How to manage corporate real estate and end-users engagement into Smart Workplace Change Strategies: a case study

Progressively, the space demand of workplaces is modifying, together with the habits of workers. How can companies react to the change of perspective that is affecting the traditional ways of working? What does ‘Intelligent Built Environment’ mean for corporations? For several years at international level, it has diffused a new conception of the offices: flexible spaces, shared desks, informal areas that can accommodate different activities as needed. Even in Italy this phenomenon is spreading rapidly: some firms have started to abandon cellular offices and open-plan offices, and to experiment flexible work settings. A switch to a new conception of the office work can lead to the opportunity for modifications of space layout and the introduction of different solutions. Therefore, a new demand is emerging with specific characteristics. The most significant drivers seem to be economic efforts (big and expensive buildings affected by low daily occupancy) and organizational reasons (teamwork, part-time work, teleworking, network strategies, etc.). Nevertheless, even external factors such as competition, globalization and corporate image can influence the motivation for a change. The authors have collected data on new ways of working and workplace change in the brand new Italian headquarters of a company active in the technology hardware & equipment industry, with more than 1,200 employees. The investigation involved both quantitative and qualitative research methodologies. By matching the results obtained, it has been possible to elaborate some considerations regarding benefits and risks of flexible workstations and the way to integrate smart working into corporate real estate strategies. What kind of data is valuable to retrieve about the use of workspaces? Which methodologies would be the most suitable for such a scope? When and how should consultants support their clients? And, most of all, to which extent can an ‘intelligent building’ support the human activity in the daily life? The knowledge acquired can be useful to companies, both for managing the functioning of existing buildings and for orienting future projects towards the objective of becoming more ‘intelligent’.