Gain control of information and assets during your next real estate change

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Today’s hybrid workforce is reducing its physical footprint while continuing to generate data at an exponential rate. Real estate changes can be a catalyst for getting this information under control.

8 December 20236 mins

While today’s evolving work habits are pushing organizations to reevaluate their office footprint, employees continue to generate data at an exponential rate. Real estate changes can be a catalyst for refreshing your records and information management program and taking control of your sensitive assets. Here’s how your organization can experience lasting transformation.

From financial documents to customer records, information is one of your organization’s most valued assets. And over the years, you have no doubt accumulated large quantities of paper in file cabinets, file rooms, and storage boxes as well as obsolete IT assets in closets and drawers, all of which take up valuable real estate space. Today’s evolving work habits are compelling organizations to reevaluate their physical footprint while continuing to create and receive records and data at lightning speed. This can leave real estate and facilities managers scrambling to balance physical space needs with their organization’s information management needs.

A move, office consolidation, or portfolio-wide real estate change is the perfect time to not only transform your space but also regain control over your information.

First, let’s look at some long-lasting benefits of taking an information-aware approach to your next real estate change. Then we’ll dive into six practical steps for taking control of the information and sensitive assets in your office space.

Optimize productivity and workflow processes

A disorganized or cluttered workplace can have a significant impact on productivity. Retrieving information is time-consuming and frustrating for employees when records are scattered across various locations inside or outside the office. According to a 2022 Coveo report, the average employee spends 3.6 hours each day searching for physical and digital information.

Real estate changes play a crucial role in streamlining an organization’s physical space and facilitating better access to this essential information. By consolidating paper records and making disposition decisions, digitizing documents, and establishing automated workflow processes, organizations can leverage a change in physical space to give employees quicker access to the information they need to be productive.

Boost employee engagement

When employees can confidently manage and access information, they are more likely to be engaged at work. Getting information under control reduces frustration and allows your teams to concentrate on strategic tasks rather than searching for documents or records. This is especially true in a remote or hybrid setting where disorganized or hard-to-access information can bring collaboration to a halt.

Improve security and compliance

Real estate changes provide an opportunity to reevaluate and enhance the security and compliance of your information.

Do you know exactly what information you’re storing and where?
Do you know who has access to it?
Do you know when and how to safely shred or destroy it?

By identifying sensitive information assets, implementing robust access controls, and employing advanced security measures, organizations can mitigate the risk of data breaches and ensure they comply with industry regulations and legal requirements. Moving or reducing real estate space is the perfect time to do this.

Get more from your office space

Real estate changes that include information management considerations help organizations optimize the physical space they need for future operations. Instead of dedicating valuable square footage to file cabinets and physical record and asset storage, organizations can repurpose this space for higher-return activities, such as collaborative work areas or employee amenities. Reducing the amount of physical storage space required also means lower overhead costs related to maintenance and equipment. This can lead to significant cost savings, which can be redirected toward more strategic initiatives.

6 practical tips for getting your information under control during a real estate change

  1. Work closely with the RIM team: Your Records and Information Management team helps provide guidance throughout the information cleanup process. After all, effective real estate changes are a team sport
  2. Conduct an information audit: Lasting change starts with identifying the type and volume of records and information your organization possesses. An audit can provide insights into the extent of changes required, the amount of space that can be saved, and potential risks.
  3. Embrace digital transformation: Digitize documents determined to be of high value, for ease of access, and other reasons to reduce the need for physical storage. Invest in a robust information management system for efficient access and retrieval.
  4. Implement smart storage solutions: Make use of smarter record storage solutions, such as mobile shelving units or offsite storage, to maximize the efficiency of your space.
  5. Establish clear policies: Define guidelines and best practices for the creation, storage, and disposition of information assets. Ensure all employees are well informed and trained in these policies.
  6. Regularly review and update: Continuously monitor and adapt your information management strategy to reflect changing business needs and evolving technology.

Real estate changes can be a powerful catalyst for transformation within your organization. By embedding records and information management in your real estate strategy, you can free up space, save money, and ensure your valuable information is used efficiently and securely.

Don’t let your next real estate change go to waste.

Clean Start provides a complimentary assessment of your organization’s onsite opportunities and risks, so our team of experts can get to work maximizing your space and reducing the clutter produced by paper records and other information assets.