WORKPLACE TRANSFORMATION – PHARMA GLOBAL GROUP

From workplace complexity to a data-driven transformation capability.

A leading global life sciences organisation — operating across highly complex, regulated environments in Belgium — needed to continuously adapt its workplace to support evolution in business, workforce dynamics and hybrid work, while maintaining strict operational continuity and compliance.

6,500 m²

ESTIMATED CONSTRUCTION AVOIDED

1,900

moves per year

~4,000

WORKPLACE UPDATES PER YEAR

~7,500 m²

RECONFIGURED ANNUALLY

THE CHALLENGE

Transforming a highly complex workplace environment without disruption.

The organisation operates across multiple sites in Belgium, combining office, laboratory, production and logistics environments under strict regulatory and operational constraints.

Workplace transformation in this context is inherently complex: any change in layout, allocation or occupancy can directly impact operations, compliance or coordination between teams. At the same time, the rise of hybrid work introduced new variability in presence patterns — making traditional, assumption-based planning increasingly ineffective.

Historically, workplace decisions relied on fragmented data and static planning approaches. This limited the organisation’s ability to anticipate change, compare scenarios or execute transformation at scale.

The challenge was not only to optimise space — but to create a system capable of continuously supporting decision-making and execution across a constantly evolving environment, without disrupting operations.

PROJECT OBJECTIVE

Build a data-driven workplace capability that enables continuous transformation at scale — without operational disruption.

Establish a reliable view of actual occupancy and usage patterns

Enable scenario modelling to support informed decision-making

Connect workplace strategy directly to execution

Ensure large-scale transformations can be delivered without disruption

Optimise real estate footprint based on measurable usage

APPROACH

From fragmented data to an
integrated operating system.

AREMIS progressively built and operates an integrated workplace transformation system — connecting data, strategy and execution into a single, coherent model. Each component reinforces the others: no decision without data, no analysis without execution.

01

Occupancy Data & Analytics

Collection and consolidation of real usage data — replacing assumptions with measurable insights on how spaces are actually used across all sites.

02

Scenario Modelling

Development of data-driven scenarios to compare options, quantify impacts and support arbitration — enabling informed decisions before any commitment is made.

03

Integrated Data Platform

Deployment and continuous evolution of a system connecting people, spaces, organisation and assets into a shared dataset — the single source of truth for all workplace decisions.

04

Workplace Design & Smart Working

Translation of strategic decisions into spatial concepts aligned with evolving work patterns — including hybrid work — across office, laboratory and operational environments.

05

Move Planning & Execution

Integration of move management into the system — ensuring decisions can be implemented at scale, including 1,837 moves delivered in a single weekend without operational disruption.

06

Embedded Operational Model

Deployment of multidisciplinary AREMIS teams embedded in daily operations — ensuring continuity, responsiveness and sustained execution capacity over time.

DELIVERY

A continuous system — from decision to execution.

Rather than a one-off programme, the transformation was structured as a continuous operating model — allowing the organisation to analyse, decide and execute in an ongoing, coordinated way.

1

OBJECTIFY – BUILDING THE DATA FOUNDATION

Workplace data from multiple sources was consolidated into a single dataset, enabling visibility on actual occupancy, space usage and organisational dynamics. This created a shared factual basis for decision-making — replacing fragmented, assumption-driven planning with measurable, auditable insight across all sites and environments.

2

ARBITRATE – ENABLING DATA-DRIVEN DECISIONS

Scenario modelling and analytics supported strategic decisions on workplace allocation, capacity and transformation priorities — replacing assumption-driven planning with measurable trade-offs. Decision-makers could compare options, quantify impacts and align on priorities before committing to execution.

3

EXECUTE – DELIVERING AT SCALE

Decisions were directly translated into coordinated execution — including large-scale move programmes and space reconfigurations. This enabled high-intensity transformations, involving more than 3,000 employees, delivered within a single weekend without disruption. Approximately 1,900 moves and 4,000 workplace updates are managed annually through this model.

PROJECT AT A GLANCE

CLIENT

Confidential

SECTOR

Pharma

LOCATION

Wallonia (BE)

TOTAL AREA INVOLVED

~65,000 m²

WORKPLACES

~8,400

BUILDINGS

~100

ANNUAL MOVES

~1,900

ANNUAL UPDATES

~4,000

ANNUAL M² RECONFIGURED

~7,500 m²

TOTAL PARTNERSHIP PERIOD

~30 years

RESULTS

Continuous optimisation. Proven execution. Measurable impact .

The transformation delivered a fundamental shift — from fragmented, reactive workplace management to a structured, data-driven capability able to scale over time.

01

REAL ESTATE OPTIMISATION

Avoidance of 6,500 m² of new construction, closure of 6,000 m² of space, and ongoing consolidation of approximately 6,700 m² — driven by measurable usage data rather than assumptions.

02

DATA-DRIVEN DECISION MAKING

Workplace decisions are now based on actual usage data — enabling scenario comparison, faster arbitrations and measurable outcomes across a complex, multi-site environment.

03

LARGE-SCALE EXECUTION CAPABILITY

Ability to deliver complex transformations at scale — including 1,837 moves and 549 updates executed in a single weekend, with no disruption to operations or compliance.

04

CONTINUOUS TRANSFORMATION MODEL

Workplace management evolved into a continuous, integrated system — connecting strategy, data and execution, and enabling long-term adaptation to business and workforce evolution.

A SIMILAR CHALLENGE AHEAD

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