The way we work at Rice is changing. Hybrid schedules and evolving teams are reshaping how work gets done, and the new budget model’s space use contribution changed how workspaces are covered. In Budget & Finance (B&F), the Space Management team began to feel those shifts. We had to ask ourselves an honest question: “Does the B&F office layout still match the way we actually work today, and is it the best use of our resources?”
As part of B&F’s campus space planning team, we often joked that we “volunteered as tribute” to try something new. But in truth, this was a deliberate decision by the B&F leadership team. They wanted B&F to lead by example and show how space can be used more intentionally to support collaboration, strengthen culture, and steward the university’s resources responsibly.
How We Started
Comprised of representatives from each unit, the working group began by reviewing the data. We noticed that some desks sat empty several days a week and that teams were spread across different floors. Meanwhile, other units on campus were struggling to find the space they needed to grow.
We then spoke with B&F staff and conducted interviews to understand the current needs. Following those discussions, we determined what was needed most from our workspace: the ability for teams to designate days to be in the office together and have access to workstations/offices.
To make that work, we set a clear guideline:
-
Staff on campus three or more days a week have a dedicated workspace.
-
Staff on campus two days or fewer share a workspace.
This ties space to real work patterns and helps everyone understand how and why space is being used.
Where We Landed
The biggest move was bringing all B&F teams together onto a single floor in the COB building. Now, instead of long message chains or scheduled Zoom calls, staff can:
-
Connect in person more easily.
-
Resolve quick questions with a walk across the hall.
-
Learn organically about what other B&F teams are working on.
The floor feels busier in a productive way. By bringing people closer together, we’ve created more opportunities to talk, share ideas, and build relationships across teams.
Additionally, by using our space more efficiently, we can redirect resources toward what matters most: updated technology and staff development.
A Broader Impact
The impact of this move reached beyond our own department. By optimizing our footprint, we opened up vital space for other groups, including Rice Global. It also allowed the Space Management team to create flexible “landing spots” where staff from across campus can work for a few hours between meetings.
Starting the Space Conversation
What we learned is that space can be one of the most powerful—and often overlooked—tools we have to shape how we work together.
As the Rice community continues to evolve, we invite other teams to start their own conversations about space. Look at how your teams work today, not how they worked in the past. Ask what is needed, what can be shared, and where there is an opportunity to do things differently. The Space Management team is here to help. Please feel free to contact us about your space optimization projects.
When we approach our environment with intention, we create a campus that better supports our people, our culture, and our shared goals.