Developing a property plan requires making considerations for planning, engagement, and governance in order to deliver your agency's intended outcomes.
Property planning begins with strategic thinking and the long-term vision of how the agency expects to deliver its outcomes.
Your property plan should clearly align and integrate with agency or sector strategic processes such as:
It's important to engage the right people and areas of responsibility throughout the planning process. Integrate your organisational planning, property, finance, workforce and ICT teams early in the process and provide enough time for a thorough and high-quality planning process. Without understanding the wider organisation's plans, you'll be unlikely to deliver property options and solutions that support that direction. You need to allow for the current and future workforce, as well as available funds, in your plans.
You'll need to involve people from:
Portfolios of significant nationwide scale also count the Government Property Group (GPG) itself as a stakeholder, which should be considered when planning your engagement strategy.
Senior leadership (preferably second tier) should take clear accountability of the quality of strategic thinking and decision-making that underpins the property planning. Strategic planning should be integrated across long, medium and short-term views, connecting the individual components of the organisation together to create a clear direction and prioritisation.
Any plan should outline how your existing governance structure will support ongoing property management. If a robust governance structure already exists within the agency, you should make sure they are across all of your plans; if it doesn't, then you will need to make sure one is in place before moving forward. Effective governance structure is vital in developing a property plan that integrates with other processes in the agency, and can help you to identify any discrepancies between various plans.
We recommend you manage the development of your plan as a project. The project should:
Form a cross-functional working group tasked with putting together the plan. The roles and responsibilities of this team could be formalised in a terms of reference or short team charter.
The property consultancy services common capability contract provides a panel of consultants who have capability to assist agencies with property planning.
Consultants can be valuable to test thinking, and to bring good practice approaches and independent thinking to the planning process.
We don't recommend fully outsourcing property planning – it needs to be integrated with organisational thinking, culture, strategy and planning. This is best done by the property team, or individuals within the organisation who understand the wider strategy. This allows you to build internal relationships, incorporate existing governance structure, and encourage involvement in wider organisational processes.
Property consultancy services – New Zealand Government Procurement
We can provide mandated agencies with a space budgeting tool to assist with estimating their space requirements. The tool uses simple inputs like headcount to generate a high-level report on the space required, as well as the quantities of facilities and amenities.
We can also help with working out what type of property plan you need, or reviewing your draft plan.
If you need help, email the Government Property Group team.