Informationsdriven organisationskultur för effektiv vakanshantering i kommersiella fastigheter; processer, verktyg och nyckelfaktorer; en fallstudie om hur datadrivet arbete minskar vakanser och stärker affärsnyttan

Abstract

This study explores how commercial real-estate companies can lower office-vacancy rates through improved information-management processes and more coordinated work routines. The aim is to deepen understanding of the mechanisms that create vacancies in the Gothenburg region and to pinpoint critical leverage points where targeted actions can reduce vacancy levels and enhance the day to day working strategies. The project is designed as a qualitative single case study of one property company, combining semi-structured interviews and document analysis with methodological triangulation to strengthen validity. Data were gathered from key roles including area and leasing managers, technical and commercial property managers, and business development staff to capture perspectives across the leasing value chain. Based on our conducted case study, three overarching patterns emerge that constitute key components of the study’s findings. These patterns highlight organizational practices, information management, and the role of organizational culture in the handling of vacant premises: 1. The study shows that working methods and information management related to vacant premises vary between different functions and individuals, reflecting a decentralized organizational practice. 2. The results indicate variation in the presence of formalized structures for the documentation, updating, and systematic follow-up of vacancy-related information. 3. The organizational culture is characterized by a high degree of flexibility and individual adaptation, creating room for independent action but also posing challenges for effective coordination and information flow. IV Together, these observations form the foundation for our continued analysis and the development of proposals for improvement measures. The study concludes that technical solutions such as an integrated Business Intelligence system must be paired with a strong information culture in which data sharing, standardisation, and follow-up are embedded in reward and management systems. This dual strategy is expected to reduce person dependence, shorten the time from vacancy to lease signing, and strengthen competitiveness in a market with growing office supply.