8 Steps To An Optimised Office

Learn about Maris’ Eight Step Workplace Optimisation Process

Companies that approach the workplace optimisation process with meticulous planning  and using our unique process are able to realise significant savings on their property costs –sometimes hundreds of thousands or even millions of pounds.

This sets out to identify and explain how any business can make huge savings on their property cost by optimising their workplace. We explore the measures that can be employed to increase workplace densities and efficiencies, but also covers how good design can massively increase productivity, and therefore profitability.

The information below is an overview of our unique and highly effective 8 step workplace optimisation process.


Visit Our Savings Calculator

Step 1:
The Project Brief

A well-designed, optimised workplace is an important factor in increasing productivity, staff recruitment, staff retention and drastically reducing real estate costs.

A successful environment is the result of an intelligently planned workplace and the first step to achieving this is a well-formulated brief.

The outline brief is therefore the foundation for a successful workplace optimisation project and the development of an optimised workplace.


Establishing Objectives

An outline brief captures business objectives, goals, projections and aspirations. It ensures that our Workplace Experts’ understanding mirrors the Client’s own objectives. An outline brief creates the foundation for the development of an optimised workplace.


Through interviews, questionnaires and observations

An outline brief is undertaken through interviews with decision makers, senior management, department heads, steering committees and key personnel. Initial observations of a Client’s current working environment and practices are made, identifying positive and negative aspects of the way the workforce operate and interact with the environment around them.


A written report to act as a springboard for the project

A written report and analysis that reflects on where the business is today and where the business needs to be in the future. A written report provides a springboard for the workplace strategy.


Step 2:
The Workplace Study

Collaboration and communication are key ingredients in developing and transforming an outline brief into a coherent Workplace Strategy.

Whilst an outline brief sets the foundation for achieving an optimised workplace, a Workplace Study is where your working practices are analysed and your potential for optimising the performance of the workplace are realised.

A workplace study is a comprehensive assessment of an organisation and its working practices.


Challenging your outline brief

A Workplace Study challenges your outline brief and provides the greatest opportunity to optimise the performance of the workplace by analysing the way you work, scenario planning and considering the way you wish your future workplace to perform.


Knowledge, understanding and assessment

Your Workplace Expert will use their knowledge and understanding to educate and consider solutions that drive performance into every aspect of the outline brief. Through a series of face to face meetings, your Workplace Expert will challenge and demonstrate options for the future of your workplace.


A written report to act as a springboard for the project

Investigate a series of scenarios and compile information and data that will be used to arrive at a Workplace Strategy. This will ultimately provide a detailed empirical study of the workplace that sets the direction for your property search and the design process.


Step 3:
The Workplace Strategy

The Workplace Strategy provides the clarification of how to achieve an Optimised Workplace.

The Workplace Strategy captures the fully developed strategy for the direction of an organisation’s real estate and workplace and defines the leanest, optimum, net useable space required to support the organisation, now and in the future.

The difference between a Project Brief and a Workplace Strategy can be the difference between business success and business failure.


To set the strategy for your project

To capture in a single document the historical background information and the agreed strategy for your property search, acquisition, design and occupation. To depict the various scenarios that may affect your property search and occupation and to evaluate their impact on the efficiency of design, programme and ultimately budgets.


Through evaluation and appraisal, identifying efficiency and optimisation

Through evaluating the information and data collected at the Outline Brief and Workplace Study steps of the optimisation process. By using experience to connect property efficiency to optimisation of the individual work process within an organisation


A written report that captures how to unlock the efficiency in your real estate requirements

A written report with specific scenario examples that will form the foundation of your project requirements and be a reference for the property search and design development that follows.


Step 4:
Property Evaluations

Understanding and evaluating property is an essential step in the Workplace Optimisation process. The physical constraints provided by buildings are one of the largest factors in restricting the creative process.

By understanding these limitations it is possible to direct attention to those properties that will support the greatest opportunity for nurturing a truly optimised workplace.

The Property Evaluation is a critical tool in the Workplace Optimisation process, it benchmark a buildings suitability to both the project brief and the market in general.


To understand the physical limitations of property against your requirements

To understand the physical and statutory constraints of properties and how these affect the design and financial impact of achieving your objectives.


Through a series of surveys, consultations and analysis

Through a series of surveys and analysis against industry standards and statutory requirements. By obtaining all available property literature and design criteria and ensuring that surveys and investigations confirm the data available, as well as identifying and confirming the data that is not available.


A written report factually depicting the merits and limitations of a property

A written, factual evaluation of all aspects of a property including comparison and analysis against a short-listed selection of properties and industry standards.


Step 5:
Workplace Design

The creative process capitalises on the detailed understanding, challenging and realisation of a Client’s aspirations.

These are achieved through the early steps of Workplace Optimisation to allow focussed, relevant and inspiring design solutions to develop.

The importance of workplace design strategies as an integral component of the corporate real estate environment has never been more critical. They maximise employee satisfaction, enhance productivity and increase wellness factors.


To provide inspiring solutions in the optimisation of the workplace, considerate of the physical limitations of property

Design allows your Workplace Expert to challenge and optimise the constraints provided by properties to achieve an inspiring solution to the project brief and optimise the performance of the workplace.


By utilising the expertise of the design team

The strength and ability of designers is integral to optimisation of the workplace. Your Workplace Expert employs leading professionals with a wide range of skill-sets from Architects and Interior Designers to Artists and utilises their creativity to fuse the information gathered to deliver inspiring design solutions.


Take clients on a progressive journey in developing outstanding workplace design solutions

Take Clients on a progressive journey of design development from sketch concept and 3D visualisation, to design detailing and selection of finishes and materials. Work side by side with the construction team to coordinate, continually develop and oversee the design process in its built form


Step 6:
Technical Development

The technical development process is a continuous and controlling one which guides and directs.

It ultimately ensures that the many approvals, regulations and risks associated with a project are overcome in order to realise delivery of an optimised workplace.

The technical control of a project can define its success. A well executed project stands for little with a flawed design, and a flawed technical delivery of a project will undermine the very best design.


To ensure coordination of design with programme, budgets and statutory approvals

To ensure that the technical development (programme, budget, survey and approvals) are coordinated concurrently with the design process.


Through meticulous planning, strong communication and control of the project process

By providing a dedicated Technical Director, supported by a team of engineers, consultants and designers to oversee and drive the development of the project. By conducting a series of surveys, collecting technical information and data and analysing and challenging it. Through strong communication and coordination performed through a series of meetings, reports and interim presentations.


Production of budgets and technical solutions to enable delivery of the design solutions

Conclude the technical development process with contract proposals, documents and agreements that outline the final budget, programme, specification and control of risk to deliver the project. Coordinate the technical construction drawings for project delivery. Ensure all statutory and Landlord approvals are in place to allow the construction phase to commence.


Step 7:

Delivery of the design solution and the realisation of the optimised workplace ultimately rests with a successful construction process.

The same processes that guide and nurture the early stages of Workplace Optimisation are ever present throughout the construction period.

The construction process requires significant communication and collaboration and throughout this process a number of detailed activities are undertaken to ensure the translation of  great design to a new, stunning optimised workplace.


To successfully deliver an optimised working environment that delivers the workplace strategy

To eliminate risk relating to programme, cost, quality and Health and Safety. To bring a project to a successful conclusion and realise the many optimised design and workplace solutions in their built form.


Through meticulous preparation and efficient delivery of the project

Meticulous preparation and early involvement of the delivery team in the design and development stages. By optimising the available time and processes throughout the construction programme. By ensuring frequent communication with all members of the project team through meetings, minutes, correspondence, site visits and conference calls.


Utilise market leading methods of delivery to produce stunning working environments

Provide site based Construction Managers running a specially selected site team. Coordinate trade teams working in parallel to expedite project works on site.


Step 8:
Service & Maintenance

The Workplace Optimisation process is one that continually supports Clients in their occupation.

As organisations inherently grow and develop, subjected to both internal and external forces, the team are on hand to ensure that the workplace grows with them, always maintaining performance and efficiency.

The key to maintaining an optimised workplace is to closely coordinate and monitor developments within an organisation and continually review and challenge the early Workplace Optimisation steps.


To ensure the continued optimisation of the workplace

To maintain the continued optimisation of the workplace and manage change as your company evolves.


Through dedicated experts who provide solutions bespoke to your circumstances

Provide you with a dedicated contact to oversee your ongoing bespoke requirements indefinitely.


Implement structured maintenance and support throughout your occupation

Undertake maintenance agreements, healthcare checks and emergency assistance and support your future workplace modifications required due to changes to your business.


Savings Calculator

See how much you can save over
your lease term by implementing our
unique 8 Step Workplace Optimisation