OCCUPANCY PLANNING

FUNDAMENTALS

GUIDELINES

This page explains explains how to identify and apply team profiles, tools for architectural programming, thresholds for building loading, and best practices for miscellaneous planning considerations. 

Team Profiles

Team profiles are a way to broadly categorize teams by their business needs for planning. Most locations will include more than one team profile. Org. Level 3 from Nike's HR data system will identify headcount numbers within each organization that are used to identify the Team Profile.


SF/SM recommendations are based on team profile benchmarking and should be used for estimating purposes.


TOTAL PER PERSON = STANDARD SPACE + TEAM SPECIALTY SPACE + 30% CIRCULATION

(Does not include additional spaces)


  • Standard Spaces: Typical office spaces in GPS programming ratios. Based on capacity; consistent for all team profiles.
  • Team Specialty: Unique spaces built to support a specific business need, e.g. rig/merch rooms, lab, athlete testing, product/high density storage, etc. Based on capacity; varies by team profile, use recommended SF/SM allocations below.
  • Additional Spaces: Not based on capacity. Service facilities, e.g. gym, self-service market, mechanical room, etc. should be determined in collaboration with the local GPS team and Service strategy. Showroom requirements should be determined by the business need.
SUPPORT FUNCTION MARKETPLACE CONSUMER CREATE
Primarily desk work and meetings Merch planning, sales and marketing, connection to customers and consumers Design and develop product, testing, working with materials and samples
HR org level 3 Corporate Strategy and Development, Finance, HR, Legal, Tech Nike Brand Geographies, Sports Marketing Consumer Product Brand
Workpoints Unassigned (ABW) Unassigned (ABW) Assigned 1:1
Standard space per person 80 sf (7.4 m) 80 sf (7.4 m) 100 sf (9.3 m)
Team specialty per person 5 sf (0.4 m) 15 sf (1.4 m) 60 sf (5.6 m)
Total per person 111 sf (10.7 sm) 124 sf (11.5 sm) 208 sf (19.3 sm)
Additional space Service facilities Service facilities & Showroom Service facilities

Programming

The Programming Calculator Sheet is used for project planning at Corporate sites. The sheet will incorporate multiple Team Profiles for space estimates and allows the Nike project teams to validate business requirements and input specific needs for specialty spaces, storage, etc. It can be used in two ways:


Input sf/sm and team profiles

The sheet will provide capacity, team specialty space recommendation, and space type program


Input current headcount (HC) and team profiles

The sheet will provide sf/sm, capacity, team specialty space recommendation, and space type program




See more details about programming ratios and space types:


MVP Guidelines are for ABW projects that have less than a full renovation scope. This provides minimum viable product direction for programming and performance.

ABW Building Loading

In ABW environments, the building resident presence rate should be incorporated into planning scenarios. The occupancy rate (the percentage of people assigned to the building compared to the capacity) alone doesn't account for the availability of shared spaces.


For example:

A site has 100 Workpoints (Workstation + Focus room + Office) X 1.7 ABW sharing ratio = 170 capacity

The ideal range of people on site is 60-75% of the capacity = 102-128 people

200 headcount with 55% presence or 130 headcount with 85% presence would fall into this range = 110 people on site



Scenario Planning


How to determine the headcount for a site:

(Capacity x 0.60) / estimated presence rate


The ideal range of people on site is 60-75% of the capacity; this formula uses 60% to allow for future growth


Estimated presence rate (conservative numbers based on research data)

  • 60% NikeTech
  • 75% All other teams
  • Or determined by local research



This chart shows an example looking at planning for a five-year term. If the team shows up at a 75% presence rate, they will be in the ideal range for the whole term. If they show up at 60%, it's below the ideal range so the planning team could consider a higher headcount. The Programming Calculator Sheet can be used for growth projections.

1:1 Assigned Building Loading

Assigned environments are less agile. The target Occupancy should not exceed 85%, with vacant workpoints dispersed, to allow for growth. Presence is not a factor in assigned environments since each person has a workpoint, regardless of how often they use it.

Planning Considerations

  • Adjacencies

    Adjacencies at the building and campus (where applicable) level should be based on balancing the collaboration needs of various teams, along with functional requirements that may anchor a team to a specific point.


    • Gather input and requests from team leaders; who do they want to collaborate with in the future?
    • Cross-reference analytics reports, when available, to provide data on the strength of collaboration between teams
  • Assigning Spaces

    Within an ABW environment, there are sometimes exceptions where a space is assigned. Too many assigned spaces reduces availability and disrupts the overall balance. Use consistent governance within each location when approving assigned spaces.


    Workstation or Project Room Assignments

    • Valid business reasons are: (1) confidentiality, (2) specialty equipment, or (3) infrastructure requirements
    • Project rooms should be assigned for a set amount of time
    • Space assignments should be reviewed over time to ensure that the business need is current

    Vice President (VP) Private Office Assignment

    VPs or GMs can be assigned offices, if that is a consistent policy for the site. Since private offices typically have the lowest utilization rate of our space types, leaders should be encouraged to use the space for their team as a project room or meeting space. 


    HR: Disabilities or medical conditions may sometimes result in the need for a workplace modification or an assigned space. This is determined through the Human Resources (HR) accommodations process. See Americas HR accommodations info. 


    EHS: When possible, ergonomic needs should be met within the shared environment rather than an assigned workstation or office. This is determined through the Environmental Health and Safety (EHS) process. See Americas EHS Office Ergonomics page.

  • Headcount

    Getting accurate headcount numbers at Nike is recognized as a challenge, both for today's counts and future forecasts. A combination of data and validation should be used. Do not include employees flagged as "remote" in planning or allocation numbers. 


    1. For high level-planning, capture current headcount with an employee headcount report. To estimate future headcount, incorporate information from HRBP, Workforce Planning, and Finance. If clear information is not available, use the global baseline guidance of 2% year-over-year growth for FTE and 1% year-over-year growth for Non-FTE.
    2. For project planning and move rosters, more specific information is needed. Partner with GPS data for current best practices. Validate that numbers accurately capture FTE, non-FTE and cross-functional teammates who need to sit together.
  • Monitoring Building Use

    Building resident presence: Use badge data for anchor days. Monitor presence trends to plan ahead if the building is trending above or below the ideal range of 60-75% of the capacity. Median values should be used primarily, reference peaks for more information.


    Monitoring how specific spaces are being used provides beneficial information about demand. This information can be used to adjust the spaces, evaluate project room or office assignments, and compare to Nike averages for benchmarking. Sensor data (if available) provides the most complete information; data reports, observations, and manual time-bound studies also provide useful insights.


    Workstations: This is the key space that triggers a feeling of scarcity. If it can be monitored at the site, the healthy utilization range is 60-85% on anchor days. Median values should be used primarily, reference peaks for more information.


    Conference Room Availability: Anonymized Outlook data can help to understand how often rooms are being booked. This shows if there is scarcity or abundance of bookable rooms for users to plan ahead. It's helpful to compare this to utilization studies and data that shows how many people are in meetings.


  • Team Neighbhorhoods

    In an ABW shared environment, team neighborhoods are an area where the team is anchored. This should be identified by GPS and communicated to the teams.


    • Team neighborhoods provide a sense of belonging and allow employees to know where they can typically find their teammates
    • A team does not “own” workstations; there is not a boundary that separates neighborhoods or dedicates spaces for a specific team’s use
    • Employees are not limited to working in their own team neighborhood
    • Team neighborhood locations should be based on adjacency needs
    • Teams may have open storage (for supplies, snacks, etc.) or an display area within their team neighborhood