How Sephora Replaced Their Antiquated Workplace Tools to Save Time & Money

by Tiffany Bloodworth Rivers on May 23, 2016

Whether you’re active in a global corporation, or a smaller, local operation, your two largest business expenses are your people and the workspace. It only makes sense then, that both be managed with care and a mindful eye towards future needs. Fortunately, we live in a time where data is recognized as a powerful workplace tool, and we have access to the technology that can help us sift through the data and get down to the nitty gritty.


Gone are the days where our only option is evaluating spreadsheets and Word documents to analyze the data we need. We now have the opportunity to not only understand how our space is currently being used, we can use that data to make future predictions and better prepare for these events.

With so much technology at our fingertips, it’s difficult to imagine leaders in innovation still utilizing antiquated tools in their business strategy. But a recent study performed by BARC revealed that 86% of respondents still utilize Excel for budgeting and planning. While it is a wonderful tool, it is not robust enough to handle the complicated needs of today’s workplace manager all on its own.

Faced with continuous change, both in the workplace and the industry itself, one iOffice customer realized it was time to invest in their future. Read on to find out how just one module transformed Sephora’s Workplace Management department from overwhelmed and short on time, to a more efficient, data-driven team.

Time is a Valuable Commodity

Long considered a pioneer in their industry, Sephora has cornered the market as a health and beauty retailer. Their innovative concepts have transformed industry standards, offering customers the very best in both service and product. Managing such a dynamic corporation, however, requires both space and maintaining an engaged and talented workforce. When the organization first gained traction in the industry, their resources were limited, but were working for them. Excel spreadsheets, Word documents, and emails were enough to manage both their people and their space.

Now, with their roots firmly planted as a leader in their industry, the organization employs more than 1,500 people with over 40 different departments. Time sensitive emails run the risk of being lost in the shuffle and spreadsheets cause more confusion than good. In 2015, Edgar Sanchez, Manager of Corporate Facilities, realized it was time to set his sights on a more intuitive and interactive business tool; and they came to iOffice for results.

Faced with managing 2 buildings and 10 floors, spread out over 300,000 square feet, Edgar found that the antiquated methods they were employing were no longer cutting it. Entrenched in a very dynamic industry, his department must regularly plan workforce moves while continuously seeking out new opportunities for more efficient use of space. Utilizing autoCAD drawings and spreadsheets was working, but planning even the simplest of moves took months. He was looking for a module with a user-friendly interface, that would help his team take back their most valued tool – time.

In just a few short months, we had their new Workplace Management software fully implemented, assisting the team in visualizing floor plans and creating move scenarios. Perhaps the most valued addition, however, was the reporting capabilities, which helped manage the company’s portfolio, identify space utilization patterns, and predict future spatial needs. The results are a more productive and engaged workforce and a management team empowered with the knowledge needed to make business critical decisions on the fly.

Today’s business landscape is in a constant state of evolution. Couple that with the fact that we are a highly mobile workforce, and our workplace managers have a number of details to consider. Those striving for long-term success must consistently seek out new and improved ways to keep their workforce engaged, productive, and working efficiently. Aligning with the right IWMS offers the foundation for successfully meeting these goals.

Read Sephora’s case study to learn more about how their investment saved both time and money; and what their plans are for future data reporting and software implementations.


Tiffany Bloodworth Rivers

Tiffany covers leadership and marketing topics and enjoys learning about how technology shapes our industry. Before iOFFICE, she worked in local news but don't hold that against her.

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