Quick Orientation: Why This Matters Now

• What's the immediate trigger pushing you to rethink your office—lease expiry, board mandate, merger, or something else? Options: Lease expiration within 18 months, Board-mandated return-to-office, Post-merger consolidation, Cost-reduction initiative, Leadership change, Other
• Who are the decision-makers and influencers we need to persuade (list titles or functions)? Options: VP Corporate Real Estate, Chief People Officer / Head of People, CFO/Finance, Facilities/Operations, IT, Legal/Compliance, Business Unit Leaders, Other
• What is your target timeline for running a pilot and making a portfolio-level decision? Options: Immediate (within 3 months), Near-term (3–6 months), Mid-term (6–12 months), Longer (12–18 months), Beyond 18 months
• How confident are you that leadership will accept recommendations grounded in utilization data? Options: Very confident, Somewhat confident, Unsure, Skeptical / Not confident
• Briefly describe any prior workplace pilots or redesigns you've run and the outcomes we should know about.

If Your Office Could Prove Its Value Tomorrow, What Would Change?

• What utilization outcome would your CFO need to see to approve a reduction in leased square footage? Options: Average peak utilization ≥ 60%, Average peak utilization 50–60%, Average peak utilization 40–50%, Custom financial model required (not a single %), Unsure / need to model
• Beyond utilization, name the top three measurable outcomes that would justify the change (e.g., $/sqft saved, retention, meeting utilization).
• What headcount assumptions should we use for year 1, year 3, and year 5 (numbers or % growth/decline)?
• Which outcome is highest priority for this engagement right now? Options: Defensible cost reduction, Improve collaboration and innovation, Protect talent and minimize attrition, Enable hybrid work reliably, Reduce facility operating costs, Other
• Are there teams, levels, or functions whose space behavior must be preserved or prioritized? Options: Senior leadership/executive, Sales, Engineering/IT, People operations/HR, Customer-facing teams, All teams equally, Other

What Keeps You Awake at Night About This Change?

• If the new design or approach fails, what's the one consequence that would be hardest to recover from?
• How much employee attrition in the first 12 months would you consider tolerable before you would call the program a failure? Options: None / 0%, <1%, 1–3%, 3–5%, >5%, Unsure
• How important are private offices for senior leaders and high-performers in your culture? Options: Mission-critical, Very important, Preferable but negotiable, Not important, Unsure
• Which operational or technical failures worry you most during a pilot (select all that apply)? Options: Incomplete badge data, Sensor accuracy issues, Wi‑Fi or network constraints, Desk/reservation system failures, IT security or privacy objections, Facilities logistics (power, HVAC)
• How long would you tolerate missing an adoption or utilization target before you would pause or reassess the rollout? Options: 1 month, 3 months, 6 months, Continue while iterating indefinitely, Depends on magnitude

How Will We Know We've Won?

• If you had to pick one metric that would justify the entire program, what would it be (the number you'd stake the budget on)?
• Which of these metrics should be included in pilot and executive reporting (select all that apply)? Options: Peak utilization by hour, Average daily utilization, Headcount per 1,000 sq ft, Meeting/conference room occupancy, Reservation compliance, Employee satisfaction (survey), Attrition / voluntary turnover, Net cost savings realized
• What cadence and format do you need for reporting (real-time dashboards, weekly ops reports, monthly executive summaries)? Options: Real-time dashboards, Daily summaries, Weekly operational reports, Monthly executive summaries, Quarterly board-level summary
• Who must sign off on pilot success and the decision to scale? Please list roles and the authority they hold.
• Do you require a statistical confidence threshold or pre-defined acceptance range to validate pilot data? If so, what? Options: P-value / formal statistical test (e.g., p<0.05), Confidence interval ±5%, Pre-agreed % change from baseline, No formal statistical requirement, Unsure / need guidance

What Assumptions Are Secretly Running Your Plan?

• List the top assumptions baked into your current plan (headcount, hybrid frequency, office hours, department co-location, etc.).
• Which of these assumptions have you already quantified or modeled? Options: Headcount growth/decline, Days in office per employee per week, Average desk occupancy, Meeting room demand, Departmental moves, Technology readiness (Wi‑Fi, badge)
• For each key assumption, how confident are you on a 1–10 scale? (Please provide assumption:confidence pairs)
• Which single assumption changing would most materially alter recommended square footage or layout? Options: Headcount change >10%, Hybrid days change by 1+ day/week, Senior leadership private office policy change, IT/Connectivity cannot support new layout, Other
• Would you be open to sensitivity testing (best / likely / worst) and what ranges feel realistic to model? Options: Yes — narrow ranges (±5–10%), Yes — wide ranges (±15–30%), No, Unsure / need help scoping

Pilot Reality Check: What's Non-Negotiable?

• If the pilot area could not produce the full set of data we ask for, would you still proceed and why? Options: Proceed for qualitative learning, Proceed but delay decisions, Do not proceed — data required, Unsure / need consultation
• Which characteristics must the pilot floor have to be valid (representative population, team mix, similar amenities, etc.)? Options: Representative population mix, Contains both heads-down and collaboration teams, Similar amenity set as other floors, Typical desk-to-office ratio, High meeting-room usage
• Do you currently have badge data, sensor coverage, and booking system logs available for the pilot area? Options: Badge data available, Sensor network available, Both badge and sensors available, Neither available but can be provisioned, Not available
• Who owns IT/security approvals and what is their expected timeline for access? (name function and expected days)
• What privacy, union, or employee-consent constraints apply to data collection in your organization? Options: Anonymous data only, Opt-in consent required, Company-wide consent in place, Union or local law restrictions, Other
• What would success look like at the floor-level for participants—behavioral and sentiment goals?

Decision Triggers: What Will Make This a Yes?

• What single condition — a metric, timeline, or guarantee — would allow you to confidently commit to a phased rollout today?
• Which pilot acceptance gates should we include (select all that apply)? Options: Utilization threshold met, Employee satisfaction target met, IT and security stability, Cost savings forecast on track, Adoption/booking rate achieved, None / other
• What utilization threshold would you consider a clear 'go' to scale (choose a bucket or specify custom)? Options: <30% (not acceptable), 30–40%, 40–50%, 50–60%, >60%, Custom threshold / model required
• What commercial or governance terms are required before rollout (e.g., success-based payments, steering committee, budget holdback)? Options: Success-based payments, Steering committee governance, Budget holdback/contingency, Phased commercial commitments, Standard fixed-price contract, Other
• How soon after pilot completion do you expect a decision to scale (and who signs it)? Options: Within 2 weeks, 2–4 weeks, 1–2 months, 3+ months, Depends on results
• Who will own ongoing measurement and long-term success (roles or team)? Options: VP Corporate Real Estate, Head of People/CPO, Facilities/Operations, Business analytics team, IT, Other

• Current-State & Consequence Alignment
• Data Certification & Modeling Inputs
• Scenario Modeling & Proof Session
• Pilot Experience Simulation (Walkthrough)
• Validation & Mutual Commit Gate

• Identify any operational or IT blockers and assign owners for mitigation.
• Clear list of modeling assumptions and sensitivity parameters to be exercised.
• Agreement on who is accountable for data fixes and timeline to resolve gaps.
• Data owner to share certified CSV/SQL extract and data dictionary to modeling team.
• Modeling team to run baseline extract and return a short validation summary within 48 hours.
• If gaps exceed tolerance, customer to provide secondary data sources or approve agreed imputation method.
• Brief Recap of Objectives & Metrics
• Produce clear proof that at least one pilot scenario meets the agreed future-state metrics.
• Translate model outputs into CFO‑grade consequence language (dollars, lease years, risk).
• Obtain explicit customer validation or objections to each scenario tested.
• Select pilot scenario(s) to execute and document why they were chosen.
• Modeling team to deliver a scenario report with slides, assumptions, sensitivity bands, and CFO impact summary.
• Customer to confirm which scenario(s) are approved for pilot buildout.
• If objections are raised, capture required assumption changes and schedule a remediation run.
• Objective & Success Criteria Reminder
• Confirm the pilot layout and operational model will produce measurable signals tied to acceptance metrics.
• Introductions & Purpose
• Ensure stakeholders explicitly validate acceptance windows and sample sizes.
• Design team to update pilot drawings and operational playbook based on walkthrough feedback.
• IT/Facilities to confirm sensor/badge integration and timeline for monitoring dashboards.
• Assign an adoption lead who will run daily checks and report alerts during pilot monitoring.
• Evidence Summary
• Mutual sign-off on pilot scope, acceptance metrics, and governance model tying results to portfolio decisions.
• Clear go/no-go decision or documented conditional approvals with required remediations.
• Assigned owners for construction, monitoring, and adoption during the pilot with timelines.
• Customer and seller to sign the pilot scope document including acceptance thresholds and governance roles.
• Program manager to publish the pilot schedule, dashboard access, and monitoring cadence.
• If conditional approval, list required remediations and schedule the re-check meeting before buildout.
• A single, agreed current‑state sentence that others can recite.
• A quantified consequence statement (cost/risk) tied to the current state.
• A single, agreed future‑state outcome that the solution experience must prove.
• Clear list of data owners and prework for the modeling session.
• Owner to finalize and distribute the agreed one-sentence current state and consequence model.
• Customer to deliver certified occupancy datasets and baseline period export (dates, granularity, mapping to floors/zones).
• Assign measurement owner who will accept/reject pilot success based on the agreed thresholds.
• Recap Current-State & Acceptance Metrics
• Certified data set and agreed cleaning/mapping rules that will be used for all scenario runs.
• One‑Sentence Current State (Diagnosis)
• Data Inventory & Provenance
• Acceptance Thresholds & Measurement Plan
• Walkthrough of Pilot Layout & Service Model
• Model Baseline Output
• Data Quality & Cleaning Rules
• Risk Review & Mitigation Commitments
• Pilot Scenario Run — Operational Day
• Consequence Quantification
• Live/Recorded Occupancy Playback
• Mapping: Spaces to Program Types
• Portfolio Scenario Runs — Scaling Effects
• Commercial & Governance Implications
• Adoption Signals & Monitoring Plan
• One‑Sentence Future State (Outcome)
• Modeling Assumptions & Sensitivity Parameters
• Consequence Mapping
• Failure-Mode Identification & Mitigations
• Decision Exercise
• Measurement & Acceptance Overview
• Prework & Roles
• Next Steps & Communication Plan
• Acceptance Criteria Walkthrough

• Install occupancy sensors and network gateways
• Ingest and process badge data into occupancy metrics
• Deliver interactive occupancy dashboard and data exports
• Issue IFC construction documents and specifications
• Deliver pilot floor buildout (construction and fit-out)
• Install activity-based neighborhood furniture
• Procure and deliver furniture, fixtures, and equipment
• Install collaboration AV and conferencing systems
• Implement desk-hoteling and room reservation software
• Upgrade network, power, and IT infrastructure for layout
• Install acoustic treatments and sound masking systems
• Run employee transition workshops and training sessions
• Commission and test building systems post-fitout

Install occupancy sensors and network gateways

• Which floors or zones are you planning to instrument for the pilot (list floor numbers or zone names)?
• What sensor coverage density do you expect (choose best match)? Options: Per 50 sq ft, Per 100 sq ft, Per 250 sq ft, Zone-level only, Unsure — need recommendation
• Do you have preferred sensor vendors or are you open to vendor recommendations? Options: Preferred vendor (we will provide), Open to recommendations, Require compatibility with existing vendor
• Is building IT able to provide PoE and VLANs for gateways/sensors, or do you require vendor-managed networking? Options: Tenant/IT provides PoE & VLAN, Require vendor-managed networking, Partial — some floors provided, some not
• Are there any mounting or ceiling constraints (e.g., high ceilings, exposed structure, blind ceilings) we should plan for? Options: Standard ceilings, High ceilings (>4m), Exposed structure, Plenum/return air constraints, Other (describe)
• Are there privacy or occupant consent requirements for sensors in your region or company (e.g., PII, union rules)? If yes, describe. Options: Yes, No

Ingest and process badge data into occupancy metrics

• Which badge/access control system(s) does the organization use? Options: Lenel/OnGuard, OpenPath, HID/ERAM, Other (specify), Unsure
• What badge data fields are available for export (e.g., timestamp, reader ID, user ID, department)?
• Do you have historical badge logs available and for what lookback period? Options: No history, Last 30 days, 30-90 days, 3-12 months, 12+ months
• Are there any legal/compliance constraints for processing badge data (e.g., PII masking, contractual limits)? Options: Yes, No, Unsure — need compliance review
• How frequently do you need badge-derived occupancy metrics to be updated (real-time, hourly, daily)? Options: Real-time/near real-time, Hourly, Daily batch, Weekly
• Should badge data be mapped to floor plans and desk/zone IDs during ingestion, or will you provide mapping files? Options: We will provide mappings, Require mapping service, Partial — we provide some

Deliver interactive occupancy dashboard and data exports

• Who are the primary dashboard users and what roles should have access (e.g., CRE VP, Facilities, Finance, HR)?
• Which KPIs must be included on day one (select all that apply)? Options: Peak occupancy, Average utilization, Desk turn rate, Neighborhood utilization, Department-level presence, Custom metrics
• What export formats are required for downstream analysis (CSV, Excel, API, IFC/BIM updates)? Options: CSV/Excel, REST API, Scheduled reports (PDF), BIM/IFC updates, Other
• What refresh cadence and latency are acceptable for dashboard data (real-time, 15-min, hourly, daily)? Options: Real-time (<1 min), Near-real-time (5-15 min), Hourly, Daily
• Are there specific visualizations or export templates your finance/CFO expects for business case reporting? Options: Yes — provide template, No — standard visuals ok, Unsure — want examples
• Do you require role-based access controls, SSO, or integration with your identity provider for dashboard access? Options: SSO/IdP required, Role-based access required but no IdP, No special access controls

Issue IFC construction documents and specifications

• What level of deliverable do you require: schematic, construction documents, or issued-for-construction (IFC)? Options: Schematic only, Detailed construction documents, IFC (ready to build)
• Do you have an existing BIM/IFC model or as-built drawings we must align to? Options: Full BIM model provided, 2D as-built drawings, No digital as-builts — site survey required
• Are there jurisdictional code or landlord review processes that impact document scope or sign-off cycles? Options: Yes — landlord/authority review required, No special reviews, Unsure — need assistance
• How many review iterations and approval cycles do you expect for IFC sign-off? Options: 1-2 iterations, 3-4 iterations, 5+ iterations, Unsure
• Do you require specifications for finishes, FF&E layouts, MEP modifications, and construction tolerances included in IFC? Options: All included, Partial (electrical/MEP only), No — design-only
• Preferred delivery formats for IFC and docs (Revit, DWG, PDF, BIM 360, other)? Options: Revit, DWG, PDF, BIM 360/Forge, Other

Deliver pilot floor buildout (construction and fit-out)

• What is the square footage and headcount targeted for the pilot floor buildout?
• What is the desired timeline for pilot build completion and go-live monitoring start? Options: <4 weeks, 4-8 weeks, 8-16 weeks, 16+ weeks
• Will occupants need to be relocated temporarily during construction? Options: Yes — temporary relocation required, No — phased in-place work, Some areas only
• Does pilot scope include MEP modifications, demising walls, or major structural changes? Options: Full MEP and walls, Minor MEP only, Furniture/finish-only
• Are there landlord construction requirements, permitted hours, or contractor pre-qualification standards? Options: Yes — specific landlord rules, No special restrictions, Unsure — need landlord pack
• Do you require cost estimate and fixed-price proposal for the pilot buildout? Options: Fixed-price required, Estimate only, We will supply budget cap

Install activity-based neighborhood furniture

• Which neighborhood types should be included (focused work, collaboration, touchdown, quiet rooms, phone booths)? Options: Focused work, Collaboration, Touchdown, Quiet rooms/phone booths, All of the above
• Do you have preferred furniture families or are you open to vendor-curated solutions? Options: Preferred families (we will specify), Open to recommendations, Reuse existing pieces where possible
• How many seats/worksurfaces and collaboration settings do you need for the pilot (provide counts or ratio)?
• Are acoustic/privacy screens, power/data grommets, and adjustable ergonomics required as part of the furniture scope? Options: Yes — all required, Some features required, No — basic furniture only
• Will furniture installation need staging, after-hours delivery, or protection of existing finishes? Options: Staging & after-hours required, Standard business hours delivery, Other — specify
• Do you require furniture warranty, maintenance service, or reconfiguration instructions post-install? Options: Warranty + maintenance, Warranty only, No additional services

Procure and deliver furniture, fixtures, and equipment

• What is the procurement budget per workspace or per seat for FF&E? Options: < $1,000, $1,000–$3,000, $3,000–$6,000, $6,000+
• Do you require single-source procurement and installation or separate vendors for supply and install? Options: Single-source (preferred), Separate supply & install, We have in-house installers
• Are there import/tax/customs considerations or multiple delivery locations for furniture? Options: Single site, no customs, Multiple sites, International import required
• What lead-time constraints exist (must deliver by date)? Options: 2–4 weeks, 4–8 weeks, 8–16 weeks, Flexible / no hard date
• Do you require Kitting, labeling, and asset tagging for each piece of FF&E on delivery? Options: Yes — full kitting & tagging, Labeling only, No
• Should procurement include lifecycle planning (spare parts, warranty management, disposal/re-use)? Options: Yes — include lifecycle plan, No — procure only, Partial — vendor warranty only

Install collaboration AV and conferencing systems

• Which room types require AV (huddle rooms, team rooms, all-hands, focus rooms)? Options: Huddle rooms, Team rooms, All-hands/large spaces, Phone booths, Other
• Which conferencing platforms must be supported (Zoom, Teams, Webex, other)? Options: Zoom, Microsoft Teams, Webex, Google Meet, Other
• Do you require integrated calendar/room booking integration with reservation software? Options: Yes — required, Optional, No
• Are there cabling pathway or riser constraints that affect AV installation? Options: Adequate pathways, Restricted — need pathway work, Unsure — require site survey
• Is endpoint device management and remote monitoring required for AV systems (SaaS management)? Options: Yes — central management, No — local management, Optional
• Do you require user training materials or an AV runbook as part of delivery? Options: Yes — training + runbook, Runbook only, No

Implement desk-hoteling and room reservation software

• How many users and sites will the reservation system need to support for the pilot?
• Do you require integration with single sign-on (SSO) / Active Directory for user provisioning? Options: Yes — SSO/AD required, No — manual provisioning, Partial
• Which calendar systems must integrate (Exchange/Outlook, Google Calendar, other)? Options: Exchange/Outlook, Google Calendar, Other, None
• Do you need mobile app support, kiosk check-in, or badge-enabled check-in for desks/rooms? Options: Mobile app, Kiosk check-in, Badge-enabled check-in, None
• What booking policies and business rules should be enforced (max booking length, cancellation rules)? Options: Standard policies provided, Custom policies — will provide rules, Unsure — need recommendations
• Is historical usage reporting and API access for exports required for governance and CFO reporting? Options: Yes — reports & API, Reports only, No

Upgrade network, power, and IT infrastructure for layout

• Does the site have existing PoE capacity and switch ports for new desks and sensors, or is an upgrade needed? Options: Sufficient PoE & ports, Partial — some floors need upgrade, Full network upgrade required, Unsure — need assessment
• Will new power drops or tenant MEP modifications be required for new neighborhood layouts? Options: Yes — new power drops, No — reuse existing, Minor changes only
• Do you require Wi‑Fi redesign (additional APs, new SSIDs, capacity planning) to support activity-based work? Options: Yes — full redesign, Partial, No
• Are there scheduled maintenance windows or outage constraints that limit when upgrades can be performed? Options: Yes — strict windows, Flexible, After-hours only
• Should IT work include cabling, rack space, patching, and labeling services as part of the scope? Options: Include full cabling & rack work, IT provides cabling, Partial — vendor handles patching only
• Do you require a statement of work for IT handover, runbook, and acceptance tests post-upgrade? Options: Yes — SOW & runbook required, Runbook only, No

• Statement of Work (SOW)
• Master Services Agreement (MSA)
• Commercial Terms & Pricing Summary
• Payment Schedule & Invoicing
• Pilot Acceptance & Go/No‑Go Criteria
• Rollout Trigger & Utilization Thresholds
• Governance & Decision Rights
• Data Sharing & Privacy Agreement (DPA)
• IT Integration & Site Access Addendum
• Change Order & Scope Management
• Insurance, Liability & Indemnification
• Termination & Exit Agreement
• Service Level & Post‑Pilot Support (SLA)
• Signatures & Execution (Commit)

• Outcome Validation Review
• Lessons Learned Retrospective
• Backlog Prioritization & Roadmap
• Executive Closeout & Acceptance
• Operational Handover & Monitoring Cadence

• Opening & Objectives
• Document dependencies and trigger points that require escalation.
• Purpose & Scoring Framework
• Produce a prioritized backlog with clear scoring and rationale.
• Agree a sequenced roadmap with milestones and acceptance criteria for each phase.
• Assign owners and confirm resourcing and governance to execute the roadmap.
• Identify and document any gating dependencies or risks that could alter sequencing.
• Publish the prioritized backlog with scores, owners, and target dates.
• Schedule recurring backlog grooming and roadmap review cadence.
• Executive Summary & One-sentence Outcome
• Secure executive sign-off to accept pilot outcomes and authorize next steps.
• Validate the financial case and obtain funding direction for scale or remediation.
• Document any executive conditions tied to acceptance and escalation paths.
• Agree governance and reporting expectations for the scaled rollout.
• Prepare and circulate an executive acceptance document reflecting decisions and conditions.
• If approved, trigger funding release and update procurement/construction schedules.
• If remediation required, document required analyses and timeline for re-submission to execs.
• Schedule regular executive updates aligned to roadmap milestones.
• Handover Overview & Roles
• Ensure operations teams are fully enabled to monitor and maintain the solution.
• Establish clear SLAs, triage processes, and escalation paths for incidents.
• Confirm recurring monitoring and continuous improvement cadence aligned to the backlog.
• Complete knowledge transfer and training for all operational owners.
• Publish runbooks, dashboard access, and escalation contact lists to the operations team.
• Grant dashboard and alerting access to designated owners and confirm notification settings.
• Create recurring monitoring and backlog grooming calendar invites and agendas.
• Complete hands-on training sessions and certify operational readiness.
• Confirm whether measured outcomes meet the agreed success criteria.
• Make explicit the business consequences of unmet targets to create urgency.
• Identify root causes for variances and assign remediation owners and timelines.
• Validate data integrity and agree any required re-analysis or supplemental measurement.
• Produce a variance report showing metric-by-metric deviations and proposed remediation steps.
• Assign owners and deadlines for each remediation task and publish to the shared backlog.
• Update dashboards and data lineage notes to address any identified data quality issues.
• Schedule follow-up validation meeting after remediation window (date TBD).
• Welcome & Retrospective Goals
• Capture cross-functional lessons that materially affect adoption and design effectiveness.
• Identify systemic root causes for the highest-impact failures.
• Convert lessons into a set of prioritized, owned improvement items in the shared backlog.
• Establish review cadence to ensure lessons are applied in subsequent rollouts.
• Document lessons learned and publish a 'lessons pack' for stakeholders.
• Create backlog tickets for each improvement with an owner, priority, and target date.
• Schedule a follow-up check-in to review progress on implemented lessons.
• Update the program roadmap and communicate milestone dates to stakeholders.
• Timeline Recap
• Monitoring Dashboards & Alerts
• Financial Reconciliation & ROI
• Backlog Review & Triage
• Current State (one-sentence)
• Performance vs Acceptance Criteria
• Structured Retrospective (Start/Stop/Continue)
• Impact vs Effort Prioritization
• Consequence Summary
• Incident Backlog & Triage Process
• Runbooks & Run-through
• Dependency & Risk Mapping
• Residual Risks & Mitigation Plan
• Root-Cause Deep Dives (top 2–3 issues)
• KPI Walkthrough — Proof
• Roadmap Sequencing & Milestones