A client found success maintaining data accuracy across a seven million square foot portfolio.
With a global portfolio of 160 buildings, 7.5 million square feet, and 40,000+ occupants, a client was struggling to maintain accurate occupancy data with the thousands of moves, adds, and changes constantly taking place.
The firm was experiencing a 62% desk churn rate—meaning there were over 25,000 desk moves per year across the organization. Walk audits were frequently needed to verify seating assignments, and there wasn’t a consistent way to request or complete moves.
Each site was operating independently, resulting in inconsistent and unreliable data. Redundant processes were commonplace.
To improve the process, we worked with the client to understand and streamline the move, add, change process. Roles were identified to support the portfolio structure—this included an admin as the “requester” and the site coordinator as the “completer.”
With the new process, tools for automation were introduced. Admins can now submit requests while site coordinators review and approve the requests. With moves in the queue, a move sheet can simply be exported and provided to the move team. After a move is complete, the site coordinator finalizes the request within Wisp—thus maintaining a current inventory of people and space data within the system.
This improved process has eliminated the need for dual entry of move requests, and communications have been streamlined with automatic e-mail notifications and move sheets. Most importantly, the process proactively keeps the data accurate.
Today, all locations and departments have been aligned to use the same processes. Consistency and accountability is achieved through monthly standing calls that keep key contributors in close communication to discuss challenges and solutions. The company now benefits from accurate reporting and significant time savings.
