Preparation & Strategy

THE MARIS METHODOLOGY:

THE “ENGAGE” PHASE

At Maris, we refuse to start a design until we have completed the Engage Phase. This is the diagnostic stage of the project. It moves the conversation from “what do you want?” (a subjective wish list) to “what do you need?” (an objective requirement).

OUR METHODOLOGY FOLLOWS FOUR DISTINCT STEPS:

1. The Leadership Visioning Workshop
We align the C-Suite on the commercial drivers. Is this project for growth? Consolidation? Cultural reset? Often, the CEO and the HR Director have different definitions of success. We solve this misalignment here, not on the building site.

2. The “Internal Champion” Appointment
As highlighted in our source text, “An internal project lead should be appointed early… This person is not just a messenger they are the operational anchor.” We require a single point of contact with decision-making authority to bridge the gap between your board and our delivery team.

3. The Workplace Audit
We analyse your current space. What works? What is broken? Where are the bottlenecks? 4. Building Due Diligence Before you sign a lease or commit to a refurbishment, we assess the physical asset. Does the HVAC support the density you need? Is the connectivity sufficient? As the guide notes, “In reality, limitations around ceiling height, natural light… or existing infrastructure can compromise your vision.”

DEEP DIVE:

THE SCIENCE OF UTILISATION STUDIES

The most critical tool in the preparation phase is the Utilisation Study. In the past, companies used “Headcount” (total employees) to determine space needs. Today, you must use “Occupancy” (actual presence).

Recent data from Freespace and XY Sense (2024 reports) suggests that the average global office Utilisation rate sits between 30% and 50%. This means half of the desks in a traditional office are empty at any given moment. To get this right, you need to measure three metrics:

1. Average Daily Occupancy: How many people are in on a typical Wednesday vs. a Friday?

2. Peak Utilisation: What happens on the busiest day of the month? (Your space must handle the peak, not just the average).

3. Space Type Usage: Are people sitting at desks, or are they camping in meeting rooms because they need privacy?

The “Badge Swipe” Trap: Do not rely solely on security badge data. A badge swipe tells you someone entered the building; it does not tell you if they sat at a desk, spent 4 hours in the café, or left after 20 minutes. We recommend a 2-week study using anonymised PIR sensors or observational studies to map behaviour, not just attendance. This data allows us to calculate your target sharing ratio (e.g., 1 desk for every 1.5 employees), potentially saving you thousands of square feet in unneeded rental costs.

MARIS TOOLS:

THE STRATEGY DEFINITION CHECKLIST

Before commissioning a design, your internal steering group must be able to answer these questions.

• The Driver: Is this project driven by a lease event (deadline) or a business change (strategy)?
• The Growth Prediction: What does headcount look like in Year 1, Year 3, and Year 5?
• The Hybrid Policy: Is attendance mandated (3 days fixed) or autonomous? (This dictates your desk ratios).
• The Tech Gap: What is the one technology frustration your staff complain about daily?
• The “Third Space”: Do you need a “town hall” space for all-hands meetings, or can you rent that externally?
• The Risk Appetite: What is your budget ceiling? Is it fixed (Cap) or flexible based on ROI?