U.S. Customs and Border Protection
Background
Workplace boundaries are changing as today’s employees become more mobile, creating new focus on reducing infrastructure costs. Since 2013, the U.S. government has mandated that federal agencies maintain their existing leased square footage through the “Freeze the Footprint” policy and, where possible, reduce it to save on rent, building materials, energy usage, and operational expenses. The Telework Enhancement Act of 2010 also made telework permissions part of U.S. law, requiring federal agencies to adapt their workplace strategies accordingly.
Challenges
Prior to the U.S. Department of Customs and Border Protection’s workplace transformation, the department had limited collaborative space across nearly 14,000 square feet with 83 individual workstations on two floors—over 200 feet of usable space per person. Only managers enjoyed windows, seats were assigned, and paper was everywhere. The CBP needed to figure out how to reduce its footprint with the same number of workers occupying less space while allowing employees to work seamlessly from home. The challenge was eliminating wasted desks, cubicles, and offices while encouraging telework without devolving into crowded, unscheduled chaos.
The Solution
Phase One: Pilot Transformation
The answer was an ambitious pilot project that consolidated CBP’s two Office of Administration floors into one smaller 8,700 square-foot floor with just 27 desks. Rather than assigned seating, different types of workspaces became available for employees to choose based on their daily needs and work style, with employees encouraged to work from home two days per week. To make telework and space-sharing work efficiently, the department studied its needs by collecting data and engaging employees, then implemented Tango Reserve workplace reservation software.
Technology Implementation & Integration
With Tango Reserve’s cloud-hosted platform, employees can reserve needed space from desktop, tablet, or smartphone while tracking where colleagues are working. The software integrates with workplace needs such as catering and audio-visual equipment, plus intelligent building systems that manage electricity, lighting, and HVAC usage. This comprehensive approach enabled seamless coordination between in-office and remote work.
Measurable Results & Expansion
After the first-phase space reduction of 5,300 square feet, CBP enjoyed annual rent savings of $287,000, with 98% of employees reporting improved communication and collaboration and a 102% increase in worker productivity. The success led to an even more ambitious second phase, bringing 550 employees from seven floors in three buildings into three floors in one building, resulting in a 46% reduction in square footage and $3.3 million per year in savings, plus a 25% reduction in office paper use and improved work-life balance for 17% of employees.
We know—it takes two to Tango
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Whatever your real estate strategy, we can help you refine, execute, and maximize it. Let’s find your real estate’s real value.