An occupant needs to consolidate offices spread over a wide city area. Or perhaps the occupant needs to augment an existing assignment, or relocate to another space altogether. Maybe the occupant wants to expand, which will displace a neighboring tenant in the process.
You might be planning a major renovation to create specialized, technology-intensive space, or an entirely new construction. Although these and similar situations require different combinations of individual tasks, the overall process remains the same. Whether a space delivery project is 2,000 square feet or 200,000, the process of delivering space involves six basic phases. The larger the project, the more elaborate the steps within each phase will be.
Phase 1: Defining the Need
- Each phase affects all the others that follow it. Consequently, Phase 1 has the most pervasive effect on the outcome of the occupied space. Also called space programming, this phase requires the tenant or occupant to furnish the following information to develop a space requirements program:
- line-by-line listings and graphic descriptions of each workspace
- a summary of needed building features
- a list of critical features open for negotiation
Even if a space planner prepares the actual package, the occupant must provide this information. Most facility management departments employ or retain design professionals to provide technical assistance to occupant personnel. These professionals can assist occupants with completing forms, defining the nature of the space problems to be solved, and translating the occupant’s needs into a plan of action for the facility management group.
The occupant must provide the required data as early as possible. Defining the requirements early pays off handsomely by saving both time and money. The urgency and importance of this task cannot be overstated.
Phase 2: Planning the Solution
- Phase 2 develops the best strategy for meeting the need. The occupant must decide whether to occupy existing corporately owned space, lease new space, or construct new space. This decision may entail large-scale housing plan considerations that reflect the needs of several occupant groups, or strategic facilities plans beyond the scope of the project at hand.
Phase 3: Acquiring the Space
- Phase 3 can be the lengthiest phase, particularly if the occupant opts to lease new space during Phase 2. Leasing is a special form of contracting and is governed by a wide range of regulations and statutes. If the space is corporate owned or previously leased, and requires little or no contractual action, it can usually be delivered quickly. However, it is unusual to have unassigned space available.
Phase 4: Designing the Space
- Phase 4 translates needs into layouts of real space. At this point, the work begins to take shape, moving from the abstract form of the space requirements program to the more specific dimensions and locations of physical features illustrated on the floor plans. The larger the job, the greater the need to move beyond simple layouts to construction documents. This is because construction documents define, in technical terms, exactly how construction must be done. (For more details about construction documents, see the February 2003 article.) If Phase 1 or Phase 3 is delayed, or if occupancy dates are moved up, then this phase is likely to be cut short.
Phase 5: Constructing the Space
- Phase 5 involves any form of construction, repair, renovation, or alteration needed to physically construct and outfit the space to suit the needs of the occupant. Almost every building, even those already built, must have some sort of alteration. Taking space ‘as is’ (that is, as used by a previous tenant) is quite rare.
Phase 6: Occupying the Space
- Phase 6 includes more than moving in and getting the phones to work. There are several crucial legal consequences and a range of psychosocial adjustments that the end-users must make for the space to function as intended. In addition to this, consideration must be given to the relocation of computers, network printers, copiers, and servers. This equipment must be tested after it is moved to lessen critical downtime. Security may also be a significant issue if the existing system is being relocated. New systems may have to be commissioned and personnel trained on their use. Parking and access cards must be secured. Last, updated evacuation plans and training should be initiated.
After the move, attention must be paid to the constantly changing needs of the end-user. Thus, Phase 6 is never truly final. Facility management projects never end; they simply evolve as corporate needs change. The churn rate remains the most common force behind all strategic facilities planning.
Expediting Space Delivery
The following strategies can be employed to make the space delivery process a smooth one:
- Encourage occupants to explain their needs as early as possible. Ask them to obtain assistance when preparing of the space requirements data. If possible, use design professionals for this task.
- Inform the occupants that developing space requirements is a joint responsibility of the facility management department and the occupant.
- Acknowledge requests for needs, in writing, as soon as possible. This lets the occupant know you are aware of the need.
- Make the occupant aware of the cost of the space needs and the cost of any changes the occupant might make as the project develops.
Tasks and Deliverables
The specific tasks and deliverables for space delivery are never the same. Even so, projects generally follow the same six-phase process. The following list breaks down the phases. Considering all of the tasks in each phase together will help you understand the scope and magnitude of the work involved in each phase of the space delivery process.
Phase 1: Defining the Need
- space programming
- space requirements report or program
Phase 2: Planning the Solution
- time frames and lead times
- facilities strategy
- organizational change and space program accuracy
Phase 3: Acquiring the Space
- space plan test-fits
- preliminary project budget
- negotiation of tenant improvements
Phase 4: Designing the Space
- generating as-built drawings
- block allocation plans
- schematic layouts
- final space/furniture plan
- preliminary pricing plan
- construction documents
- interior design program
Phase 5: Constructing the Space
- compliance with building codes
- pre-bid meetings and bidding
- construction contract supervision
- punch, or deficiencies, list
Phase 6: Occupying the Space
- certification of occupancy
- furniture inventories and location plans
- fine-tuning
- post-occupancy survey
- project closeout
There’s plenty more to know about each of these steps. Next month, we’ll take a closer look at the tasks involved in Phase 1. Included will be a sample space programming survey and some useful reporting information.