The budget is finally approved. Now what?

Review What Was Actually Approved

Start by comparing the approved budget with what was originally requested. Identify what was fully funded, partially funded, deferred, or removed.

From there, prioritize critical facility needs, deferred maintenance, regulatory requirements, and projects that directly affect safety, operations, and service delivery. An approved budget does not eliminate competing priorities—you still have to determine what must happen first.

Align Projects With Procurement Timelines

A funded project cannot move forward without the appropriate procurement process. Professional-service agreements, bidding requirements, purchase orders, governing-body approvals, and vendor lead times all affect the schedule.

Long-lead equipment and materials can delay an entire project. If those realities are not identified early, they can disrupt the schedule, increase costs, and push work into the next budget year.

Funding, procurement, and project scheduling must be coordinated from the beginning.

Prepare for the Unexpected

Many organizations include contingency funding within a project or facility budget. If yours does not, determine how emergency needs will be addressed.

Equipment failures, water intrusion, safety concerns, price increases, and other unplanned conditions do not wait for the next budget cycle. Setting aside funds for emergencies can help an organization respond without stopping other critical work.

Keep the Schedule Realistic

Be honest about how much work can be completed during the year. A project may be funded, but that does not mean the design, procurement, permitting, construction, and closeout phases can all be completed immediately.

Develop implementation schedules that account for staff capacity, procurement requirements, operational disruptions, long-lead items, and the time needed for reviews and approvals.

A realistic schedule is more useful than an ambitious schedule that cannot be maintained.

Track the Money and the Work

I am fortunate to work with what I consider the best accounting and capital-project teams in the world. If you do not have the best, find the best available—because you will need both.

Your accounting team should track commitments, expenditures, available balances, and funding deadlines. Your project team should monitor scope, schedule, procurement, risks, and delivery.

Funding oversight and schedule management are both critical to delivering projects on time and within budget. Neither function can operate successfully in isolation.

Start Planning for the Next Budget

If you are like me, once the new budget is approved, it is time to begin planning for the next one.

Throughout the year, document emerging needs, project cost changes, deferred work, equipment conditions, and operational risks. Update facility assessments and maintain a prioritized project list so the next budget request is supported by current information—not last-minute estimates.

Budgeting for facilities is a continuous cycle of planning, prioritizing, implementing, monitoring, and preparing for what comes next.

The budget may be approved, but the real work is just beginning.

Workspace Facilities Solutions helps organizations translate facility priorities into practical plans, coordinated projects, and measurable results.

A well-planned holiday schedule can reduce energy use while continuing to protect the building, its equipment, and the people who may need to enter it.

A Closed Building Is Still Operating

Even when employees are away, many building systems must continue operating or remain available. These may include:

• Heating, ventilation, and air conditioning
• Plumbing
• Fire and life-safety systems
• Security and surveillance systems
• Access-control systems
• Automatic doors and parking gates
• Refrigeration
• Technology and server-room equipment
• Sump pumps and other critical equipment

The goal is not to shut down the building completely. The goal is to adjust its normal operations safely and efficiently.

Review HVAC Schedules

HVAC systems are often programmed with occupied and unoccupied schedules. During a holiday closure, the building may not need to maintain the same temperature used during normal working hours.

However, outdoor conditions must be considered before changing the schedule. During extreme heat or cold, it may be safer to maintain the existing schedule or make only a small adjustment.

Some buildings must also maintain specific temperature or humidity levels to protect equipment, records, animals, medical materials, evidence, or other sensitive contents.

The Building Automation System, or BAS, may allow facility teams to enter annual holidays in advance. These schedules should be reviewed every year to confirm that the dates, times, and building needs are still correct.

Reduce Unnecessary Lighting

Lighting is one of the easiest areas to manage during a closure. Lights that are not needed should be turned off or placed on a holiday schedule.

Buildings with occupancy sensors may already control much of their lighting automatically. Other areas may require schedules or manual checks. Exterior, emergency, security, and life-safety lighting should remain available as required.

Secure Entrances and Parking Areas

Security teams and monitoring companies should know when the building will be closed and when normal operations will resume.

Facility teams should also confirm that:

• Automatic doors are scheduled correctly.
• Exterior doors remain secured.
• Access cards are adjusted when necessary.
• Parking gates operate on the correct schedule.
• Deliveries and contractor access are coordinated.
• Alarm contacts and emergency call lists are current.

Parking decks and garages deserve special attention during extended closures. Gates, lighting, cameras, and patrol arrangements should be reviewed to help prevent unauthorized access.

Know What Should Not Be Turned Off

Depending on the facility, certain systems must remain in operation. These may include:

• Freeze-protection systems
• Humidity-control equipment
• Fire and life-safety systems
• Server-room cooling
• Medical, animal-care, laboratory, or evidence-storage systems
• Refrigeration
• Sump pumps
• Critical plumbing equipment
• Security and surveillance systems

Turning off the wrong system can lead to equipment damage, water problems, unsafe conditions, or an expensive emergency.

Coordinate Exceptions Before the Holiday

A building may be officially closed, but that does not always mean it will be empty. Employees may be working, contractors may be completing projects, or special events and emergency operations may still occur.

Departments should provide accurate information to the facility team before schedules are changed.

A simple pre-holiday checklist should ask:

• Is anyone scheduled to work?
• Are contractors, vendors, or deliveries expected?
• Are any special events planned?
• Are special temperature or humidity conditions required?
• Do access cards, automatic doors, or parking gates need temporary changes?
• Who should receive alarms or emergency calls?
• When should normal building operations resume?

Confirm and Verify

Holiday schedules should be reviewed and tested before the building closes. Temporary changes and overrides should be documented so the facility team knows what was changed and when normal operations should return.

During the closure, critical alarms and building conditions should still be monitored. After the holiday, facility teams should confirm that HVAC, lighting, access control, automatic doors, parking gates, and other systems have returned to their normal schedules.

A successful holiday closure does not happen by simply turning systems off. It requires planning, communication, and verification. When departments and facility teams coordinate in advance, the building can remain secure, protected, and energy-conscious—even when the office is closed.

Part II is inspired by the KonMari method. One of its central ideas is to keep items that are useful or meaningful and give everything a designated space—a home, if you will.

This sounds simple, but real decluttering takes time, patience, and a willingness to touch and evaluate everything. At the end of this article, I will share a 15-minute workplace reset you can try today. First, let’s talk about how to approach a larger decluttering project.

First, Breathe

A cluttered office can feel overwhelming. You may look around, see everything that needs attention, and have no idea where to begin.

First, breathe.

You do not have to complete the entire office in one day. Give yourself some grace, create a realistic plan, and take breaks when you need them. Decluttering should make your environment feel better—not create more stress.

Start With the Low-Hanging Fruit

Paper is often a good place to begin in an office.

Ask yourself:

• Does this document have to be retained?
• Is it available electronically?
• Is it an extra copy?
• Is the information outdated?
• Does it contain confidential information that requires secure disposal?

Before throwing away business records, always review your organization’s record-retention policy and confirm that the documents are not subject to a legal hold or other requirement.

Many organizations are moving toward paperless operations. Older records can sometimes be scanned and stored electronically. Companies are also available to provide large-scale scanning and document-management services.

The goal is not to discard important information. It is to keep what is required and remove unnecessary duplication.

Sort by Category

Instead of moving randomly around the office, group similar items together. This allows you to see how much you have and make better decisions.

Office categories may include:

• Paper files
• Old reports
• Books and reference materials
• Training and educational materials
• Office supplies
• Technology and cords
• Furniture
• Decorations
• Personal items
• Keepsakes

Work through one category at a time. Finish it before moving to the next one whenever possible.

Ask Simple Questions

As you review each item, ask:

• Do I use this?
• Am I required to keep it?
• Is it still accurate or useful?
• Does it support the work being done in this space?
• Would someone else benefit from it?
• Does it have personal or historical meaning?
• If I am keeping it, where will it live?

One lesson that made me laugh was this: If you are not sure what an item is or how to use it, you probably do not need to keep it.

That may not apply to every situation, but it is a helpful reminder that objects should have a purpose.

Give Everything a Home

One of the best lessons I learned—especially while using this method at home—is to label everything you reasonably can.

Labels make it easier to find supplies, return items to the correct place, and see when something is running low. They also help everyone understand how the space is supposed to function.

Labels can be used for:

• File drawers
• Storage cabinets
• Shelves
• Supply bins
• Technology accessories
• Shared equipment
• Archived records
• Items waiting for repair or disposal

A designated place only works when people can identify it and use it consistently.

Take Your Time

Decluttering can become overwhelming very quickly when you try to do everything at once. Take breaks and set small goals.

You may decide to work for 30 minutes each day, complete one drawer at a time, or focus on one category each week. The right schedule is the one you can maintain.

The goal is not perfection. The goal is to create a space that supports the way you work.

Try This 15-Minute Workplace Reset

You do not need an entire day to begin. Set a timer for 15 minutes and complete the following reset:

Minutes 1–3: Clear the obvious clutter
Remove trash, empty cups, food containers, outdated notes, and items that clearly belong somewhere else.

Minutes 4–6: Gather loose papers
Place papers into three groups: action needed, file or scan, and secure disposal.

Minutes 7–9: Return items to their homes
Put supplies, books, equipment, and personal items back in their designated spaces.

Minutes 10–12: Clear your digital workspace
Close unnecessary browser tabs, delete unneeded downloads, and move important files into clearly named folders.

Minutes 13–15: Prepare for what comes next
Identify your three most important tasks, place needed materials within reach, and leave your workspace ready for the next workday.

A 15-minute reset will not declutter an entire office, but it creates momentum. When repeated regularly, small resets can prevent clutter from building up again.

An organized workspace does more than look better. It helps people find what they need, use space more effectively, and focus on the work that matters.

Start small, be patient with yourself, and create a home for the things you decide to keep.

When a building feels warmer than expected, you may wonder whether the HVAC system is working properly. Before adjusting the thermostat again, it helps to understand what the system is actually designed to do.

Your HVAC System Removes Heat

An HVAC system does not simply make cold air. It removes heat and moisture from the air inside the building and transfers that heat outside.

During extremely hot weather, buildings absorb more heat through:

• Exterior walls, roofs, and windows
• Direct sunlight
• Frequently opened exterior doors
• Buildings without entrance vestibules
• People, lighting, and office equipment
• Air leaks and outside-air ventilation

The HVAC system must continuously remove this accumulated heat while also managing indoor humidity.

Understanding Building Setpoints

Commercial HVAC systems are designed based on several factors, including outdoor temperatures, indoor conditions, occupancy, and the amount of heat produced inside the building.

That may sound technical, but building occupants should know the seasonal temperature setpoints established for their workplace. A setpoint is the temperature the HVAC system is programmed to maintain.

During extreme weather, especially when outdoor temperatures reach or exceed the system’s design conditions, some buildings may have difficulty maintaining the normal setpoint. Knowing the building’s setpoint can help occupants understand what indoor temperature to expect and dress comfortably for the conditioned space.

However, an unusually warm building should not automatically be blamed on the weather. If the temperature continues to rise or certain areas feel much warmer than others, the system should be evaluated.

How Building Occupants Can Help

Occupants can help the HVAC system operate more effectively by taking a few simple steps:

• Keep exterior doors and windows closed.
• Close blinds where direct sunlight is strongest.
• Avoid making drastic thermostat adjustments.
• Report comfort problems early.
• Turn off unnecessary lights and heat-producing equipment.

Lowering the thermostat significantly will not make the system cool the space faster. It may also make it more difficult to identify the actual cause of a comfort problem.

What Property Managers Can Do

Property managers and facility teams should:

• Replace filters as scheduled.
• Keep coils and other equipment clean.
• Confirm that dampers, sensors, controls, and schedules are working properly.
• Address mechanical problems promptly.
• Avoid turning systems completely off overnight during extreme heat.
• Start systems early enough to reach the building setpoint before occupants arrive.
• Monitor the Building Automation System, or BAS, for sudden changes and unusual conditions.

Preventive maintenance and proper scheduling can make a significant difference in how well a building responds to extreme temperatures.

When Heat May Signal a Larger Problem

Warm conditions do not always mean that the HVAC system has failed. However, certain warning signs should be investigated:

• Excessive indoor humidity
• Little or no airflow
• Weak airflow from vents
• Unusual equipment noises
• Water around HVAC equipment
• Sudden temperature changes
• Major temperature differences between offices, suites, and common areas

These conditions may indicate a maintenance, controls, airflow, or equipment-performance issue. Identifying the root cause early can help prevent a minor issue from becoming a major disruption.

Extreme heat places additional demands on every building. Understanding how the HVAC system works—and how occupants and facility teams can support it—can help keep the workplace comfortable, efficient, and prepared.

If your workspace has not been updated in over 10 years. That’s right. There are some people who have not touched, added, moved, or dusted their workspace in over 10 years!  Imagine what a fresh coat of paint or new carpet could do for their workspace and their work life. Recreating outdated spaces is a game changer in starting the renovation process.

Your workspace color scheme is dated. Your office wall color is burgundy or green – yep green, you might be a candidate for a nice new color scheme for your office. Stop by Lowes, Sherwin Williams or your local hardware store and start by picking out a few neutral paint color collections to get you started.  A fresh coat of paint can work wonders for a workspace.  It can also highlight dirty, old flooring.

You have the budget. If you are fortunate enough to have the budget to renovate your workspace, you are, first of all, revered among the millions of professionals who do not have this freedom to create. Secondly, you can capitalize on your added value to your organization by initiating renovation in your own space. Movement ignites more movement so do not be surprised if others start hopping on board to your momentum train and begin to add their own spark of renovation in their respective spaces.

Your workspace has turned sterile and you could use a creative boost.  You have the power daily to take inventory on what is adding to your best self. When you find that you do not enjoy your workspace and want to revive your excitement about your career, start by imagining all the possibilities for that space.  Next, brainstorm them and create a blueprint on how you can begin the process. Research or visit a building similar to your ideas and concepts. Allow yourself to enjoy the journey of reviving participating in your own solution.

It’s a directive from upper management. Your boss just told you to clean up your act! By act he or she meant every aspect of you as it relates to your work ethic and workspace. Although directives can tend to be intimidating and sap the life out of the ‘fun’ of creativity, never mind that and make it your mission to renovate your space as a significant challenge or opportunity given especially to you to simply evolve.

You need functionality. I cannot emphasize functionality enough as it is a ‘founding father’ of sorts in the essence of workspace and society. Every system, in any organization, whether big or small, operates on the method of functionality. Your workspace is reflective of how you function. Whether you are organized, messy or claim organized chaos as your method of functioning, it can all use evaluation and redefining at some point in your career especially if you desire to reach the next level of leadership.

Just because. This is my absolute favorite reason.  It was once said that ‘Discipline is doing what needs to be done without being forced to do it.’ Who says you need a reason to transform at a moment’s notice? After all, there are no rules to your own method of jumping into what you know best. Discipline. You make the rules. Now, go confidently with them in tow to design the workspace of your dreams and greatest expression of you.

Here are six simple steps to take today to make your workspace fit your style and get the energy flowing. 

1. Evolve your thinking.  

Ask yourself – is my workspace boring?  Does your workspace create an environment of creativity?  Does your workspace reflect how you spend your spare time? Is your space collaborative and conducive for brainstorming?  If you answered no to any of these questions you might need to evolve your thinking.by reading books such as “The Slight Edge by Jeff Olson” to help get you in the evolving frame of mind.

2. Make your workspace complimentary to who you are or what you love.

I used to believe that a workspace should be plain, I mean really, really plain.  But now when you walk into my workspace, you know a couple of things immediately – I love to travel, I love books and I love fresh flowers.  I witness visitors looking around taking in my knick-knacks and inquiring whether or not I have read all the books on my shelves. Incorporating elements of who you are and what you love is one of the important factors I enjoy about workspace design.

3. Pick out modern and/or bright colors that speak to your personality. 

Do not be afraid of pops of color.  You can emphasize color in art.  A throw pillow. Décor pieces.  Even an accent wall.  Find colors that are classic that speak to your style and make you feel like a boss!  If you don’t have an office, there are several ways to add pops of color.  A soft throw on the back of your chair, a small floor mat, colorful desk accessories or pretty flowers if allowed, always adds a touch of eccentric class to any space. 

4. Create a goal or vision board of how you desire your space to look and ultimately feel.

Show up by doing one thing every day towards that goal.  This is super easy!  Clean out a desk drawer once a week. Select a number of files to review in a week. Walk out your goal daily by scheduling days on your desktop or calendar to mark off once completed. This adds a sense of accomplishment for your committed work and effort of discipline once completed. 

5. Find a fun design and incorporate that throughout your office/home workspace.  

Love a certain color or artist? Incorporate a few pieces in your office décor. Elements like this always serve as a great conversation piece for colleagues and guests alike.

6. Give yourself some grace.

Be patient if your canvas isn’t quite how you like it yet. The Picasso wasn’t made overnight! Trust that it will all come together with consistency. Express gratitude during the process and relish in the beauty that’s unfolding before you all because of the one decision you made and stuck with to be intentional.

I am drawn to elegance and traditional style with hints of color to accent any dull or bland space.  I rarely indulge in trends, unless while on vacation. Fit and function of signature pieces in my wardrobe help keep me focused and intentional. For example, when I am in a department store, I automatically know what will not work for my body type or what will not fit into my wardrobe.

The essence of my style is reflected in my home and in my workspace. It takes little effort, yet intense consideration in discovering how you desire to show up in the world each day.

Seek out ideals of what would reflect your defined style in your workspace. Make changes as needed and do not be afraid to try new concepts that are easily adaptable and that you could make your own.  Be bold and express yourself and your style.

Considering that your workspace will send a message about who you are, dive in and have fun creating that ever-evolving message to all who enter your space.

Coming soon, Managing Director of Workspace Facilities Solutions Trisha Hill shares her love of commercial real estate in its essence and its tremendous impact in her life and everywhere around us in this exclusive interview.

One of the first things you need to determine is how much space you need and how much time will be spent working in the space. Find out if teleworking is temporary or now incorporated into your regular work schedule.  If all you need is a laptop, your solution may be relatively easy.  If you need additional work equipment or larger pieces of workspace furniture, organizing could be more challenging but doable.

After you have determined the space, time spent and equipment needed, contemplate whether or not the furniture and accessories can serve a dual purpose.  Can that coffee table, with the space underneath, be used as storage? Storage requires creativity when making it multi-functional. Think of ways to be efficient when storing items. You’ll be surprised about the dual purpose you will discover.

Can the dining room table serve as your desk? Beautiful art or your favorite colorful portrait always makes a lovely backdrop for your zoom meetings no matter where you decide to set up your office. 

If you have a flexible budget, the options are endless, gorgeous built-in cabinets, a brand-new home office, hidden rooms behind camouflaged doors, the possibilities are endless.  So, let’s get creative together and make a beautiful home office workspace.