Facility Planning: Designing Flexible and Future-Ready Workplaces

What worked yesterday in the office might be outdated tomorrow. The most successful companies aren’t just reacting to change, they’re anticipating it — and that starts with how they design their workspaces.

In this article, we guide you through the facility planning process so that you can build workspaces that are ready for anything.

Quick Summary

• Facility planning is the key to creating a functional, efficient, and adaptable workspace.
• Workspaces need to be flexible to accommodate evolving work styles, technology, and organizational needs.
• Consider industry-specific factors and best practices when planning your workspace.

What Is Facility Planning?

The way you enter, work and collaborate in the office are all part of the workplace experience — facility planning shapes that experience.

It’s the process of designing, managing, and optimizing physical workspaces to support a company’s goals and operations. This includes everything from location selection and building design to how you use, maintain, and adapt the space for future use.

What Does a Facility Manager Do?

Facility managers have a hand in almost everything that makes your workplace thrive. Facility managers are responsible for:

• Ensuring the building and everything in it runs smoothly
• Analyzing how space is being used and making adjustments for operational efficiency
• Taking care of building repairs and maintenance
• Implementing safety protocols to keep everyone working inside safe

Benefits of Facility Planning

Most people may not realize the impact of good facility planning because when it’s done well, you don’t notice — everything simply works as it should.

Better Use of Space

Is there a corner in the office that no one uses because of the poor lighting? Facility planning ensures that every square foot of your facility is used intentionally.

A good facility manager builds flexibility into the layout so that as your company grows, your space can adapt without needing a major renovation. You’ll save time and money on rent, utilities, and maintenance.

Enhanced Employee Productivity

On average, after 12 minutes and 40 seconds of work, an employee starts to get distracted. Whether it’s because the air conditioner is too cold, the chair is uncomfortable, or the constant buzz of conversations, facility planning can minimize these disruptions and create a more conducive work environment.

Comfortable and functional workspaces lead to more focused and productive employees. Instead of forcing your employees to adapt to a poorly designed space, a comfortable workspace makes people feel more positive about coming to work.

Increased Operational Efficiency

You can reduce bottlenecks and make sure work flows smoothly with facility planning. For example, placing departments that need to collaborate near each other can minimize unnecessary travel and improve communication.

Having backup systems in place also prevents your business from falling apart when emergencies happen. Moreover, facility planning helps you find ways to save energy, water, and other resources, improving both your sustainability efforts and bottom line.

Future-Proofing and Adaptability

Effective facility planning anticipates the future. Stay competitive with flexible workspaces that can adapt to new technology, changing work models, and company growth. It’s an investment that not only benefits the now but also the long-term success of your company.

Challenges in Workplace Facility Planning

Creating a functional and flexible workspace isn’t without its challenges:

Navigating Different Work Models

More than half of the working world, 52%, work in a hybrid model. Designing spaces that support both in-person and remote workers can get tricky.

But that’s not all. Managing hot desking and hotelling is in itself another struggle. You need an effective system to make sure everyone has enough space when they need it without overbooking or double-booking.

Managing Budget Constraints

Let’s face it, there’s always a budget to work with, and budgeting means limits. The challenge comes in prioritizing essential facility needs while staying within that budget.

Besides the initial construction or renovation costs, there are also ongoing maintenance and energy consumption costs. These recurring expenses can significantly impact your budget over time, so factor them into your planning from the start.

Integrating Technology Efficiently

Technology is constantly improving. Your plan needs to include infrastructure that can support the latest tools and future upgrades.

Integrating new technology with existing systems can also get complex and demand a lot of time and resources. Not to mention, you’ll have to train your employees to use these new tools and platforms every time.

Balancing Flexibility with Long-Term Needs

Finding the right balance between creating a flexible workplace and meeting long-term needs isn’t easy. You’ll have to analyze how your team works now and how that might change in the coming years.

While flexibility is important, your workspace should still be functional for your employees. But obsolete changes can be costly to reverse — the goal is to find the middle ground.

Facility Planning in Different Industries

What do different industries consider when facility planning, and what does good facility planning look like in each field?

Office Facility Planning

The goal of office facility planning is to create spaces that can support different work styles, foster collaboration, and improve employee productivity. You also need to consider how your workforce and office space may change in the future and plan accordingly.

Considerations:

• How do your employees work and what type of office spaces do they need to be productive? Consider individual focus areas, collaborative zones, and meeting rooms.
• How is your current space being used? Use data analytics to understand peak usage times and identify places to optimize space utilization.
• How can the design promote a healthy and engaging work environment? Think about natural light, ergonomic furniture, and noise control.
• Does your facility’s infrastructure support current and future technology needs? This includes adequate power outlets, Wi-Fi coverage, and video conferencing capabilities.

Tips:

• Design distinct areas for focused work, collaboration, and socialization to support hybrid work styles.
• Offer flexible seating arrangements like desk sharing, hot-desking, and hotelling, supported by OfficeRnD Workplace’s booking system. This maximizes space use and caters to hybrid work models.
• Incorporate standing desks, walking paths, and outdoor spaces to promote physical activity and mental well-being.
• Gather feedback from employees regularly and adjust the workspace as needed.

Facility Planning for Health and Physical Activity

For health and physical facilities, creating a safe, motivating, and accessible space is important. Fitness, wellness, and recreation centers need planning to meet the diverse needs of their users and promote a positive and healthy experience that keeps people coming back.

Considerations:

• What is your target audience and demographics? Consider their fitness goals, preferences, and accessibility needs.
• What equipment or classes will appeal to your members? Cater to different fitness levels, interests, and age groups.
• What safety procedures should be in place? Address safety measures, risk assessments, and accessibility concerns.
• How do you want your members to feel at the facility? Prioritize member experience and retention by creating a motivating and welcoming environment.

Tips:

• Create clear pathways and designated areas for different activities to prevent congestion.
• Provide opportunities and spaces that welcome social interaction and group fitness classes.
• Establish strict cleaning protocols and provide easily accessible sanitation stations for your members.
• Use sunlight, plants, and natural materials whenever possible to create a calming and rejuvenating atmosphere.

Educational Facility Planning

Educational facility planning is about creating safe spaces that inspire learning and support the different needs of students and educators. This means considering everything from the layout and design of classrooms to the technology infrastructure and safety protocols.

Considerations:

• How do your students learn best? There should be spaces that support different learning styles, as well as the different age groups your school serves.
• How will the space be used for teaching? Make sure your space can accommodate different learning activities, such as lectures, group work, and hands-on activities.
• Can all students easily access and use all areas of the facility? Incorporate universal design principles and make sure you consider the needs of students with disabilities.
• What security measures need to be in place to protect both students and teachers? Think about controlled access, authorization protocols, and emergency response systems.
• How will technology be used in the classroom? Design spaces that can quickly adapt to current and future technology and teaching methods.

Tips:

• Design spaces that encourage teamwork, group projects, and informal learning opportunities. Open-plan layouts, breakout areas, and flexible furniture arrangements are great ways to start.
• Integrate technology into the learning environment to help students learn more effectively. Spaces need to be equipped with internet connectivity, power outlets, and maybe even smart boards.
• Establish and regularly review emergency protocols to ensure all equipment and systems are working and escape pathways are not obstructed.
• Create stimulating and inspiring spaces by using natural light, colors, artwork, and outdoor learning spaces.

General Facility Planning

General facility planning covers the basics of designing, managing, and optimizing your workspace across various industries. Whether you’re a small business or a large company, the fundamentals remain the same — create a functional, efficient, and adaptable workplace.

Considerations:

• What are the unique requirements of your industry? For example, a manufacturing plant might prioritize workflow efficiency and safety, while a retail space focuses on customer experience and product display.
• Does your facility plan align with your business goals and vision? Consider your growth projections, desired company image, and operational needs.
• What is the size and scale of your operations? Larger facilities may require phased development or multi-buildings.
• What is a realistic budget for your facility plan? Consider not only the initial investment but also other ongoing operational costs.
• How will you engage stakeholders throughout the planning process? Involving stakeholders in the process can lead to more buy-in and a more successful outcome.
• Does your plan comply with all relevant regulations in your industry? Adhere to building codes, safety regulations, and accessibility requirements to avoid legal issues and keep employees safe.

Tips:

• Conduct a thorough needs assessment about your current and future needs to give you a better idea of how much space you truly need and how it should be used.
• Outline the scope of the project, including design, construction, and ongoing maintenance. Then, set clear timelines and milestones to track your progress.
• Implement software solutions for space management and maintenance tracking to streamline your operations.
• Regularly review and update your facility plan to stay aligned with the company’s needs and industry regulations.

Strategic Facility Planning

The core principle behind strategic facility planning is to plan for long-term success. Instead of only focusing on the present, it anticipates your future needs and creates a flexible and adaptable environment that can evolve with your organization.

Considerations:

• How can your workspace support your long-term business goals and growth? Consider the rise of hybrid offices and the increasing need to create a positive employee experience.
• Can your space be reconfigured or repurposed to accommodate changes in work styles, tech, and priorities? Design a space that can quickly adapt and evolve with your company.
• How can you minimize your environmental impact? Incorporate sustainable design principles and technologies.
• How can you make flexibility a core principle of your workspace design? Consider modular furniture, adaptable layouts, and technology that supports different work styles.

Tips:

• Outline clear objectives, timelines, and key performance indicators to help you measure progress and success.
• Explore different future scenarios to prepare for potential changes and uncertainties.
• Adopt a user-centric approach, involving your employees and stakeholders in the planning process.
• Track how your space is being used to make better decisions about long-term planning.

Best Practices for Facility Planning

Facility planning is no longer an afterthought. It’s a competitive edge. Here’s how you can make the best out of your workspace:

Conduct a Thorough Needs Assessment

How do you picture your team working five years from now? Luckily, it’s not a guessing game. With a thorough needs assessment, you can analyze current and future space requirements.

By looking at factors like projected growth, work patterns, and technological advancements, you can better understand how your workspace needs to evolve. This data allows you to develop a facility plan that aligns with the now and is ready for the future.

Prioritize Flexibility and Adaptability

If there’s one thing you take from this article, it’s that effective facility planning is creating flexible and adaptable spaces — spaces that can keep up with changing needs and work styles.

OfficeRnD Workplace’s workspace management solution makes that easier. Employees can easily book desks and meeting rooms in advance, giving them the flexibility to choose where and how they work best.

There’s also real-time occupancy tracking to help you understand how your space is being used, so you can better optimize your layout and make smarter decisions for the future.

Adopt Sustainable Practices

Sustainability has been big on everyone’s mind. Ninety-eight percent of S&P 500 companies are committed to sustainability and publish ESG reports. Make sustainability a key part of your facility plan.

Renewable materials, LED lighting, and energy-efficient HVAC systems can significantly lower your carbon footprint. Not only do these measures reduce energy consumption, but they also lower operating costs. In fact, companies that focused on ESG increased their equity by 63% — being green truly pays off.

Leverage Data-Driven Insights

Understanding how spaces are being used allows you to make informed decisions on space allocation, furniture, and future facility planning.

OfficeRnD Workplace provides detailed workplace analytics and insights about desk utilization, meeting room bookings, and employee usage patterns. See exactly how your workspace is being used and how you can optimize it.

Try OfficeRnD Workplace and See How It Can Help You Create a Better Workplace

OfficeRnD Workplace’s workspace management features and powerful analytics help you create an adaptable workspace that empowers your team, optimizes your space, and boosts your operational efficiency.

FAQ

How to Create a Facility Plan?

Follow these 6 steps to create a good facility plan:

1. Assess your needs: Analyze your current space utilization, identify pain points, and consider your future needs.
2. Define your objectives: Clearly outline your goals for the facility plan.
3. Determine a realistic budget: Consider both initial and ongoing costs.
4. Create a detailed plan: Outline the scope of the project and set clear milestones to track progress.
5. Engage stakeholders: Involve key stakeholders throughout the planning process to ensure their needs and concerns are addressed.
6. Evaluate and adapt: Regularly review your facility plan and make adjustments as needed.

What Is Flow Process in Facility Planning?

The flow process is how people, materials, and information move within a workspace. An efficient flow process streamlines these movements to enhance operational efficiency. The process considers layout, circulation, accessibility, and technology to ensure the best flow of movement.

What Is the Facility Layout Planning Process?

Facility layout planning is the process of designing the physical workspace to maximize functionality and efficiency. This means figuring out the best way to arrange workstations, equipment, and departments to support workflows, collaboration, and employee well-being.

What Does a Facility Planner Do?

A facility planner designs and manages the layout, functionality, and utilization of physical spaces to meet organizational needs efficiently. They analyze space requirements, plan layouts, and ensure compliance with safety and regulatory standards while optimizing workflow and resource use. Their role often includes coordinating renovations, managing budgets, and ensuring the facility supports both operational goals and employee well-being.

How Do You Write a Facility Plan?

To write a facility plan, start by outlining the organization’s objectives and identifying current and future space requirements. Conduct a detailed analysis of the existing facility, including its layout, usage, and any shortcomings. Propose solutions such as renovations, reconfigurations, or expansions, supported by cost estimates and timelines. Include a section on compliance with safety and regulatory standards, as well as a maintenance plan to ensure the facility remains functional and efficient over time.

What are the 4 Types of Facility Planning?

The four types of facility planning are:

1. Strategic Facility Planning: Focuses on aligning the facility’s long-term goals with the organization’s overall strategy, considering future growth and needs.
2. Operational Facility Planning: Deals with day-to-day requirements, ensuring the facility supports ongoing operations efficiently and effectively.
3. Tactical Facility Planning: Involves medium-term planning, such as renovations or reconfigurations to meet evolving needs.
4. Contingency Facility Planning: Prepares for unexpected events like emergencies or disasters, ensuring the facility can adapt and maintain functionality.