Defining the pilot scope

TABLE OF CONTENTS

• Breakdown
• Scope
• Goals
• Tenants
• Content Planning
• Leasing terms
• Channels
• Process

Breakdown

Scope

To determine the scope of the pilot project, it is advisable to select a group of properties from the organization's portfolio that represents a diverse range of performance levels and space types. 

Spacewise recommends including a minimum of 10% of your properties (at least 5 properties) in the pilot project. Additional things to consider:

• What teams in the organization will participate
• Level of process integration (lead management vs. end-to-end process)
• Available space types (inline spaces, common area, brand activation space etc.) 
• Select up to 3 markets to focus on for lead generation

By including a mix of high and low-performing properties and testing different integration options, you will gain a better understanding of the tool's effectiveness in different scenarios, allowing you to make more informed decisions for your entire portfolio.

Goals

Goals can be defined once the scope of the pilot is laid out. They are important to help set benchmarks for the success of the pilot. The goals will vary from organization to organization, but some examples could be:

• To increase visibility online and aid marketing efforts.
• To attract more concepts to the spaces
• To reduce deal processing times
• Create added value for tenants

Tenants

Depending on the use cases to cover, a pilot can have an open or a closed group of tenant users, or both. The Spacewise platform gives you full flexibility. We recommend focusing on a mix of pre-existing tenants and new prospective tenants. 

Existing tenants can be onboarded by creating an account for them or allowing them to create their own account on the platform. The same applies for new tenants. If you have a large number of existing tenants to onboard, we can assist you with a bulk import to streamline the process. We will discuss the most effective approach for your organization.

See more information about onboarding tenants.

Content Planning

Needed content

The following types of content are needed for the onboarding process: 

• Company Logo
• Company Description
• Property and Space Descriptions
• At least 3 Photos per space
• Floor plans
• Videos/3D models

See more information about content

Content production plan

One of the most significant tasks to get the leasing platform up and running is content production. To ensure a successful onboarding process, it is important to have high-quality content on the Spacewise platform.

The following services can be provided to support content production:

1. Photography Services: High-quality photographs of properties are essential to attract potential tenants. Spacewise can refer professional photographers to help with property photo shoots.
2. Image Retouching: In addition to professional photography, Spacewise can provide image retouching services to enhance the quality of property images and make them more visually appealing.
3. Copywriting Services: Well-crafted property descriptions and marketing copy can help to engage potential tenants and drive conversions. Spacewise can provide copywriting services to support the creation of high-quality property listings.
4. Bulk Import Support: For organizations with large property portfolios, Spacewise can provide support for bulk importing property information using an Excel file. This can help to streamline the onboarding process and ensure that all relevant property information is included in the Spacewise platform. See the article batch Imports for more information. 

Leasing terms

To facilitate a seamless leasing process on the Spacewise platform, it is essential to have clear and comprehensive leasing terms. Here are the available options for adding leasing terms and conditions to the platform:

• Organization level: Organizations can add their standard leasing terms and conditions to the platform's organization settings. This ensures that the terms are automatically included in all relevant listings.
• Individual Listings: For listings with unique leasing terms and conditions, organizations can add specific documents and house rules to individual listings. 
• Private Listings: For private listings, organizations may want to require potential tenants to sign a non-disclosure agreement (NDA) before accessing the listing information. Spacewise allows NDAs to be uploaded for private listings, which can help to protect sensitive information and ensure confidentiality.

By utilizing these features, organizations can effectively communicate their leasing terms and conditions to potential tenants and safeguard any confidential information.

More information about leasing terms.

Channels

The Spacewise platform offers several options regarding channels for publishing properties and listings. There are 3 main channels available:

• Branded portal: Organizations can create their own branded portal, where tenants can discover, inquire, and book space. This supports marketing efforts and drives traffic to the organization's website.
• Co-branded portal: Spacewise manages the organization's platform on your behalf, providing our conditions are met. This option can help speed up the pilot rollout as it requires less input across departments.
• POP UP SHOPS: Spacewise's own marketplace where brands go to find and book space.

If an organization chooses to create a branded portal, they can publish their listings on their portal, the POP UP SHOPS marketplace, or both. It's important to consider which channels best suit the organization's needs based on their use cases.

When setting up a branded portal, several guidelines of your organization should be followed, such as:

• Legal and compliance requirements (e.g. data privacy)
• Branding requirements
• Content requirements 
• IT security requirements

Additionally, the organization can add guidelines specific to their needs. For example, they may require a certain format for property descriptions or specific image dimensions for their listings.

Process

Spacewise offers flexible processes that suit any organization's goals. Ranging from end-to-end, digital deals and digital leads. Spacewise recommends a complete end-to-end process to get the most out of the pilot.