Treating project design support as an ongoing operational effort
In the current context of hybrid work and cost pressures, facility managers often miss decision windows due to delays in design processes such as test layouts. Ryan Elder, head of Facility Systems, Inc., proposes a "DesignOps" mindset: treating design support as a continuous service layer similar to IT or HR, rather than a one-off project accompanying construction. By delivering layouts on a daily basis, providing on-call design support, standardizing drawings, and integrating with IWMS tools, companies can significantly compress decision cycles and gain an edge in leasing and construction.
Ryan Elder is the principal of Facility Systems, Inc.
Facility managers and other leaders in corporate real estate are operating in an environment of change unlike anything we have seen before. Hybrid work models, fluctuating headcounts, and cost reduction pressures are forcing organizations to rethink not only the size of their office spaces but also the speed at which they make decisions.
In this environment, even small delays accumulate. Every additional week a test fit takes means another week of uncertainty for facility managers advancing projects, executives making leasing decisions, and finance leaders tracking occupancy costs.
What slows things down is not the professionals involved in the projects, but the way the process itself is designed.
Consider an example: a company is negotiating a lease. It needs to quickly understand how many people the space can accommodate, how departments would be distributed, and whether the space meets long-term needs. The request goes out, and a test fit begins. Drawings are passed back and forth, marked up, redrawn, and sent back for confirmation. By the time leaders have the information they need, weeks have passed—and they often need it within a week.
No one is to blame. Facility managers are doing their best to keep buildings running while handling daily executive requests. Architects are trained for large-scale projects, not rapid what-if analyses. Furniture dealers focus on product specifications, pricing, and vendor coordination, not producing test fits in volume. The system was never designed for speed.
It is here that a different approach—what I call a DesignOps mindset—shows its value. Drawing on lessons from other industries that have optimized their operations, the core idea is simple: treat design support as an ongoing operational need, not a one-off project tied to a construction event.
What might this look like in practice?
- Faster test fits.Layout options are delivered in days, not weeks, allowing executives to make confident decisions sooner.
- On-call design support.Facility managers can reach a partner who can step in quickly, like an extension of their own team.
- Standard drawings and intent drawings.Establishing consistent baselines reduces rework and confusion across multiple offices.
- Integration with IWMS tools.Keeping space data real-time and accurate, avoiding silos or outdated information.
The key is connecting the dots so that real estate decisions can keep pace with today's business needs.
The business case
Every week a real estate decision is delayed carries real costs: lease extensions, delayed occupancy, or stalled construction. Conversely, a fast and clear decision accelerates everything downstream: approvals, budgets, negotiations, and execution.
I have seen organizations lose momentum simply because they could not get answers in time. Conversely, I have seen others move quickly, securing favorable lease terms and starting construction while competitors were still waiting for drawings.
Facility managers feel this pressure acutely. They are responsible for everything from safety compliance to furniture reconfiguration, yet often lack the staffing or technology resources to handle it all. They frequently end up acting as the bridge between architects, furniture dealers, brokers, and executives.
A DesignOps approach can ease this burden. By having access to fast, reliable design support, facility managers can focus on business operations instead of getting bogged down in drawing revisions and space data updates.
A step forward
DesignOps is not the only solution. But when we dare to ask tough questions, the entire industry benefits.
- In an era when we can access real-time financial or HR data instantly, why does getting a floor plan still take weeks?
- How can we ease the burden on facility managers who are already stretched thin?
- What if we treated design support as an ongoing service layer, the way we treat IT or HR?
These are not rhetorical questions. They are real challenges that, once answered, will benefit organizations greatly.
Hybrid work arrangements, new amenity expectations, sustainability goals, and cost pressures are not going away. Facility managers and other leaders guiding organizations through these issues need a process that delivers clear information quickly so they can make real estate decisions with confidence.
Whether we call it DesignOps or something else, organizations willing to try new approaches will be the ones that move faster, spend more wisely, and create better spaces for their people. Those that cling to old ways risk falling behind in a rapidly changing business landscape.
That is the opportunity in front of us: not just to rethink how we design workplaces, but to rethink how we deliver design support in the first place.