We Build Better Environments

Out with the old and in with the new. We’ve raised the bar for project management and forged a new path for procuring and managing projects. Lumen combines project management, cost consultancy, move management, change management, workplace strategy, and workplace wellness under one roof.

Project Management
cost consultancy
Workplace Strategy
move Management
change Management
Workplace Wellness

Project Management

Our innovative project process allows us to lead teams effectively and efficiently towards our client’s goals. Our project managers go beyond “on-time, on-budget." In-house cost-consultancy is a built-in benefit of our team, and is the core of who we are. We don’t focus on meeting your internal budget; we focus on setting the right budget. Managing costs and vendors does not stop at procurement. We stay consistent throughout the project, and make sure we are the one-point of contact where all information and costs are run through. Our deep understanding of drawings, process, and best-practice allows us to better manage the project.

view the details

Plan

A well-executed project starts on day one. We help you as early as building selection, providing input on how floor plates and building rules can impact cost, and we provide comments on the workletter. Our main priority in the beginning stages of the project is to set it up for success. We are focused on onboarding a team of expert vendors through our unique procurement process. The master schedule is set, and we start initiating the beginning phases of budget development.

  • Establish goals and project parameters
  • Building selection
  • Workletter review
  • Conduct visioning sessions and space tours
  • Develop Master Schedule
  • Initiate budget planning and cost estimate
  • Procurement process

Design

By now we have all consultants onboarded and we are off to the races. Our job as a project leader takes shape as design unfolds. We are conducting weekly project meetings, we established our project dashboard, and we’re making sure all information is collected and translated. Cost-estimating is further developed as the space begins to take shape through design. We’re making sure everything is on track with permitting and the landlord as well. Furniture starts as soon as a space plan is finalized, allowing you ample time to make those important decisions.

  • Conduct weekly project meetings
  • Establish project dashboard and document collection process
  • Conduct information gathering meetings for vendors and client
  • Develop budget and cost estimates
  • Lead furniture procurement process
  • Landlord reviews and meetings
  • Permitting process

Bidding and Cost Control

Once documents are ready for issuance, we will conduct a final review to ensure the drawings are bulletproof. This is critical to ensuring cost control for the remainder of the project. We will oversee the permit submission, landlord review, and any revisions that need to be made. We also manage the tenant improvement allowance distributions. Our goal during this phase is to make sure our plans are properly documented and purchased to market costs.

  • Review bid documents
  • Oversee permit and landlord review
  • Issue and review RFP responses
  • Award general contractor
  • Conduct weekly construction meetings
  • Review and manage all costs
  • Manage TI allowance

Construction

As the space starts to come to life, our role shifts to ensuring compliance and managing any changes or conflicts. It is critical to have a project manager that understands the ins and outs of construction and change order pricing to manage this process. We lead our construction meetings so we can make sure to keep our pulse on coordination items that occur in the field. Our weekly meetings are efficient and productive.

  • Lead weekly construction meetings
  • Coordinate construction kick-off
  • Review RFIs and all construction documentation
  • Manage changes, conflicts and costs
  • Conduct walk-throughs to ensure drawing compliance

Move-in and Close-out

Your space is now move-in ready, and the big day is approaching. Our project managers will oversee the move-in and make sure a smooth transition occurs. We will close out the project from a cost standpoint, provide final reporting, and make sure the tenant improvement allowance is fully exhausted. We stay intimately involved until each and every punchlist item is closed and resolved. Our final touchpoint is after 11 months when we conduct the warranty walk-through to make sure our team delivered the project appropriately.

  • Manage and oversee the move-in
  • Ensure punchlist completion
  • Financial close-out
  • Conduct lessons learned with team
  • Schedule and attend 11-month warranty walk-through
  • Post-occupancy survey and day-two request management

Cost Consultancy

Project cost is a responsibility we own in full at Lumen, and cost management is a core service on all projects. Our independence from the supply chain and ability to produce detailed independent cost models in house is a critical tool during all phases of the project. Intimate knowledge of project costs and benchmarks provides the necessary guidance and controls during initial planning, vendor procurement, change order management, and billing. This service can be provided with project management, or as a standalone service to supplement your existing team.

view the details

Control Estimates

Project cost is a responsibility we own in full; every project starts with creating our own itemized project pricing. Our independence from the supply chain enables us to create a neutral control estimate to evaluate all vendor pricing throughout the project.

  • Establish cost planning process and goals
  • Budget development
  • Design benchmarking

Procurement

The primary goal of Lumen’s procurement process is building a team that is aligned with the project goals. This is achieved through an equitable and intelligent bidding process, strategic financial controls, and a shared investment in project performance.

  • Establish client procurement goals
  • Issue bids and perform evaluation
  • Fair Fee Model
  • Shared Savings Agreement negotiations

Change Order Management

Changer orders are inevitable, and we understand this. That’s why we gather all the information we’ll need to evaluate change orders during the bid process. Deep understanding of construction delivery and cost methods is the bedrock of our review process.

  • Establish change order procedure and expectations
  • Change order estimating
  • Cash flow management
  • Cost mitigation strategy

Billing and Audit

Trust but verify. Some clients and delivery models require verification of financial compliance. Our understanding of industry bidding and financial practices are invaluable in ensuring financial compliance with contract terms.

  • Establish billing procedure and expectations
  • Invoice Review
  • Lien Waiver Review
  • Proof of Payment
  • Final account negotiation and closeout

Workplace Strategy

The purpose of workplace strategy is to understand what the workplace of the future should look like. That includes accessing what works today and what doesn’t, and what the vision is for the long term. At Lumen we approach workplace strategy with our cost-focused, project management mindset. We get to the core result faster by focusing on what matters, and giving you a price tag with it so you can make informed decisions about the future.

view the details

Understand

Understanding where you are today and where you want to be is our first step. In the beginning phases we uncover the questions that need to be answered. We will do a deep dive into analyzing the information you already have, and will supplement it with additional surveys only as necessary. The goal is to understand the problem we need to solve and begin to craft the means and methods towards reaching a solution.

  • Project goals
  • Communication plan
  • Leadership visioning and kick-off meetings
  • Information gathering
  • Supplemental requests for information

Plan

Once the data is collected, our team goes to work on crafting solutions. The plan itemizes change recommendations, and more importantly, identifies the exact cost and impact to employees. We are implementation-minded, and all recommendations will be thoroughly hashed out so your team can make informed decisions.

  • Floor plan changes
  • Cost analysis and budget
  • Schedule
  • Employee experience
  • Journey mapping
  • Communication strategy

Implement

A well-established plan is only half the work. The next phase is to implement the changes. We will bring the vendors on board, and project manage the workplace strategy plan. This includes vendor selection, project oversight, and closeout.

  • Weekly meetings
  • Vendor procurement and oversight
  • Schedule and budget management
  • Furniture coordination
  • Signage and wayfinding
  • Relocation management

Review

A lived in space tells a better story than a plan on paper. The project is complete after our post-occupancy check-in to ensure everything is working according to plan. Adjusts may be needed or guidelines may have shifted. Our job is to make sure that your workplace functions as you envisioned.

  • Space usage monitoring
  • Post-occupancy surveys
  • Cost reconciliations
  • Furniture adjustments
  • Punchlist completion

Move Management

Relocations can range from the simple to the very complex. Lumen’s role is to minimize the impact of moving by thoroughly planning the process. Moving employees is about coordinating the details and identifying the risks. We emphasize clear, concise communication and documentation. We will make sure the transition occurs without a hitch.

view the details

Understand

The first step is to understand all the key players and parameters of the relocation. We will gather information by meeting with the appropriate parties, and begin to understand the general outline of the move plan.

  • Project scope definition
  • Meetings and communication plan
  • Departmental interviews
  • Schedule & Budget
  • Move matrix development

Plan

Once the initial information is gathered, it’s time to generate a move plan. We will combine all the information we’ve gathered, rely to the appropriate team members, and start asking the right questions of the project team. By this stage, we know exactly who is moving when, where and how.

  • Detailed move plans
  • Furniture and technology assessment
  • Vendor selection
  • Logistics plan
  • Project team coordination
  • Communications

Execute

By the time we are ready to execute the move, we have a solid plan in place. We like to think of move weekend as pressing play on a record we’ve already recorded. We oversee the move weekend, making sure the movers deliver as expected, and we also oversee the punchlist. We make sure every box is exactly where it needs to be.

  • Move-in oversight
  • Punchlist
  • Final turnover
  • Vendor coordination
  • Post-move follow-up

Change Management

Changes can be hard for everyone in an organization. The role of a change manager is to assist the company in transitioning from a current state to a future state. Sometimes that involves real estate moves, other times it is just a shift in workspace. Either way, the most successful changes occur when they are well-thought out and planned in advance. Change management is the process of strategizing communications, information flow, managing and setting expectations, and so much more.

view the details

Understand

We want to listen and discover the who, what, where, when, and how of the changes that may occur. Together with the leadership team, we’ll gather all the information we need to create the roadmap towards the desired change.

  • Visioning of end state
  • Facilitate leadership discussions
  • Understand parameters and constraints
  • Gather information
  • Schedule

Prepare

Preparing for the change means we need to start talking strategically to select groups to begin to understand the readiness and work that lies ahead. Until we start integrating and accessing, we won’t have the full picture. Preparing our plan of action is an important step that can’t be skipped.

  • Focus group interviews
  • Leadership interviews
  • Benchmarking
  • Communications development

Plan

During the planning phase, we will develop a detailed communications plan. This includes the exact process for each form of communication so there is clear direction and strategy on an overall plan. We begin training programs and preparing employees for the changes ahead.

  • Detailed communications plan
  • Process for approvals
  • Communication tools
  • Change readiness program
  • Working team meetings

Implement

Once a detailed communications strategy is established, we begin implementing. We follow our plan, and make adjustments according to feedback and rollout changes. We are interacting regularly with user groups, fielding questions and feedback, and relaying information succinctly to leadership.

  • Change roadmap execution
  • Employee feedback gathering
  • Risk & resistance register
  • Welcome guide
  • Employee training

Sustain

At the end of a change management program, our last step is to ensure the change can be sustained. If there’s a precise moment in time that the change occurs, such as a move or a new program, we stick around for several months afterwards to ensure the effectiveness of the change management plan.

  • Post-change surveys
  • Reporting
  • Follow-up communications
  • Feedback gathering

Workplace Wellness

At Lumen we believe in the power of well-being. We created a program to support corporate organizations in implementing wellness-related changes. Our wellness program is a customized solution to support the organization’s goals, whether they are physical changes to space or programs that need to be initiated and implemented. We work hand-in-hand to determine the right blend of programs to meet and exceed goals. Our knowledge is rooted in science and research, and our results are tangible and life-enhancing.

view the details

Understand

We want to understand your definition of wellness and how that looks in your organization. We supplement that information with our best practices and wellness pillars to determine the right approach.

  • Leadership visioning sessions
  • Project charter and goals
  • Best practice information sharing

Plan

Once we have a solid understanding of where you want to go, we begin planning the programs and changes. We develop a schedule and budget for any changes, and discuss the logistics of implementing any plans. During this phase we begin developing and detailing the programs.

  • Program development
  • Change strategy
  • Schedule and budget

Implement

Once the programs and rollout strategy has been confirmed, we can open the gates for employee access. During this phase we watch progress and analytics, and begin to track results.

  • Program rollout
  • Implement physical changes
  • Gather analytics and progress
  • Monitor progress

Sustain

As the programs are used by employees, we will continue to monitor and track progress to determine any adjustments that need to be made. We stay onboard until we are certain that the programs are effective. We gather employee feedback and report back to leadership.

  • Surveys
  • Feedback gathering and reporting
  • Program adjustments