THE VALUE OF IMPLEMENTING AN
OCCUPANCY PLANNING TOOL AT BMO
A CASE STUDY
PRESENTED BY:
Nada Farah
Sr. Manager, Workplace Strategy
BMO
BMO Financial Group
serves more than 12 million
personal, com...
Ian Morley
Cofounder & Chief Evangelist
Serraview
Serraview
a leading provider of workplace
management & optimization soft...
Occupancy Planning Challenges at BMO
41
Buildings
292
Floors
6 million
Square feet
47,000
Employees
SPACE AND PEOPLE:
Occupancy Planning Challenges at BMO
BUs claimed 2% vacancy
but reality was closer to 10% vacancy
VACANCY:
Occupancy Planning Challenges at BMO
Observation studies show 40% of space
not utilized on a daily basis due to vacation,
...
Why Focus on Occupancy?
Real estate is the 2nd or 3rd highest cost for most companies
Why Focus on Occupancy?
Real estate is the 2nd or 3rd highest cost for most companies
Efficient use of space can lead to s...
Why Focus on Occupancy?
Real estate is the 2nd or 3rd highest cost for most companies
Efficient use of space can lead to s...
Why Focus on Occupancy?
Real estate is the 2nd or 3rd highest cost for most companies
Efficient use of space can lead to s...
Real estate is the 2nd or 3rd highest cost for most companies
Efficient use of space can lead to significant cost reductio...
BMO’s Difficulties Managing & Planning Space
NO BUY-IN
ABOUT
OCCUPANCY
PLANNING
BMO’s Difficulties Managing & Planning Space
NO BUY-IN
ABOUT
OCCUPANCY
PLANNING
LACK OF
TRANSPARENCY
ABOUT
VACANCY
BMO’s Difficulties Managing & Planning Space
NO BUY-IN
ABOUT
OCCUPANCY
PLANNING
LACK OF
TRANSPARENCY
ABOUT
VACANCY
MANUAL
...
Problems With Manual Data Collection
TIME CONSUMING
Problems With Manual Data Collection
RESOURCE INTENSIVETIME CONSUMING
Problems With Manual Data Collection
RESOURCE INTENSIVETIME CONSUMING
POINT-IN-TIME COLLECTION MEANS
INFORMATION IS QUICKL...
Problems With Manual Data Collection
RESOURCE INTENSIVETIME CONSUMING
POINT-IN-TIME COLLECTION MEANS
INFORMATION IS QUICKL...
THE RESULT?
The Result?
• Inefficient use of real estate footprint
The Result?
• Inefficient use of real estate footprint
• Difficulty making strategic decisions
The Result?
• Inefficient use of real estate footprint
• Difficulty making strategic decisions
• Unrealized savings (poten...
to help us take control of our space management
BMO Needed an Occupancy Planning Tool
Confused about evaluating space mana...
This is Not Good Enough
This used to be all we knew
about our space: floor plans
and teams
Why It’s Not Good Enough
• Occupancy cost was based only on existing rent
& historical business demand for space
• Who pay...
We Can Do So Much More With This
Occupied Desk Vacant Desk
Retail Banking
Team Names
Detailed view of teams using each spa...
We Can Do So Much More With This
Occupied Desk Vacant Desk
Retail Banking
Team Names
Showing which desks are occupied…
We Can Do So Much More With This
Occupied Desk Vacant Desk
Retail Banking
Team Names
… and layers of information about tea...
And With Visibility to Individual Seating
No more duplication
or “hiding“ space
And With Visibility to Individual Seating
No more duplication
or “hiding“ space
Enables decision
making
And With Visibility to Individual Seating
No more duplication
or “hiding“ space
Enables decision
making
Everyone can easil...
CLARITY ABOUT OCCUPANCY IS HELPING US:
• Provide better support to our teams
Occupancy Planning is a Key Enabler
CLARITY ABOUT OCCUPANCY IS HELPING US:
• Provide better support to our teams
• More efficientlymanage our space
Occupancy ...
CLARITY ABOUT OCCUPANCY IS HELPING US:
• Provide better support to our teams
• More efficientlymanage our space
• Highligh...
CLARITY ABOUT OCCUPANCY IS HELPING US:
• Provide better support to our teams
• More efficientlymanage our space
• Highligh...
CLARITY ABOUT OCCUPANCY IS HELPING US:
• Provide better support to our teams
• More efficientlymanage our space
• Highligh...
The Right Occupancy Planning Tool
gives you clarity about what you have and the ability to make better decisions
Consolida...
BMO’s Choice was Serraview
Click to download the full report.
• Focus on occupancy management and
planning
• LOB ownership and accountability
• Transparency for both Real Estate and
LO...
Shared Benefits for Other Departments
Business units can easily
find people and other
teams
Everyone gains an accurate
boo...
Serraview’s Story:
• 10 years ago, Serraview founders were asked by NAB (National Australia Bank) to
build a tool to autom...
Want to See Serraview’s Occupancy Planning Tool in Action?
Watch the quick video
on the next slide to
see how BMO uses
Ser...
HERE’S WHERE THE
MAGIC HAPPENS
Serraview’s “What If?” Scenario Planning
Watch the quick video
on the next slide to
see how Serraview's
tool makes scenari...
BMO IS ONE YEAR IN…
Groups Can No Longer Hide Space
Increased Clarity for LOBs
We now have Dynamic Data
Enhanced Metrics
… And Already Seeing ...
A YEAR AGO:
• We knew we had vacancy but could not prove it to LOBs
• Were forced to keep adding space & cost to meet dema...
TODAY:
• Valid occupancy data means everyone can see what
space is available and where
• We can restack a floor to consoli...
• BMO’s executive team recently requested extra seats.
• Instead of leasing new space, the property team were able to
show...
Lessons Learned
A focused approach was the right choice for BMO
We achieved faster results by focusing on occupancyplannin...
Lessons Learned
Cleaning up our own data
ImplementingSerraview helped us create a reliable source of
data, not just for oc...
Lessons Learned
Training stakeholders
Identifying & trainingLOB stakeholders put the onus on the users to
own their data &...
Lessons Learned
Catalyst for change
ImplementingSerraview showed us where we needed to revise
processes that weren't worki...
THE JOURNEY CONTINUES
BMO’s Plans for 2016 and Beyond
Further enhancing the data and our
processes
Relocation management (link to website)
Utili...
Find Out What Serraview Can Do
For Your Occupancy Planning:
SIGN UP FOR A
SERRAVIEW DEMO
READ SERRAVIEW’S BLOG
This content was originally presented at the WORKTECH 15 Conference, December 8, 2015 in Toronto.
WATCH THE FULL VIDEO
Nad...
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The Value of Implementing an Occupancy Planning Tool at BMO | A Case Study

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This case study was originally co presented at Worktech Toronto 2015. It details the critical ways Serraview's occupancy planning tool helped BMO overcome common challenges like no buy-in about occupancy planning, a lack of transparency about vacancy and manual collection of data.

Together they were able to improve clarity about occupancy and today BMO is better able to make decisions about reducing CRE costs.

View this presentation to see how one year in, BMO is avoiding adding unnecessary footprint and cost with Serraview's occupancy planning tool.

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The Value of Implementing an Occupancy Planning Tool at BMO | A Case Study

  1. 1. THE VALUE OF IMPLEMENTING AN OCCUPANCY PLANNING TOOL AT BMO A CASE STUDY
  2. 2. PRESENTED BY: Nada Farah Sr. Manager, Workplace Strategy BMO BMO Financial Group serves more than 12 million personal, commercial, corporate and institutional customers in North America and internationally
  3. 3. Ian Morley Cofounder & Chief Evangelist Serraview Serraview a leading provider of workplace management & optimization software in North America and Australia, delivering tools that drive better strategic CRE decisions and huge bottom line savings PRESENTED BY:
  4. 4. Occupancy Planning Challenges at BMO 41 Buildings 292 Floors 6 million Square feet 47,000 Employees SPACE AND PEOPLE:
  5. 5. Occupancy Planning Challenges at BMO BUs claimed 2% vacancy but reality was closer to 10% vacancy VACANCY:
  6. 6. Occupancy Planning Challenges at BMO Observation studies show 40% of space not utilized on a daily basis due to vacation, sick leave, or working outside the office UTILIZATION:
  7. 7. Why Focus on Occupancy? Real estate is the 2nd or 3rd highest cost for most companies
  8. 8. Why Focus on Occupancy? Real estate is the 2nd or 3rd highest cost for most companies Efficient use of space can lead to significant cost reductions
  9. 9. Why Focus on Occupancy? Real estate is the 2nd or 3rd highest cost for most companies Efficient use of space can lead to significant cost reductions Optimizing space requires accurate understanding of occupancy & utilization
  10. 10. Why Focus on Occupancy? Real estate is the 2nd or 3rd highest cost for most companies Efficient use of space can lead to significant cost reductions Optimizing space requires accurate understanding of occupancy & utilization Accurate data is needed to support space decisions
  11. 11. Real estate is the 2nd or 3rd highest cost for most companies Efficient use of space can lead to significant cost reductions Optimizing space requires accurate understanding of occupancy & utilization Accurate data is needed to support space decisions LOBs also benefit from knowing where people are Why Focus on Occupancy?
  12. 12. BMO’s Difficulties Managing & Planning Space NO BUY-IN ABOUT OCCUPANCY PLANNING
  13. 13. BMO’s Difficulties Managing & Planning Space NO BUY-IN ABOUT OCCUPANCY PLANNING LACK OF TRANSPARENCY ABOUT VACANCY
  14. 14. BMO’s Difficulties Managing & Planning Space NO BUY-IN ABOUT OCCUPANCY PLANNING LACK OF TRANSPARENCY ABOUT VACANCY MANUAL COLLECTION OF OCCUPANCY DATA
  15. 15. Problems With Manual Data Collection TIME CONSUMING
  16. 16. Problems With Manual Data Collection RESOURCE INTENSIVETIME CONSUMING
  17. 17. Problems With Manual Data Collection RESOURCE INTENSIVETIME CONSUMING POINT-IN-TIME COLLECTION MEANS INFORMATION IS QUICKLY OUTDATED
  18. 18. Problems With Manual Data Collection RESOURCE INTENSIVETIME CONSUMING POINT-IN-TIME COLLECTION MEANS INFORMATION IS QUICKLY OUTDATED NO ONE TRUSTS THE DATA
  19. 19. THE RESULT?
  20. 20. The Result? • Inefficient use of real estate footprint
  21. 21. The Result? • Inefficient use of real estate footprint • Difficulty making strategic decisions
  22. 22. The Result? • Inefficient use of real estate footprint • Difficulty making strategic decisions • Unrealized savings (potentially 40% of space at $10,000 a desk per year)
  23. 23. to help us take control of our space management BMO Needed an Occupancy Planning Tool Confused about evaluating space management software? Get your free copy of this helpful guide: 5 Critical Comparison Points for Workplace Management Software
  24. 24. This is Not Good Enough This used to be all we knew about our space: floor plans and teams
  25. 25. Why It’s Not Good Enough • Occupancy cost was based only on existing rent & historical business demand for space • Who pays for space often doesn’t accurately depict who’s actually using it • High level view of space usage provided limited visibility to TRUE occupancy
  26. 26. We Can Do So Much More With This Occupied Desk Vacant Desk Retail Banking Team Names Detailed view of teams using each space….
  27. 27. We Can Do So Much More With This Occupied Desk Vacant Desk Retail Banking Team Names Showing which desks are occupied…
  28. 28. We Can Do So Much More With This Occupied Desk Vacant Desk Retail Banking Team Names … and layers of information about teams
  29. 29. And With Visibility to Individual Seating No more duplication or “hiding“ space
  30. 30. And With Visibility to Individual Seating No more duplication or “hiding“ space Enables decision making
  31. 31. And With Visibility to Individual Seating No more duplication or “hiding“ space Enables decision making Everyone can easily locate people & teams
  32. 32. CLARITY ABOUT OCCUPANCY IS HELPING US: • Provide better support to our teams Occupancy Planning is a Key Enabler
  33. 33. CLARITY ABOUT OCCUPANCY IS HELPING US: • Provide better support to our teams • More efficientlymanage our space Occupancy Planning is a Key Enabler
  34. 34. CLARITY ABOUT OCCUPANCY IS HELPING US: • Provide better support to our teams • More efficientlymanage our space • Highlight & minimize “hogging” behaviour Occupancy Planning is a Key Enabler
  35. 35. CLARITY ABOUT OCCUPANCY IS HELPING US: • Provide better support to our teams • More efficientlymanage our space • Highlight & minimize “hogging” behaviour • Avoid long-term rent increases (and eventually decrease rent) Occupancy Planning is a Key Enabler
  36. 36. CLARITY ABOUT OCCUPANCY IS HELPING US: • Provide better support to our teams • More efficientlymanage our space • Highlight & minimize “hogging” behaviour • Avoid long-term rent increases (and eventually decrease rent) • Make better long-term planning decisions Occupancy Planning is a Key Enabler
  37. 37. The Right Occupancy Planning Tool gives you clarity about what you have and the ability to make better decisions Consolidate space? Move to new space? HOW CAN WE REDUCE CRE COSTS? Renew leases? Agile work environment?
  38. 38. BMO’s Choice was Serraview Click to download the full report.
  39. 39. • Focus on occupancy management and planning • LOB ownership and accountability • Transparency for both Real Estate and LOBs • Intuitive, easy to use • Quick deployment period • Superb customer service • Modular (so we could implement in stages) Why BMO’s Workplace Team Chose Serraview
  40. 40. Shared Benefits for Other Departments Business units can easily find people and other teams Everyone gains an accurate book of record for occupancy
  41. 41. Serraview’s Story: • 10 years ago, Serraview founders were asked by NAB (National Australia Bank) to build a tool to automate management of new space, help make better decisions & support cultural change • All major banks in Australia & most government agencies have been using Serraview for a decade • Expanded into North America 2 years ago • Now supporting BOM, top 2 US banks & top global technology firms • Recently named FM Software Company of the Year by Frost & Sullivan Australia
  42. 42. Want to See Serraview’s Occupancy Planning Tool in Action? Watch the quick video on the next slide to see how BMO uses Serraview's tool to manage space:
  43. 43. HERE’S WHERE THE MAGIC HAPPENS
  44. 44. Serraview’s “What If?” Scenario Planning Watch the quick video on the next slide to see how Serraview's tool makes scenario planning easy:
  45. 45. BMO IS ONE YEAR IN…
  46. 46. Groups Can No Longer Hide Space Increased Clarity for LOBs We now have Dynamic Data Enhanced Metrics … And Already Seeing Results
  47. 47. A YEAR AGO: • We knew we had vacancy but could not prove it to LOBs • Were forced to keep adding space & cost to meet demand Serraview Helped Change Discussions with LOBs
  48. 48. TODAY: • Valid occupancy data means everyone can see what space is available and where • We can restack a floor to consolidate available space for another team • We can avoid adding footprint & cost unnecessarily Serraview Helped Change Discussions with LOBs
  49. 49. • BMO’s executive team recently requested extra seats. • Instead of leasing new space, the property team were able to show they already had enough vacancy within their own footprint. • A simple restack of the floor allowed us to free up 20 contagious seats, preventing the need to find extra space or lease another floor (yielding an estimated $200,000 to $900,000 per year in savings). One Success Story
  50. 50. Lessons Learned A focused approach was the right choice for BMO We achieved faster results by focusing on occupancyplanning,rather than trying to take on too many issues at once.
  51. 51. Lessons Learned Cleaning up our own data ImplementingSerraview helped us create a reliable source of data, not just for occupancy,but even org chart and enterprise directoryinformation.
  52. 52. Lessons Learned Training stakeholders Identifying & trainingLOB stakeholders put the onus on the users to own their data & process. TIP: Encouraging teams to include occupancy data updates in their onboarding and offboarding processes keeps data current.
  53. 53. Lessons Learned Catalyst for change ImplementingSerraview showed us where we needed to revise processes that weren't working and implement new processes.
  54. 54. THE JOURNEY CONTINUES
  55. 55. BMO’s Plans for 2016 and Beyond Further enhancing the data and our processes Relocation management (link to website) Utilization analysis: sensor technology and wayfinding (link to blog) US expansion & retail sites in US Do a reverse feed into the HR system to capture names to seats Learn more about collecting utilization data with this free guide to Measuring Workplace Utilization
  56. 56. Find Out What Serraview Can Do For Your Occupancy Planning: SIGN UP FOR A SERRAVIEW DEMO READ SERRAVIEW’S BLOG
  57. 57. This content was originally presented at the WORKTECH 15 Conference, December 8, 2015 in Toronto. WATCH THE FULL VIDEO Nada Farah Sr. Manager, Workplace Strategy BMO, Toronto Connect on LinkedIn About This Presentation Ian Morley Cofounder & Chief Evangelist Serraview, New York Connect on LinkedIn

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