The Challenge

The client had leased multiple office buildings in Bangalore for over two decades, and several of those leases were approaching expiry. To maximize space utilization and reduce long-term costs, the client wanted to optimize workstation layouts in a few selected buildings. If done successfully, this would increase occupancy ratios, allow the release of other leased buildings, and deliver significant CapEx and OpEx savings.

However, this was not a simple decision. Determining which buildings were suitable for retention required a deep technical evaluation. Factors such as retrofitting costs, limiting infrastructure, compliance with global workplace standards, and local regulations all needed to be considered. Without reliable insights, the client risked investing in unsuitable spaces or holding onto unproductive assets, which could derail both operational and financial plans.

Client’s Initial Hurdles

The client faced several challenges:

• Outdated information: Old, inconsistent building documents and MEP drawings.
• Compliance uncertainty: Strict safety, ventilation, and regulatory checks for refurbishment.
• Low visibility: Years of local modifications had created mismatches between plans and actual conditions.
• Financial ambiguity: No clear budget projections for refurbishment or lease exit strategies.

Why This Was Critical

Why were the existing workstation layouts a problem?

They were outdated and inefficient, limiting headcount capacity and leaving valuable space underutilized.

Why was regulatory compliance a challenge?

Refurbishment meant strict checks on escape routes, air quality, restroom provisions, power, and vertical transport. Missing even one factor could halt approvals.

Why was information missing or unreliable?

Decades of modifications had never been updated in the drawings. MEP plans existed only in fragile hardcopy formats, leaving engineers with incomplete data.

What risks were involved if these issues weren’t addressed?

The client risked extending leases on unsuitable spaces, investing in refurbishments that wouldn’t meet standards, and facing unexpected costs and delays.

What would have gone wrong without Desapex’s intervention?

The leadership would have lacked reliable data to make lease-versus-retain decisions. Investments could have been made blindly, leading to wasteful spending and long-term inefficiencies.

Gaps in Existing Information

• Building layouts didn’t match real site conditions
• MEP data was incomplete and hard to interpret
• No digital baseline existed for accurate occupancy planning
• Regulatory considerations weren’t mapped against building limitations

Why Specific Requirements Mattered

The client needed more than drawings—they required an integrated study that combined compliance checks, technical feasibility, and cost projections. This was essential to align with global standards, ensure safety, and deliver the financial clarity needed for long-term real estate planning.

The Desapex Solution

• Laser Scanning: Captured precise as-built site conditions and produced updated digital drawings.
• On-Site Verification: Physically inspected building systems to fill gaps left by outdated documentation.
• Limiting Factor Assessment: Analyzed key parameters such as escape routes, cooling, fresh air, restrooms, power supply, and vertical transportation.
• Compliance Benchmarking: Checked feasibility against client’s global standards and local regulations.
• Budget Forecasting: Prepared a high-level cost report to evaluate workstation redesigns.

Project Timeline & Milestones

• Week 1: Site visits, scanning, and asset inspection
• Week 2: Submission of the Building Limitation Study report
• Week 3: Delivery of high-level budgetary report with redesign insights

Software & Technology Used:

• Autodesk Revit (BIM modeling)
• AutoCAD (2D documentation)
• 360° Photo Viewer (site capture)
• PDF Viewer (legacy drawing reference)

The Real Business Value Delivered

The Building Limitation Study enabled the client to move from uncertainty to clarity. With accurate data and structured analysis, they could identify which buildings were viable for optimization and which should be released. The study gave decision-makers confidence by aligning technical feasibility with financial planning and regulatory compliance. This prevented costly rework, reduced risk exposure, and positioned the client to achieve significant CapEx and OpEx savings.

What This Means for Future Projects

This project highlighted the critical importance of starting with accurate, site-verified data before making high-stakes real estate decisions. For large corporate occupiers, building portfolios often evolve over decades, leaving behind outdated documents, hidden modifications, and compliance blind spots. A digital-first approach, combining reality capture with engineering expertise, closes those gaps and ensures every decision is backed by reliable insights.

Looking ahead, the client now possesses a repeatable model for evaluating future lease expiries and refurbishments. They can confidently assess occupancy potential, compliance, and budget feasibility across their portfolio. For Desapex, this case demonstrated how digital project management transforms building limitations into opportunities for smarter, cost-efficient real estate strategies.