Successful Interaction

© AMA Alexi Marmot Associates 2009

Creating Environments for Successful Interaction

Nigel Oseland and Alexi [email protected]

+44 207 284 5888


Shift in our economic activity

Off-shoring and copying

Knowledge was king

Innovative Economy fueled by ideas and creativity

Interaction Collaboration Innovation

The innovative economy


Interaction-innovation cycle

Activity between two or more people affecting each of them

Organised facts and data

Passing on of information

Mental/social process of generating new ideas

First occurrence of idea for new product or process

Successfully implementing new idea to make a radical change in thinking, product or process

Expertise acquired by experience and familiarity with information

Working together towards a common

goal

Individual

Individual

Individual

© Alexi Marmot Associates 2008


“Knowledge work is a highly cognitive and social activity” Heerwagen

Concentration versus Communication

Privacy is control of level of interaction:

• too much = isolation

• too little = overcrowding

Degrees of interaction

stress


Virtual interaction & remote working

Spatiality of human interaction:

Non-verbal communication

55% non-verbal comms, 38% voice, 7% words Barber & Koney

Remote working on the increase


Spaces for interaction

Proximity

Privacy

Legitimacy

Accessibility

Functionality


Purpose of interaction

Share information

Make decisions

Generate ideas and solutions

Resolve (personnel) problems

Socialising

information

This is the starting pointmeeting rooms are only one solution

and the wrong starting point


Complement to 5 AMA WorkWare tools

Helping organisations to benefit from interaction

New methods, research and guidance

What is WorkWareCONNECT?

AuditS

OS In

terv

iew

s

Wor

ksho

ps

Questionnaire


Our new tools

AuditS

OS In

terv

iew

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Wor

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Questionnaire

Quality of Interaction Zone

Visual field analysis

Space Interaction Survey

Social Network Analysis

Interaction Profile

Photosphere & Interaction Mapping


Two year research programme

5case studies

350meeting spaces

8buildings

3,500meetings

12,700People in meetings


Key finding #1

The higher the ratio of

meeting spaces to desks

the more meetings taking place

Ratio of meeting seats

Mee

tin

gs

pe

r p

ers

on


Ratio of meeting spaces to desks

Meetings per person per week α meeting seats per desk

Cause or effect?

Mea

n m

eeti

ng

s p

er p

erso

n p

er w

eek

Ratio meeting seats per person

Regression analysis weighted by number of workstations

7 buildings

r = 0.64, p<0.05


Key finding #2

On average

meeting rooms

utilised 37% of the time

Allowing for capacity reduces utilisation to 19%


Utilisation of meeting spaces

Meeting room utilisation = 37%

Informal space utilisation = 21%

0

20

40

60

80

100

Buildings

37%

38%

47 benchmark buildings


Meeting room calculator

Uses data from questionnaire and utilisation survey

Predicts required number and size of meeting rooms

+ quiet rooms, conference, training

AMA Meeting Room CalculatorAnalysis Sheet - rooms per 100 workstations

Number of meeting rooms per 100 workstations, 100% open-plan

Number of on-floor spaces (M x h x 100) / (5 x P) / c 14

Large (12-18 person) meeting room 1

Medium (6-12 person) meeting room 1

Small (2-6 person) meeting room 12

Quiet/1:1/focus room 2

Large conference suite and/or training room 0

Total number of meeting rooms per 100 workstations 16

Number of meeting rooms per 100 adjusted for private officesPercentage of proposed enclosed offices 30%







Total number of enclosed spaces per 100 workstations 42

Number of meeting rooms for populationTotal number of workstations 1,400






Total number of meeting rooms per population 174

Total number of enclosed spaces per population 594

© Copyright Alexi Marmot Associates 2008

AMA Meeting Room CalculatorAnalysis Sheet - rooms per 100 workstations

Number of meeting rooms per 100 workstations, 100% open-plan

Number of on-floor spaces (M x h x 100) / (5 x P) / c 14







Number of meeting rooms per 100 adjusted for private officesPercentage of proposed enclosed offices 30%







Total number of enclosed spaces per 100 workstations 42

Number of meeting rooms for populationTotal number of workstations 1,400






Total number of meeting rooms per population 174

Total number of enclosed spaces per population 594


AMA Meeting Room CalculatorData Input Sheet

Data from Questionnaire (self-reported)

Total average pre-arranged meetings per person per week (M): 10

Number of meetings per person per week outside the office: 1

Average length of time of meetings (h), default = 1.5 hours: 1.5

Length of core day (c), default = 6 representing 10 am to 4 pm: 6.0

Data from Space Observation Survey (observed)

Average number of people in meetings (P): 3.7

Distribution (%) of meetings by size:

1 person 2%

2 people 54%

3 people 14%

4 people 9%

5-6 people 8%

7-8 people 4%

9 people or more 9%

100%

Location of meetings:

private offices 26%

open-plan workstations & shared offices 22%

meeting rooms (planned) 42%

collaboration places (unplanned) 5%

elsewhere - restaurant, circulation space, atrium 5%

100%

Workspace utilisation (occupied + temporarily unoccupied):

average utilisation 56%

peak utilisation 65%

Data from Space Plans (measured)

Total number of workstations (open-plan, offices, shared office): 1,400

Percentage of private offices: 30%

Total number of private offices: 420

Are large conference rooms required (Y/N)? N

Are training rooms required (Y/N)? N


AMA Meeting Room CalculatorData Input Sheet

Data from Questionnaire (self-reported)

Total average pre-arranged meetings per person per week (M): 10

Number of meetings per person per week outside the office: 1

Average length of time of meetings (h), default = 1.5 hours: 1.5

Length of core day (c), default = 6 representing 10 am to 4 pm: 6.0

Data from Space Observation Survey (observed)

Average number of people in meetings (P): 3.7

Distribution (%) of meetings by size:

1 person 2%

2 people 54%

3 people 14%

4 people 9%

5-6 people 8%

7-8 people 4%

9 people or more 9%

100%

Location of meetings:

private offices 26%

open-plan workstations & shared offices 22%

meeting rooms (planned) 42%

collaboration places (unplanned) 5%

elsewhere - restaurant, circulation space, atrium 5%

100%

Workspace utilisation (occupied + temporarily unoccupied):

average utilisation 56%

peak utilisation 65%

Data from Space Plans (measured)

Total number of workstations (open-plan, offices, shared office): 1,400

Percentage of private offices: 30%

Total number of private offices: 420

Are large conference rooms required (Y/N)? N

Are training rooms required (Y/N)? N



Key finding #3

Quality of space matters

and improves utilisation


Quality of Interaction Zone – QuIZ

Expert walkthrough

5 categories and 30 rankings

Utilisation α QuiZ score

Accessibility and privacy key

Predict the success of existing and new spaces for interaction

r = 0.8, p<0.05

Weighted regression analysis with QuIZ Score binned in 5% increments,

84 meeting rooms


Key finding #4

Only 20% of interactions

in meeting rooms used

any form of technology


Technology

The conference rooms are much

nicer so lets both go there

The conference rooms are much

nicer so lets both go there

I don’t know what the AV is or

how it works

I don’t know what the AV is or

how it works

I have booked us a meeting room for an

hour

I have booked us a meeting room for an

hour

Did I need to book you a projector?

Did I need to book you a projector?

Our AV guru knows how to

connect; he’s on holiday

Our AV guru knows how to

connect; he’s on holiday

Do you have it on stick? You will

have to use our laptop

Do you have it on stick? You will

have to use our laptop

Do you have a hard

copy?

Do you have a hard

copy?


Key finding #5

Social ties affects

team working, informal meetings

and knowledge transfer


Social Network Analysis & Space Interaction Survey

Social capital α trust α performance

One-third of movement ends in interaction

Identify nodes of interaction

Number of ties α team work & informal meetings

Role more important than location


Key finding #6

Space matters

but cannot alone overcome

organisational predictors

of success


Engendering successful collaboration

Quantity

Access

Variety

Comfort

Privacy

Layout

Kit

Physical

Success

Awareness

Agenda

Participants

Timing

Structure

Action

Control

OrganisationalContributing Factors

Start time 5%

Participants 21%

Chairperson 5%

Agenda 11%

Duration 8%

Minutes 13%

Air/light quality 3%

Acoustics 3%

Location 11%

Layout 11%

Technology 11%

100% 100%

63%

37%

% Selected

Example Interaction Profiling


Key finding #7

Much creative thought

and productive work

takes place alone …

and away from the office


Photosphere & Interaction Mapping

Photosphere - sort 100 images

• where: creative, concentrate, meet

Images of desks and offices not selected

Map/matrix of most appropriate media for purpose of interaction


Poor meeting spaces

Temperature control & IAQ

Daylight and blackout

Acoustics

Clumsy and inflexible furniture

Circulation space in/out

Technology and training

Cable management

Colour & inspiration

Wayfinding and labelling


Successful meeting spaces


Successful meeting spaces


Meeting organisation

Purpose – agenda & participants

Arrangement – location & time

Control – timing & input

Action – minutes & follow up


Tele-confSMS, IMS, Twitter

Facebook etcPortal/team room

Web cam

EmailTele-conf

Video-conf suiteWebinar

Fax

Breakout spaceSocial/sports areaInformal meetingCafé/restaurant

Stairwell/corridor

Meeting roomConference suite

Office/deskQuiet/huddle room

Brainstorm/war room



Web cam

EmailTele-conf


Fax


Stairwell/corridor



Brainstorm/war room



Web cam

EmailTele-conf


Fax


Stairwell/corridor



Brainstorm/war room



Web cam

EmailTele-conf


Fax


Stairwell/corridor



Brainstorm/war room

Best media for interaction

Telephone/tele-confSMS, IMS, Twitter

Facebook, bebo etcLinkedIn, ning, portal

Second life

EmailTele-conf

Video-conf suiteSkype/web-cam

WebinarLetter/fax

Breakout spaceSocial/sports areaInformal meeting60 minute roomCoffee/tea-pointCafé/restaurant

Stairwell/corridor



Brainstorm/war roomRestaurant

Formal - planned

Informal - impromptu

Virtual PersonalInformation

Decision

IdeasProblem

Social



Practical output

Meeting space calculator

Streamlined specification

Intelligent booking systems

Culture and training


One thing

Multipurpose – windows, light control, block out

Organisational component – meeting etiquette

Creating casual environments – release pressure on meeting rooms

Promoting use of common space for meetings (plus third space)

Add “plain old” whiteboard (or smartboard)

Adaptability – furniture layout and AV


Thank you


Nigel Oseland and Alexi [email protected]

+44 207 284 5888

Documents

Successful Interaction