Chargebacks
A chargeback system is a solution to allow a user to report on the usage of
space, including pro-rata shared areas, assigning costs to enable space to be charged
back fairly.
In the past the task has traditionally fallen to planning teams who along with AutoCAD,
Microsoft Excel and a calculator had the unenviable task of trying to produce an
accurate space allocation report. Failing that the other route was to charge departments
for space by the number of people they had in the organisation. Both methods lead
to major inconsistencies with regards to accuracy of space costs.
Today there is a growing market of systems that can calculate a departments space
at the touch of a button, including all shared space not just across their floor
but across their building and even their whole organisation. Obviously some of these
solutions are better than others and we are here to help you determine which one
is right for you.
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Benefits
There are numerous benefits to using a computerised space allocation system
including;
- Increased accountability for departments
- Tendency for departments to use less space
- No manual calculations
- Accurate and repeatable
- Accurate tracking of vacant space
- Graphical plans and reports reducing inaccuracies
- Allows reports to be run quickly and as often as you like
Imagine the space associated with one workstation is 12sq.m. This includes all pro
rata support space; kitchen, printer areas, conference rooms etc. At a basic rent
of £50 per sq.ft. if you were paying for just four desks that weren’t yours then
you would be paying;
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Desks
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x
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Space
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x
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Rent/m
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4
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x
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12
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x
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(10.76 x 50)
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= £25,824
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per year more than your department should be for its space. This doesn’t even include
any IT or technology costs.
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How
You’ve identified the need for a chargeback system but what now?
Almost all chargeback systems rely on some form of computer aided drawing (typically
AutoCAD) as a starting point. If you have computerised plans your well on your way.
If not don’t worry please have a look at our CAD services
page and get in touch. We will take you through the whole process explaining everything
you need to know.
There are a great many ways to measure your space, its not just as simple as measuring
individual desks. The process for regular updates is also far from simple to establish.
Making the right decision at the start can save costly amendments at a later stage.
We sit down with you to discuss all implications at the outset and at all stages
our goal is to provide you with exactly what you need.
Call us today for a confidential no obligation meeting, we will be happy to discuss
your aims and goals.
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