4 Phases of the Workplace Lifecycle
The connection between daily activity and long-term strategy
The workplace is a dynamic environment that moves through four key phases: Renovate, Design + Construction, Move-In, and Maintenance. These phases don’t happen in isolation. Each one influences the next, creating a continuous cycle where daily activity shapes long-term strategy and ensures the portfolio adapts to changing business needs.
In this post, we’ll look at each phase in detail and highlight how the roles of occupancy planners and interior designers intersect and diverge across the lifecycle.
Phase 1 | Renovate, Resize, or Relocate?
The workplace is always evolving. Daily activity (Maintenance) shapes the space and ultimately drives long-term strategy.
Phase 1
Renovate, Resize, or Relocate?
This critical phase involves strategic decision-making about the future of the workspace, where organizations carefully evaluate their current situation and determine the best path forward based on their business objectives.
During this phase, an organization must decide if they need to renovate an existing workspace, resize their footprint (reduce or increase) into additional space, or relocate into a new space altogether.
An organization may need to make workspace-related changes due to the following:
Outgrown current space and need to expand (justified by occupancy planning activities)
Have too much space and need to reduce workspace footprint
Current workplace is dated and needs to be refreshed
Renewed lease on an office space and need to renovate to modernize
In this phase, occupancy planners work closely with business stakeholders to support the decision-making process by:
Gathering requirements for team sizes and growth projections
Documenting critical adjacencies between teams and specialized spaces
Developing conceptual test fits and create preliminary occupancy plans
Documenting end-user requirements to guide the design process
Phase 2
Design + Construction
During this phase, interior designers take the lead in creating the new workspace while occupancy planners provide input on space requirements and team adjacencies.
To keep this post focused, I'll simplify what happens during this phase to highlight the critical role that interior designers play in the workplace lifecycle.
However, it's important to note that this is a complex and intensive phase of the process. It's the phase that most people are familiar with, though they may not recognize the crucial work that happens both before and after this phase.
Design
During the design phase, interior designers:
Creating detailed space plans that optimize layout efficiency and functionality
Selecting appropriate finishes and materials for all surfaces while considering durability and aesthetics
Specifying furniture that meets ergonomic needs, budget requirements, and design goals, while ensuring all choices comply with building codes and accessibility standards
Support the development of construction documents to ensure that design intent is accurately reflected and detailed
Meanwhile, occupancy planners review the proposed design to ensure capacity aligns with end-user requirements.
As the phase progresses, construction documents are created and permits obtained in preparation for construction.
Construction
During this phase, the space is built out according to design specifications. Throughout construction, both designers and planners conduct site visits to ensure work aligns with plans and specifications.
As construction nears completion, occupancy planners prepare the final move plans and begins coordinating physical move logistics for employees and their belongings.
Phase 3
Move Into New Space
This phase is often referred to as "Day 1" or "FDOB" (First Day of Business)—the first day when the space is fully operational and employees can move in.
Moves are typically overseen by MAC (Move/Add/Change) Coordinators working alongside move vendor partners.
During this phase, primary ownership transfers back to occupancy planners from interior designers.
Key OP activities during the move-in phase include:
Updating the CAFM system with accurate furniture plans, space types, space IDs, employee names, and team names
Addressing post-move issues and making necessary adjustments
Employees typically need several weeks to feel fully settled in their new workspace. During this adjustment period, occupancy planners field requests and suggest adjustments as needed.
Phase 4
Maintenance
The maintenance phase involves managing ongoing workspace operations, including seating assignments, team relocations, data management, and space optimization over an extended period of time.
This phase represents a significant portion of a workspace's lifecycle, with the long duration influenced by a variety of factors including lease agreements, property ownership status, and the organization's long-term real estate strategy.
In company-owned buildings, this phase might extend well beyond a decade, while leased spaces typically operate on shorter cycles of 5-10 years before major changes are considered. The length of this phase also depends on how well the space continues to meet the organization's evolving needs and workplace standards.
How Occupancy Planners Support the Maintenance Phase
During the maintenance phase, occupancy planners manage the day-to-day evolution of the workspace, including:
Processing regular seating requests as employees join, leave, or transfer between teams
Managing floor shuffles when teams grow, shrink, or need to be relocated
Maintaining accurate space and seating data in workplace management systems
Monitoring space utilization and occupancy metrics
Creating quarterly or annual occupancy reports for leadership
Occupancy planners also handle special projects during this phase, such as:
Supporting organizational restructuring by planning team relocations
Implementing new workplace policies like hybrid seating or desk sharing
Optimizing existing space to accommodate changing business needs
Read more: What does an Occupancy Planner Do?
How Designers Support the Maintenance Phase
Architecture and Design (A+D) firms may also be engaged during this phase for smaller-scale renovation projects. In these instances, interior designers focus on:
Creating thoughtful solutions that enhance workspace functionality while maintaining aesthetic continuity with existing design
Ensuring all modifications meet current accessibility standards and building codes to support universal design principles
Implementing safe design practices through proper space planning, appropriate material selection, and adherence to fire safety requirements
Collaborating with occupancy planners to understand team needs and spatial constraints
These targeted refresh projects might include updating team neighborhoods, renovating collaboration spaces, or modernizing amenity areas - all while working within the established infrastructure of the building.
This phase continues until the organization requires a workspace renovation or expansion, at which point the lifecycle begins again with Phase 1.
Bringing the Workplace Lifecycle Full Circle
The workplace lifecycle is not a one-time sequence but an ongoing cycle where each phase informs the next. Renovation, design, move-in, and maintenance are all interconnected, and the success of each depends on the collaboration between occupancy planners and designers.
The key takeaway is that daily activity, how space is managed, used, and adapted, ultimately drives long-term strategy. When organizations recognize this connection, they can create workplaces that are not only functional today but resilient and adaptable for the future.
