Defining the program scope

TABLE OF CONTENTS

• Breakdown
• Scope
• Goals
• Tenants
• Channels
• Process

Breakdown

Scope

To determine the scope of the program, 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 initial scope. 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 is laid out. They are important to help set benchmarks for the success of the program. The goals will vary from organization to organization, but some examples could be:

Strategic Goals

• Space inventory digitized
• Reduction of handling time
• Contract automation 
• Simplified tenant comms
• Improved payment collection
• Enabled dynamic pricing
• Improved reporting

Quantitative Goals

• Efficiency Gains
• Revenue
• Number of deals
• Listing Views
• Number of Leads
• Number of New Leads
• Occupancy

Tenants

Depending on the use cases to cover, a program 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.

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 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 program.