Why this moment matters

• Tell me briefly what triggered your decision to review office space now.
• When does your next major lease expiration occur? Options: Within 6 months, 6 to 12 months, 12 to 18 months, 18 to 36 months, Longer than 36 months
• Who will need to sign off on any capital spend to change the portfolio? Options: CFO or finance committee, CHRO or people leader, VP of Corporate Real Estate, CEO or executive sponsor, Board/Trustees, Other
• How many buildings or sites are in scope for this initiative? Options: 1, 2 to 3, 4 to 10, 11 to 50, More than 50
• Describe the one outcome leadership would celebrate as success in the first 12 months.

The single strategic driver that will move the needle

• If you had to pick one strategic driver that would make leadership greenlight a portfolio change immediately, which would it be? Options: Reduce real estate cost per FTE, Accelerate hybrid collaboration, Consolidate after merger, Support growth or contraction plans, Improve employee retention and culture, ESG or space efficiency targets, Other
• How is your headcount plan changing over the next 24 months? Options: Growing significantly, Growing modestly, Stable, Declining modestly, Declining significantly, Not yet decided
• Which organizational KPI will your CFO treat as the single levers for approval (pick one)? Options: Cost per FTE, Average occupancy rate, Utilization hours per workstation, Real estate spend as percent of revenue, Employee retention/attrition, Other
• Who in your organization typically raises the alarm when occupancy forecasts are wrong, and what is their first action? Options: Real estate team - request review, Finance - pause approvals, HR - start staff engagement, IT/security - investigate data, Business unit leader - escalate to execs, Other
• List the space types leadership considers non-negotiable today (private offices, dedicated desks, large conference rooms, etc.). Options: Private offices, Assigned desks, Large boardrooms, Focus rooms, Team neighborhoods, Cafe/amenity space, Other

Where occupancy assumptions break and the risk lives

• Identify the single occupancy assumption that, if proven false, would make you stop the project immediately.
• Tell me about the data sources you currently use to estimate occupancy, and which you trust most.
• Count the distinct datasets you have that tie to person-level movement, such as badge records, calendar logs, or desk sensors. Options: 0, 1, 2, 3, 4 or more
• When was the last time you validated those datasets against employee survey responses or manual headcounts? Options: Within 3 months, 3 to 12 months, 12 to 24 months, More than 24 months, Never
• What downstream problems occur when occupancy is overestimated by roughly 20 percent (cost, space mismatch, employee friction)?

The alternatives on the table and why they might hold

• What alternative solution would you choose today if you had to skip external help? Options: Do nothing and extend existing leases, In-house facilities-led redesign, Incumbent consultant or architect, Landlord-provided fit-out, Buy a data platform and run internally, Other
• Select the type of incumbent or partner you have engaged most recently about this problem. Options: National workplace consultancy, Local architecture firm, In-house facilities team, HR or change consultant, Data analytics vendor, Landlord consultant, No external discussions yet
• List the conditions under which you would keep your current approach rather than change (data quality, cost, internal capability, timing). Options: Data quality is proven, Cost of change exceeds savings, Insufficient internal capacity, Leadership preference to avoid change, Legal or tenant constraints, Other
• Has anyone inside proposed solving this without an outside partner? Options: Yes, fully internal, Yes, internal with contractors, No internal proposal, Unsure
• If you stayed with the incumbent, what new evidence or timeline would make you switch to a different partner?

Who matters, who resists, and how decisions will be made

• Name the person on your team who will present the occupancy case to the CFO, and which single metric will they use?
• List the stakeholders who must be involved in pilot acceptance decisions, and indicate who holds final veto. Options: CFO/Finance, CHRO/People, VP Real Estate, Legal, IT/Security, Business unit leader, Union/Employee representatives, Other
• Rank or pick the top two criteria you will use to evaluate proposals: cost, utilization confidence, employee adoption, speed to deploy. Options: Cost, Utilization confidence, Employee adoption, Speed to deploy, Minimum disruption, Vendor references
• Identify the single operational obstacle that would block approval even if the pilot meets targets.
• Assuming the pilot meets the agreed utilization target, name the one remaining barrier that would prevent signing within seven days.

Pilot design, evidence that convinces finance, and failure modes

• Specify the acceptance metric from a pilot that would convince finance to release funds. Options: Average workstation utilization, Ratio of peak to average occupancy, Employee adoption rate, Cost per usable workstation, Other
• Describe the pilot boundary you prefer: single floor, neighborhood, entire building, or cross-site. Options: Single floor, Single neighborhood within a floor, Entire building, Cross-site sample, Other
• Select the data sources you expect to provide for pilot analysis. Options: Badge access logs, Occupancy sensors, Wi-Fi or network connection logs, Meeting room calendar exports, HR headcount and org data, Employee survey responses, Other
• Please indicate the maximum pilot monitoring window that still meets your internal decision deadlines. Options: 2 weeks, 4 weeks, 6 to 8 weeks, 3 months, More than 3 months
• Choose how you would respond if badge data proved unavailable during the pilot. Options: Pause and resolve badge access, Proceed with sensors only, Continue with limited analysis and note caveat, Stop the pilot, Unsure

Operational readiness: systems, access, and gating constraints

• Please list the systems or approvals that would block deployment if not in place by kickoff.
• Do you have existing badge vendor or sensor provider contracts we would need to integrate with? Options: Yes, contract with API access, Yes, contract but no API, No existing vendor, Unsure
• Provide the team or role that controls API and integration access inside your organization. Options: IT infrastructure, Workplace technology team, Facilities, Security operations, Third-party integrator, Other
• Rate the cleanliness of your historical occupancy data for analysis. Options: Ready to use, Partially cleaned, usable with effort, Requires significant cleaning, Fragmented and difficult to use, No historical data available
• Are there any legal, union, or privacy approvals that could stop us from collecting badge or sensor data? Options: Yes, major blockers, Yes, manageable with process, No known blockers, Unsure and need to check

Timeline, budget holder, and the decisive move to rollout

• Assuming pilot targets are met, what would accelerate your signature to within two weeks? Options: Pre-approved budget line, Executive sponsor endorsement, Legal templates ready, Clear adoption plan and owners, Nothing would accelerate that quickly
• On what timeline do you need the first neighborhood live? Options: Within 3 months, 3 to 6 months, 6 to 9 months, 9 to 12 months, Longer than 12 months
• Specify the budget holder and approval threshold for the pilot.
• Name the decision or meeting that moves this effort from pilot to full rollout. Options: Finance investment committee, Executive steering committee, CHRO/CFO joint decision, Board or trustees, Other
• Given the pilot hits targets but adoption lags, indicate whether you would proceed, delay for change management, or cancel. Options: Proceed as planned, Delay rollout for adoption work, Cancel the rollout, Undecided
• Please provide the name and role of the person to schedule the pilot scoping meeting with.

• Solution Experience Session

• Confirm the current state and its cost
• You confirm the current state and accept the described cost and risk as the core urgency for this project.
• Deliver a tailored pilot analysis comparing your current occupancy model to the measured pilot results within five business days.
• You confirm that the pilot findings either validate or invalidate the key occupancy assumptions that drive the capital decision.
• Review pilot findings and what they proved
• Provide badge-data extract and sensor logs for the pilot floors covering the past 12 months within three business days.
• Map analytics to outcomes
• You agree on the specific evidence and acceptance metrics needed to present a defensible case to the CFO and move toward mutual commit.
• Confirm the two pilot floors and the stakeholder list who will approve acceptance criteria within three business days.
• Validate this maps to your needs
• Agree next evidence to reach mutual commit

• Solution Experience Session
• Solution Experience Deck
• Solution Brief

• meeting
• slides
• document

• Install and Calibrate Occupancy Sensor Network
• Integrate Badge Access Feed and Anonymize Data
• Deploy Utilization Analytics Dashboard and Exports
• Deliver Permit-Ready Construction Documents
• Execute Pilot Floor Fit-Out and Furniture Installation
• Furnish Activity-Based Neighborhoods (FF&E Install)
• Install Collaboration AV and Hybrid Meeting Systems
• Update CAD/BIM Models with As-Built Layouts
• Execute Post-Occupancy Monitoring for Pilot Period
• Run Employee Change Workshops and Manager Training
• Deliver Neighborhood Usage Playbooks and Policies
• Coordinate IT Power and Data Cabling Relocation

Install and Calibrate Occupancy Sensor Network

• Which pilot floors or zones should receive occupancy sensors (refer to your as-built CAD floor names)? Options: Single pilot floor, Two adjacent floors, Specific zones only (open plan, meeting clusters), Multiple buildings
• How many individual workstations and collaboration spaces exist on the selected pilot floor(s) per your latest CAD count? Options: Less than 100, 100-300, 301-600, More than 600
• Do you require ceiling-mounted passive infrared sensors, desk-edge presence sensors, or a mix to match your utilization granularity needs? Options: Ceiling-mounted PIR only, Desk-edge presence only, Mixed deployment, Unsure — request recommendation
• Who on your facilities or operations team will provide site access and coordinate on-floor staging and power availability for sensor installs?
• Specify the calibration tolerance for occupancy counts compared to badge events (for example +/-5%, +/-10%) that you will accept for pilot analysis. Options: ±5%, ±10%, ±20%, Calibrate during pilot and then confirm
• Are there any lockout/tagout or site-specific safety procedures (e.g., LOTO, mechanical room access windows) we must follow during sensor installation? Options: Yes — procedures provided, No, Unsure — will confirm with building manager

Integrate Badge Access Feed and Anonymize Data

• Provide the badge access log export type your security team can deliver for the pilot (format or transport). Options: CSV export by schedule, SFTP drop, API endpoint, Other — describe
• How many badge readers and controlled entry points cover the pilot floor(s) according to your access control point register? Options: Less than 25, 25-50, 51-100, More than 100
• Indicate the anonymization approach you require for badge identifiers (for example irreversible pseudonymization, reversible token with key management). Options: Irreversible pseudonymization, Reversible tokenization with key management, Hashing only, Unsure — need recommendation
• Who will be the named contact to provide the initial badge data sample and to approve mapping of reader IDs to CAD zones?
• State the required retention period for badge-derived occupancy records for pilot analysis and reporting (in months). Options: 1 month, 3 months, 12 months, Other — specify
• Are there corporate privacy regimes or legal controls we must observe for badge data (for example GDPR, regional privacy policy) that affect anonymization or storage? Options: GDPR applies, Other regional privacy policy applies, No special regime, Unsure — will confirm legal team

Deploy Utilization Analytics Dashboard and Exports

• Which KPIs must appear on the pilot dashboard for your finance and CRE stakeholders (select up to five)? Options: Peak occupancy, Average utilization by neighborhood, Desk vacancy rate, Meeting room booking vs actual occupancy, Dwell time by zone, Other — specify
• Provide the export formats required by your finance team for lease-modelling and CFO review. Options: CSV, Excel workbook, PDF executive summary, Direct API export to data warehouse
• Indicate whether you need role-based dashboard views (for example separate views for real estate, HR, and IT) with controlled access to PII. Options: Yes — role-based views, No — single view, Partial — limited PII exposure
• Confirm the minimum update frequency for live utilization metrics during the pilot that your stakeholders expect. Options: Real-time (<1 minute), Near real-time (5-15 minutes), Hourly, Daily
• Who will validate analytics definitions (for example the operational definition of 'occupied desk' or 'neighborhood adoption') before we lock dashboards?
• Identify any internal BI or data warehouse endpoints we must export analytics to for further financial modelling (name the system or describe the integration endpoint).

Deliver Permit-Ready Construction Documents

• Specify the local code references or authority having jurisdiction items that must be called out on the permit set (for example local fire marshal notes, occupancy classification). Options: International Building Code references, Local authority specifics provided, Both, Unsure — request guidance
• Select the engineering stamps or specialist calculations required with the permit submission. Options: Structural stamp, MEP (mechanical/electrical/plumbing) stamp, Fire/life-safety calculations, None required
• Provide the target permit submission package type for landlord review (for example full permit set, plan-only, tenant improvement packet). Options: Full permit set, Plan-only, Tenant improvement packet
• Who on your side signs off on permit-ready drawings and coordinates with landlord or base-building plan sets?
• Indicate site-specific constraints that must appear on drawings such as sprinkler head locations, column grid restrictions, slab penetrations, or tenant riser locations. Options: Sprinkler conflicts, Column grid constraints, Slab penetrations, None of the above
• Confirm whether coordination with landlord-provided base building drawings is required and whether you will provide as-built base plans. Options: Yes — landlord coordination required and base plans provided, No — tenant-only documentation, Base plans available but landlord coordination optional

Execute Pilot Floor Fit-Out and Furniture Installation

• Indicate the target split of the pilot floor to be converted to activity-based neighborhoods versus retained assigned seating. Options: Less than 25% Neighborhoods, 25-50% Neighborhoods, 51-75% Neighborhoods, More than 75% Neighborhoods
• Provide counts for planned installed furniture types according to your move plan: open desks, touchdown stations, focus rooms, and huddle spaces.
• Identify any site rules for deliveries and installation such as elevator reservation windows, loading dock restrictions, or staging area limitations. Options: Elevator reservation required, Loading dock restrictions apply, No constraints, Unsure — will confirm building operations
• Who on your team approves the physical mockup or sample neighborhood before we proceed with full furniture installation?
• What acceptance criteria will confirm the pilot fit-out is installed to spec (for example layout matches as-built CAD, power and data at each workstation, FF&E defect threshold)? Options: Layout matches as-built CAD, Power and data at each workstation, FF&E defect rate below agreed threshold
• Specify your preferred outcome for removed furniture: we handle disposal, you handle disposal, or items are donated/reused. Options: We handle disposal, You handle disposal, Donate / reuse

Furnish Activity-Based Neighborhoods (FF&E Install)

• Provide the required furniture finish palettes and ergonomic standards from your corporate design guide that must be used in the pilot neighborhood. Options: Corporate palette provided, Use recommended neutral palette, Samples required before ordering
• Indicate the target mix of touchdown stations versus dedicated desks for the pilot neighborhood. Options: Touchdown-heavy (70/30), Balanced (50/50), Desk-heavy (30/70), Custom — will specify counts
• State whether acoustic treatments or privacy screens must meet a specified sound transmission class (STC) or other acoustic metric. Options: Yes — STC target specified, No acoustic target required, Unsure — please advise
• Who on your procurement or facilities team will be the approver for FF&E delivery inspection reports?
• Estimate lead times for any long-lead FF&E items you expect us to order (select the appropriate band). Options: 4-6 weeks, 6-12 weeks, 12+ weeks, Varies by item — will specify
• Indicate whether fixed landlord-provided millwork or casework exists that the FF&E must integrate with. Options: Yes — integrate with landlord millwork, No fixed furnishings to integrate

Install Collaboration AV and Hybrid Meeting Systems

• Which meeting room types should receive AV equipment during the pilot (for example huddle rooms, medium rooms, large conference suites)? Options: All conference suites, Large conference rooms only, Huddle and medium rooms, Custom selection
• Specify the audio performance target for hybrid meetings you expect (for example speech intelligibility target or specified dB SNR). Options: Speech intelligibility target provided, Specified SNR in dB, Standard conference quality acceptable, Unsure — request recommendation
• Confirm whether calendar integration is required so room presence and booking indicators reflect utilization in the dashboard. Options: Yes — calendar integration required, No calendar integration required
• Who will provide network ports, VLAN and QoS requirements for AV endpoints and coordinate with IT for firewall rules?
• Indicate whether centralized AV management and remote monitoring is required during the pilot window. Options: Yes — centralized monitoring required, No, Partial — monitor critical rooms only

Update CAD/BIM Models with As-Built Layouts

• Do you have existing BIM or CAD files to update and in which formats (Revit, DWG, IFC)? Options: Revit, DWG, IFC, No existing files
• Select the level of as-built detail you require in the updated model (for example partitions only, MEP penetrations, full FF&E placement). Options: Partitions only, MEP and penetrations, Full FF&E placement
• Who will provide access and accompany our as-built walkthroughs for markups and verification?
• Indicate whether you require clash detection reports between tenant improvements and base building MEP in the delivered BIM model. Options: Yes — clash detection required, No
• Provide the coordinate or datum standard to align the BIM model to if your landlord uses a specific base coordinate system.

Execute Post-Occupancy Monitoring for Pilot Period

• Specify the monitoring window length required to validate occupancy assumptions (choose weeks). Options: 2 weeks, 4 weeks, 8 weeks, 12 weeks
• Which data sources should be correlated during monitoring (sensor telemetry, badge events, meeting calendars, employee survey responses)? Options: Sensor telemetry, Badge events, Calendars, Surveys
• Identify the minimum data completeness rate you require for an analysis to be considered valid (for example percent of time with no sensor outages). Options: >95%, 90-95%, 80-90%, Custom — specify
• What acceptance metrics will confirm pilot occupancy assumptions (for example average desk utilization threshold, meeting room actuals vs bookings, neighborhood adoption rate)? Options: Average desk utilization threshold, Meeting room no-show rate threshold, Neighborhood adoption rate target
• Who will review and sign off on the pilot monitoring results before we recommend progression to phased rollout?
• Indicate whether you want automated outage alerts for sensor or badge feed interruptions during the monitoring period. Options: Yes — email/SMS alerts, No

Run Employee Change Workshops and Manager Training

• Provide the desired number of employee workshops and manager training sessions during the pilot. Options: 1-2 workshops, 3-5 workshops, 6+ sessions
• Identify which employee segments should be prioritized for sessions (for example leadership, hybrid teams, reception staff, facilities). Options: Leadership, Hybrid teams, Reception/front desk, Facilities/IT
• Select the training artifacts you want included: neighborhood usage playbook, etiquette guide, reservation workflow tutorials. Options: Usage playbook, Etiquette guide, Reservation workflow tutorials, All of the above
• Who on your HR or change team will be the primary contact to provide attendee lists and schedule approvals?
• Indicate whether training materials must be provided in additional languages or accessible formats for employees. Options: Yes — multiple languages, Yes — accessible formats (e.g., screen reader), No

Deliver Neighborhood Usage Playbooks and Policies

• Which policy areas must the playbook cover (desk booking rules, focus room etiquette, cleaning protocols, security procedures)? Options: Desk booking rules, Focus room etiquette, Cleaning protocols, Security guidelines
• Indicate whether the playbook must be integrated into your intranet or employee portal for distribution. Options: Yes — intranet integration required, No — PDF distribution acceptable
• Who must approve neighborhood policies before they are published (for example legal, HR, security)?

• decision_readiness
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• desired_state
• success_criteria
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• current_state
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• current_state
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• Master Services Agreement (MSA)
• Statement of Work (SOW)
• Commercial Summary and Order Form
• Data Access and Processing Authorization
• Data Processing Agreement (DPA)
• Project Governance and Timing Agreement
• Change Order Agreement
• Implementation Acceptance and Handover Criteria
• Regulatory Compliance Addendum (conditional)

• Go-live Health Check (weeks 1-4)
• First Outcome Measurement (weeks 4-10)
• Post-Acceptance Realization Review (around day 90)
• Quarterly Realization and Optimization Review

• Perform and record a sensor and badge-data integrity audit before the next quarterly review.
• Archive or migrate legacy occupancy data and set legacy system to read-only if decommissioning is approved.
• Publish a one-page evidence package that ties the presented metrics back to the Solution Scope targets for the Implementation Acceptance team.
• Restate acceptance deliverables and current status
• Confirm meeting room utilization rate and employee satisfaction progress relative to Solution Scope targets and note any persistent gaps.
• Close or schedule all remediation items with owners and firm dates.
• Prioritize the enhancement backlog into next-quarter deliverables and operational items.
• Complete outstanding remediation items and update the shared closure log.
• Schedule implementation windows for approved enhancements and publish impact expectations.
• Circulate the updated metric dashboards showing meeting room utilization and employee satisfaction to stakeholders.
• KPI trend review
• Confirm the average daily desk utilization rate and neighborhood adoption rate are within acceptable variance of Solution Scope targets or document required interventions.
• Ensure all persistent blockers have an assigned owner and remediation timeline.
• Approve the quarter's enhancement work and confirm scheduling and expected impact.
• Implement scheduled enhancements and report interim impact on selected metrics.
• Resolve documented persistent blockers and update the issue tracker with closure evidence.
• Re-confirm success criteria and owners
• Confirm the deployment is functioning against the configuration recorded in Solution Scope and handoff checklist.
• Establish an early baseline dataset and list of critical open issues with owners and due dates.
• Agree next data-capture cadence and timing for the First Outcome Measurement meeting.
• Resolve high-priority deployment defects and document fixes in the shared tracker.
• Confirm and publish the owner roster for each success metric recorded in Solution Scope.
• Schedule data export and dashboard access for the First Outcome Measurement meeting.
• Present first measurement data against targets
• Determine whether average daily desk utilization rate and peak occupancy percentage are on track to meet Solution Scope targets, with documented evidence.
• Document a prioritized remediation plan with owners and firm completion dates to close any gaps before Implementation Acceptance.
• Verify the legacy system wind-down plan is complete or on a track with milestones to avoid dual-system use.
• Execute agreed remediation tasks to correct sensor coverage, badge-data mappings, or change-management activities.
• Present outcome data for selected metrics
• Persistent blockers and operational issues
• Deployment and integration validation
• Root-cause diagnosis for any gaps
• Remediation burn-down
• Early adoption signals and usage patterns
• Enhancement backlog review and scheduling
• Incumbent wind-down verification
• Data quality and sensor integrity check
• Enhancement request triage
• Open issues and blockers
• Agree corrective actions, owners, and due dates
• Confirm timeline to Implementation Acceptance
• Agree owners and timeline for remaining items
• Short checklist and next steps
• Agree immediate remediation actions