Build your business case!
This template is designed to help you present the business case for a technology investment or a significant reshaping of company policy as part of your hybrid workplace strategy.
To gain internal buy-in and build champions in other departments focus on these key elements:
Internal Alignment �& Buy-in
Your Responsibilities
Understand & Communicate the Value of Digital Workplace Solutions
Cross-departmental collaboration is key to building your thriving digital workplace
What Benefits Does a Digital Workplace Solution �Bring to Your Organization?
Bring the physical office into the digital realm with Cloud + IoT Solutions that create a connected, integrated workplace experience.
Ideal Workplace Experiences
Exceptional, Healthy Workplaces
Right-Fit Real Estate Portfolios
Key Objectives for Digital Solutions
Promote workplace utilization
Achieve cost savings with data, automation, and flexibility
Optimize the real estate portfolio
Improve the employee experience
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Benefits of Flexible, Hybrid Work
Benefits to Employees
Benefits to Employers
Benefits of Hybrid Work + Digital Workplaces
The importance of tailoring your message to different teams
Real Estate is the second highest cost to most organizations (surpassed only by payroll), representing an immense opportunity for organizations to save money on operations and obtain competitive advantage in the marketplace.��Workplace technology has vastly different value to each department. We are here to help you be prepared to engage any team in an informed discussion of how technology can dramatically shape your organizations overall growth strategies!
How does the finance team benefit?
Reshaping Retention Strategy
It’s clear many employees appreciate the flexibility of WFH and the hybrid work environment. If organizations don’t maintain this strategy, it could negatively impact retention and cost the company irreplaceable dollars. According to The Society for Human Resource Management (SHRM), the cost to replace an employee can be upwards of six to nine months’ of their salary – which can be hundreds of thousands of dollars for more senior and mid-level employees. Having technology to manage the shift to a hybrid workplace model is critical to provide the best of in-office and at homework for employees, and getting a good handle on retention.��Reducing Costs�Corporate real estate is the second largest cost of all organizations, after employee payroll. To manage the cost of real estate going forward, organizations need to convert their workplaces into primarily “we spaces” as many can – and even prefer to – use their home offices as their “me space.” Workplace technology can provide organizations with the real-time data about workplace utilization to help transform their space into this hybrid model, significantly decreasing their real estate footprint. ��Strategic Data-Driven Decisions�When leases come due, or when deciding if you need to secure additional real estate, you first need to look into how your current space is being utilized. Workplace technology provides real-time data and analytics about space utilization and will provide finance leaders with the information they need to truly understand how much real estate they really need. Never miss a beat about how your business operations are performing so you can transform the data collected into a strategic business advantage. ��Mitigating Risk�Organizations need to follow CDC recommended guidelines and add safety protocols to their workplace strategy to avoid hefty fines. Workplace technology enables finance leaders to make the most informed decisions available – from analyzing space utilization for better forecasting on supplies to visitor management and health attestation solutions that comply with regulatory standards.
Capitalizing on Change: The Cost-Savings Benefit and ROI Potential in the Digital Workplace��CFOs Leverage Data-Driven Insights to Create Value & Manage Costs��The Office’s Mark Twain Moment��5 Workplace Metrics to Adopt Now��3 Costly CFO Concerns for Reopening
Key Resources for Finance
Key Resources for Finance
How does the facilities team benefit?
Optimize Operational Processes
Workplace technology can help facilities teams ensure operations are performing at the optimum level by providing accurate, real-time data. Easily understand and visualize the space you have, where people sit, and departmental utilization over time. Pinpoint under-performing areas across the business and turn tough challenges into operational efficiencies such as reducing occupancy, move, and maintenance costs.��Realize Cost Savings�With technology-driven operations, not only will you have the data needed to make the best decisions to optimize the real estate portfolio, you will also be able to control costs by creating highly efficient facility processes enterprise-wide. Further, leaders with real-time workplace data can confidently make complex decisions about floor plan design and workplace experience.
�Minimize Disruption with Strong Change Management�When you’re making decisions to drive the future success of your company, you need to be able to make changes with confidence. A workplace solution ensures everyone has the information they need to effect changes and helps you be prepared for any future, unplanned scenarios that come your way. ��Leverage Data to Drive Strategic Change�To future-proof your business and contribute to long-term success, you need real-time data and analytics to help guide your planning and decisions. Workplace solutions provide facilities teams with the information they need to drive strategic plans across the organization with objective occupancy data, visibility into facility performance, and a centralized location for all facility data.
Workplace Strategy – The Once and Future Higher Calling for FM��Why Facilities Management is a critical component of hybrid work�� 3 Smart Steps to Rightsize Your Workspace��The Top Five Benefits of a Visitor Management System��The Hybrid Workplace of the Future��Why IoT & Facility Management are Critical to Reducing Real Estate Costs��Hybrid Work Done Right
Key Resources for Facilities
Key Resources for Facilities
How does the real estate team benefit?
360-Degree View into Your Real Estate Environment
Real Estate teams need to have a pulse on how to adjust and adapt the workplace environment for optimal productivity and employee engagement. Workplace technology proves you with data and insights to identify and measure trends across building operations to drive overall portfolio performance.��Right-Size your Portfolio�Organizations must rethink and reinvent their real estate strategy to remain relevant with the new hybrid model. This new reality could mean a reduction in real estate, but for others it could be an increase or redistribution to meet changing work patterns. A workplace solution gives you real-time visibility into your space usage, and in turn will provide you with the support you need to make data-driven decisions to right-size your portfolio with confidence.��Strategic Change Management�Now more than ever we need to be prepared for the next unplanned scenario that comes our way. Workplace solutions provide real estate teams with the flexibility and data they need to empower them to make informed decisions and support the needs of their changing and agile workforce.��Maximize Real Estate Cost Savings� A hybrid workplace model means fewer employees use real estate assets on a given day. What’s not clear is how much or what type of space you need. Workplace technology gives you objective, granular data on utilization and can be aggregated with other organizational data sources, leading to actionable insights and well-informed portfolio and business decisions.
Leveraging Digital Workplace Solutions to Optimize Your Real Estate Portfolio for the Post-COVID-19 Workplace��The Office’s Mark Twain Moment��Right-Sizing Corporate Real Estate Portfolios��The Top Five Benefits of a Visitor Management System��Why IoT & Facility Management are Critical to Reducing Real Estate Costs��Drive Real Estate Decisions & Meet Employee Needs
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Key Resources for Real Estate
Key Resources for Real Estate
How does the HR team benefit?
Attracting & Retaining Talent
Employees have voiced their desire to continue working from home. In order to recruit, retain, and engage the best possible workforce, companies will need to be able to support flexibility in terms of where and when work is performed. Workplace technology enables organizations to easily manage a hybrid workplace model and creates a rich digital experience for employees that contributes to their performance and overall satisfaction.��Creating Cultures that Thrive�The office sets the tone for company culture and is directly tied to employee experience. Creating an employee-centric workplace where employees can do their best work will increase productivity, reduce turnover, and enhance well-being. Providing employees with the tools they need to easily connect and collaborate with one another, regardless of location, will streamline workflows and create a digital culture that exists along the physical office.
�Increasing Productivity & Reducing Business Expense�Workplace solutions enable leaders to discover how employees engage with the workspace, so you can design employee experiences and office environments that are uniquely suited to your workforce. Workplace solutions maximize engagement and productivity supporting organizational growth, while simultaneously right-sizing the portfolio footprint, regulating energy consumption, and reducing resource inefficiencies.��Employee Engagement and Experience�Today’s workforce is more mobile, flexible, and tech-savvy than ever before, and you need new tools to attract the best talent, drive performance, and control costs. Digital workplace solutions provide organizations with innovative solutions that deliver new levels of efficiency and productivity for your mobile, virtual, and traditional employees.
Top 4 Benefits of Adopting Flexible Work Strategies��The Hybrid Workplace of the Future�
5 Solutions to Improve the Hybrid Employee Experience��3 Ways to Simplify the Hybrid Workday
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Key Resources for HR
How does the IT team benefit?
Security & Privacy
Security is always a priority, but remote and hybrid work environments continue to introduce new challenges and complexities that most organizations have yet to reconcile. Partnering with an industry-leading technology vendor enables IT teams to deliver cloud and mobile solutions with ease and confidence.
�Lower Costs�SaaS infrastructure allows you to tap into the immense investments made by hosting companies in state-of-the-art hosting and security without any capital commitment or burden on your existing budget. This saves you dollars in server hardware, software, upgrades, and man-hours needed to run it all.�
Improved IT Efficiency
Most companies have limited IT resources already committed to providing services and expertise to multiple business units and supporting a variety of existing technologies. SaaS infrastructure removes the burden of upgrades and maintenance from IT teams. New releases are delivered automatically, and end users always have access to the latest version and the newest features.��Integrating Solutions Across the Organization�A critical component of any software is the ability to communicate with other applications. Having multiple systems that can synchronize will streamline and automate your processes, resulting in lower costs, better decisions, and an improved user experience. Technology providers with open APIs give you the ability to tap into different data sources to solve unique business challenges.
Adjusting to the New Security Demand in a Hybrid Work Environment ��From Green To Carbon Green: Creating A Hybrid Workplace Rooted In Sustainability��Top 5 Benefits of Being on the Cloud��Why IoT & Facility Management are Critical to Reducing Real Estate Costs��Building Bridges Between Facilities, HR, & IT
Key Resources for IT
Quantify Potential Savings
Quantify Potential Savings
Flexible Work
Move Management
Facility Maintenance
Lease Operations
Vacancy Reduction
Projected Annual Savings: $XX,XXX
Five Year Savings:
Ten Year Savings:
Lower Move Cost Savings: $XX,XXX
Fewer Moves Savings:
Total Value:
Total Maintenance Cost: $XX,XXX
Cost per SQ FT Reduction: X%
Total Savings:
Total Cost of Leased SQ FT: $XX,XXX
Savings through Improved Visibility: X%
Total Savings:
SQ FT Reduction:
Cost Per SQ FT: X%
Total Savings:
Share Case Studies
Customer Success
JLL
CHALLENGES
SOLUTIONS
BUSINESS RESULTS
“Out of all the vendors considered, FM:Systems was the only provider that could support our immediate needs, with the added flexibility to grow and respond to new workplace needs going forward.”
- Brandon Briggs
Senior Vice President of �JLL Technologies
This healthcare company chose FMS:Workplace for its capacity to manage Space, Assets, Move, and Strategic Planning allowing any employee across the organization to quickly have access to important data
Customer Success
Healthcare Company
CHALLENGES
SOLUTIONS
BUSINESS RESULTS
"We estimate a cost savings of $10M in just one region, because we had easy access to real-time space occupancy data"
- Facilities Space Planner
With the implementation of FMS:Workplace, BCBSMA was able to leverage space more strategically, communicate more efficiently, and plan to ensure they continue to meet and exceed corporate expectations
Customer Success
Blue Cross Blue Shield of Massachusetts
CHALLENGES
SOLUTIONS
BUSINESS RESULTS
Customer Success
Cumbria County Council
CHALLENGES
SOLUTIONS
BUSINESS RESULTS
“We now have level of detail that we didn't have before about how certain teams interact with a particular building. What we have found is that some teams are utilizing a building 65-75% of the time while other teams are only utilizing it 20-30% of the time"
- Allan Harty, Assistant Director,
Cumbria County Council
Managing Change
Develop Your Communication Strategy
Every organization has their own unique communication channels and strategies. When it comes to communicating a new scheduling solution or a transition to a hybrid workplace, there are a few key things to keep in mind. The following suggestions can be adapted according to the scope of your rollout and your target audience.
First Communication
Initial announcement of the roll-out, including benefits to employees. This communication should include:
Be sure to communicate that there is no action required at this time. This first communication is specifically intended to create awareness about the implementation and coming changes.
What the project is
Why it's happening
When it goes into effect
Benefits to the employees
Benefits to the company
Where it's happening
(if not the entire organization)
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Second Communication
This communication should reference the first: “in my last communication dated XX/YY, I introduced an exciting new space reservation solution that we are preparing to launch in the coming weeks.”
This communication should re-iterate key benefits and include a date for go-live. Include any relevant FAQs and instructions on who to contact with questions (managers, internal help desk, etc).
Third Communication
The third and final communication should be an upbeat announcement of the launch with all the necessary details for accessing the system.
Thank you
Get started on your hybrid workplace strategy today