critical factors that are foundational for implementing and managing change successfully.

A continuous data feed supports the timeliness of response that allows for immediate course correction to ensure optimal performance in any service-driven organization.

Data Is Power – If You Know How to Use It

For CRE, workplace analytics almost always presented significant opportunities to reduce and/or optimize space. While cost savings has forever been a foundational driver, there are newer emerging considerations for re-purposing space that increase both revenue and brand equity. Long term leases with no ‘out clauses’ shouldn’t discount the importance of knowing what the opportunities are.

While traditionally, CRE has consulted data to craft their strategies to solve known problems, deeper learning is possible using Artificial Intelligence and Machine Learning techniques to explore patterns. This is a game changer.

Where before, unused space might have been stranded, sitting abandoned and idle, new never-before-seen insights that are aligned with corporate values, objectives and goals have the potential to open new doors to converting those spaces into revenue generating machines.

Data integrations are the roadmap to success for CRE because they inform the changes required to ensure optimal user experiences.

They enable workplace optimization by understanding the intricacies of people, place, process, and technology first-hand, thereby elevating the role of real estate professionals to new heights. Work has left the building and as a result, workplace strategy as we know it, will need to change. Where once the objective was to deliver great spaces to work, the objective now will be to deliver alternative safe, healthy, timely, productive, and personalized experiences.

The analysis of linked data surfaces unique behavioral insights that support the big picture. It’s organizational storytelling — uncovering the ‘why’ for the much-needed change.

A Real-World Application of Data Integrations

A current example of how data integrations can be used today is when an organization is trying to determine who can be flexible as offices consider re-opening.

HR, for example, might be exploring opportunities to identify users that would be ideal for flexible work by assessing which job functions could be performed outside the office. While the job function itself might be an indicator, there are other factors that influence the success of a flexible work program.

From the organization’s perspective, this includes technology infrastructure, hardware and software provisions, and any regulatory compliance rules that must be adhered to for confidentiality and security reasons.

For employees, their individual and familial situations will continue to play a large part in their preference of ‘in office’ vs. ‘out of office’ work.

To guide the decision-making process, an organization could survey their employees to understand preferences. They could also look at accessible demographics to make some assumptions and then blend outcomes with their own internal assessment to support decisions that yield the best results for both the organization and employees.

However, when technology is used to integrate data, the added value of using Machine Learning and Artificial Intelligence automates relevant recommendations based on observed complicated patterns in the data. Achieving such insights would be extremely difficult, if not impossible, to replicate through manual assessment. Additionally, assessment via automation can be continuously responsive to accommodate employees as circumstances change in a timely and incremental manner, rather than being approached as a change management initiative, often causing major business disruption.

Conexus Workplace Analytics & Insights – The Only Workplace Strategy Tool You’ll Need

Data literacy is lagging in most CRE organizations. Integrations that are critical to surface the right workplace analytics to inform strategy requires a continual balance of technical, analytical, and contextual expertise. It’s not common for internal teams to have this complementary skill set. It also demands significant effort and budget to accomplish internally, and there’s no guarantee of success.

The automation of data blending is possible with pre-built pipelines. Conexus by Relogix, is a workplace analytics and insights platform that seamlessly integrates your existing data so you can focus on what matters most – making timely and informed workplace related decisions to improve the effectiveness of your workforce.

Conexus performs the heavy lifting, so you don’t have to. Our solution is 100% scalable. You decide how much or how little data you share and iterate as many times as necessary to successfully right-size and optimize your workplace. Start capitalizing on the value of what your data has to offer within days, not months. Use the insights you’ll uncover to help you define your corporate DNA, which aims to understand the intersection of your people, places, and technology to inform and prioritize the right planning initiatives related to your real estate needs.

Click here to read more about Conexus and about how our solution solves your biggest data challenges.

About the Author

Image of a lady in a dark blue shirt with blonde hair
Sandra Panara, Director of Workspace Insights

Sandra is known for her deep understanding of Corporate Real Estate and Technology. With over 25 years hands-on experience in North America and the UK with RBC, Purolator, The Coca Cola Company and more. Sandra applies non-traditional approaches to extract deep learning from the most unsuspecting places in order to drive strategy. She has developed an appreciation for always challenging the status quo to provoke and encourage new ways of thinking that drive continuous improvement and innovation. Sandra believes square pegs can fit into round holes and that the real ‘misfits’ are environments that fail to adapt. Her expertise ranges broadly from CRE Portfolio analysis & Insights, Workforce Planning, Strategy Development to Space & Occupancy Planning.

Improve Workplace Performance With IoT Technology

Written by Andrew Millar, CEO & Founder

My weight is always perfect for my height — which varies.

Sylvia, by Nicole Hollander

It is difficult to consistently meet objectives when one or more factors are changing over time.

This is the place many workplace strategists find themselves when trying to design flexible workspace for an agile workforce.

In our last article, we looked at how user experience data helps determine success or failure in workplace design using the recent open office controversy as an illustration. Without stretching the technology metaphor too far, the emergence of flexible workspace is similar to another computing precedent the conversion to cloud computing. But unlike open office, understanding this transformation offers space planners significant economies and unexpected returns.

In the early days of enterprise computing, system performance was based on dedicated resources. Host computers were configured for single, discrete applications like invoicing, payroll or sales.

This resulted in costly over-builds and under-utilized facilities.

Companies like Google, Amazon and Salesforce disrupted enterprise computing when they determined shared infrastructure and resources across multiple applications would predictably service variable demand while maximizing utilization. Cloud computing became a reality.

Sound familiar? It should.

Dedicated workplace design based on individual departmental profiles creates similar issues with facility utilization. Flexible workplace is a relatively new concept in commercial real estate that follows similar principles as cloud computing: shared, unassigned workspace ensures supply for variable demand while increasing utilization.

Given the apparent similarities, what can we learn from cloud computing that will improve opportunity for successful transformation to Flexible Workplace?

Elastic Supply Meets Agile Demand

Workplace design used to be based on a number of measurable constants.

All employees were full time and worked the same business hours in the same place with the same colleagues. With few exceptions, all employees were expected to spend most of the business day in their office or cubicle.

From a demand profile, occupancy would predictably go from 0% to 100% in less than an hour in the morning and back to zero at the end of the day. The few shared facilities, mostly meeting rooms, were simple to forecast based on ratios derived from the uniform demand profile.

Today, each of these factors has become variable, with volatility increasing over time.

Employees are mobile and untethered to a specific space or location. Communications, applications and data, even work product, has become accessible from anywhere.

The new phenomenon of agile workforce means talent and skills can be applied on-demand. The ability to attract and retain talent depends on the ability to design space that meets these changing requirements.

Proliferation Of New Space Types Adds New Dimension

Variable demand on workspace is exacerbated by the increase in the types of space designed into today’s workplace.

Employees who are digital natives now demand greater choice in order to better match work flow, increase collaboration and maintain work-life balance. Departments are giving way to cross-functional success teams, e.g.: product management, application development or customer response.

Size of shared space is decreasing as remote employees meet virtually across regions and team size shrinks in response. New types of space are introduced for wellness, privacy and amenities.

Flexible Workplace Brings Unexpected Benefit

Cloud computing was originally about cost control. Shared facilities meant shared cost across multiple entities.

While this was an early driver, unexpected benefits soon began to present themselves. Simplified management, load balancing, decreased maintenance, improved access and cross-platform interoperability soon eclipsed cost reduction as a business driver.

Although not planned, increased flexibility meant innovation was easier to test and implement.

When workplace strategists transform space into a shared facility, they are in effect optimizing their space for new process and experiences that bring top line benefits.

Management and maintenance become much simpler, employee productivity and engagement increases. New amenities may present themselves that make the workplace more responsive to employee needs, decreasing absenteeism and improving retention.

A good example of new innovation may be workplace policy management.

Space planners are able to ‘program’ their space to respond to changing demand maybe by opening new spaces in a different wing or floor once occupancy thresholds are exceeded thereby influencing employee behaviour (where they go to get a seat) along policy guidelines.

Employees may now be able to self-select and self-manage their private and team spaces and report on satisfaction in real time. Collaborative or meeting spaces may be assigned just-in-time instead of weeks in advance, enabling fluid team assimilation and dissemination across sites, cities, even global regions.

Space may be dynamically assigned from day-to-day, reducing maintenance and energy costs, as occupancy is mapped non-disruptively around facility management projects or repairs that can now be managed during the day.

Managing Transformation

The key is data.

Cloud computing became viable when engineers were able to rapidly recognize and respond to changes in demand by increasing processing power, storage or bandwidth.

Workplace digitization provides the means to better understand ambient changes in space/time based on response to changing business demand from employees.

Without data, facilities must be over-built to create sufficient buffer to respond to peak occupancy without affecting business continuity. With data, tolerances become much more precise, and new options present themselves for peak management; saving costs and improving outcomes.

In the beginning, Flexible Workspace is driven by shared economies, but the destination embraces change in a way that forms a flexible foundation for innovation in facility management and employee experience. The result is that the enterprise can now flex significant muscle in workplace performance and effectiveness.

About the Author

Colour headshot image of Andrew Millar, Chief Executive Officer, Relogix
Andrew Millar, CEO & Founder

Andrew’s mission is to turn data into valuable outcomes. With over 20 years as a Corporate Real Estate solutions and insights provider, Relogix founder and CRE veteran, Andrew Millar, recognized the need for technology geared to the CRE industry. He founded Relogix to create solutions to help organizations evolve their workspace and get high quality data to drive strategic decision making. Andrew believes that the key to evolving workspace and strategic planning lies in data science. Just like the workplace, data science is progressive: it is a journey of perpetual discovery, refinement, and adaptation. Andrew has developed proprietary sensor technology and workspace analytics platforms with the needs of corporate real estate in mind – technology created for CRE professionals by CRE professionals.

5 Things You Need To Understand About Sensor Evaluations

Written by Andrew Millar, CEO & Founder

Understanding how and when to deploy sensor technology will save time and money.

Many workplace executives will make decisions around changing workplace trends that affect millions of dollars of capital and operating expense with little – if any – empirical data on workplace performance.

Perhaps you have wondered how well your workplace performs as a function of employee engagement and believe sensors are the solution, but don’t know exactly where to start.

The objective of this article is to address 5 key considerations (plus one bonus!) that workplace strategists should take into account before choosing the best sensor solution for their workplace.

Begin With The End In Mind

Before you choose the right sensor, you need to consider the benefit or use case.

Many people think big data alone presents sufficient insight, once deployed, to generate return on investment. The truth is, there are different sensors for different use cases and not every sensor is purposebuilt for each use case. Some sensors are more general purpose and fit a wide variety of use cases. 

Avoid being enamored by technology and focus on fit-for-purposeCheck with your sensor vendor on use cases and expected returns as part of your investment decision. 

Keep It Simple

Once you have identified your use case, seek the most effective technology solution.

Occupancy sensor systems involve many moving parts and the adage that you are only as strong as your weakest link applies here. Hidden costs, like ceiling mount configuration, WiFi connectivity, or data integration may end up costing more than the project itself. Additional insurance, security compliance, or installation specialists add cost and delay that could sink your project budget.

A good complexity litmus test is whether or not you could do it yourself.

Establish Independence

A key aspect of simplicity is independence.

Many projects come to a grinding halt because of external dependencies. A common dependency is on enterprise IT networks for sensor connectivity and/or internet access.

To security specialists, WiFi connectivity becomes a potential exposure – requiring many months of threat and capacity testing. Another dependency is on building tradespeople for installation, or IT developers for data analytics – requiring weeks to months of advance scheduling – jeopardizing project due dates. The best sensor solution is one that is entirely independent.

A good test is whether or not the sensors can be installed and streaming data within hours.

Knowledge Is Power

Knowing the differences between sensor technology is helpful, but awareness between observation and occupancy data is more important.

Sensors typically observe behavior. They do not interpret results – which is where the valuable data and insights are found. How and where is raw sensor output processed? On premise? In the cloud? How is an occupancy assertion made? Is there a learning period? What policy control does the customer have? Can the data be filtered and/or visualized?

Interpreting sensor data and making accurate occupancy assertions is where the ‘magic’ (read: value) occurs.

If the data is not interpreted correctly, the results can be meaningless. You may end up thinking you have more (or less) available space than you actually have. This problem is exacerbated by multiple space types – since every workplace is unique. Data interpretation is not something you want to attempt on your own.

A good test here is to determine how much data your vendors processes per month – and in what formats (e.g. open API, analytics platform, etc.) that data can be provided

Expect Change And Be Flexible

There are always differences between the best floor plans or space lists – and reality.

Sensor relocation or reassignment is often the norm, not the exception. It is best to adopt the boy scout motto: “Be Prepared”. This becomes an issue if the sensor technology is not portable or needs field of view alignment.

Portability defines how easy it is to relocate sensors without requiring changes in infrastructure (e.g. power) or business disruption. A corollary is whether data is stored and can be reprocessed around changes?

Portability helps reduce costs as multiple locations can be staged (depending on use case) for rapid data collection and analytics.

(Bonus) Communicate Early And Often

No guideline would be complete without addressing the elephant in the room. Employees are prone to question “Are sensors tracking me?”

It may be tempting to try and hide sensors, perhaps overhead, in an attempt to avoid this issue, but you will be found out. The best solution is always transparency.

Sensors are meant to determine if the workplace is meeting employee needs in a new dynamic market. That is workplace performance not employee performance.

Measuring workplace performance is an open, collaborative, social effort where employees participate. Their behaviour, observed by sensors, informs space planners what workspaces are effective.

In order to ensure success, check to see if your vendor has a communications package that helps facilitate transparency.

We hope you find these guidelines helpful in your search for the right workplace sensors.

About the Author

Colour headshot image of Andrew Millar, Chief Executive Officer, Relogix
Andrew Millar, CEO & Founder

Andrew’s mission is to turn data into valuable outcomes. With over 20 years as a Corporate Real Estate solutions and insights provider, Relogix founder and CRE veteran, Andrew Millar, recognized the need for technology geared to the CRE industry. He founded Relogix to create solutions to help organizations evolve their workspace and get high quality data to drive strategic decision making. Andrew believes that the key to evolving workspace and strategic planning lies in data science. Just like the workplace, data science is progressive: it is a journey of perpetual discovery, refinement, and adaptation. Andrew has developed proprietary sensor technology and workspace analytics platforms with the needs of corporate real estate in mind – technology created for CRE professionals by CRE professionals.