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A workplace service to assist facilities teams within organisations. Addressing issues and concerns in relation to how the office environment works, supports and enhances the workforce and the business.
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1 s u p p o r t | s u s t a i n | s y n e r g i s e
f a c i l i t i e s
w o r k p l a c es u p p o r t
m a n a g e m e n t
J u n e 2 0 11
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workplace facilitiesThe demands and pressure from the global economy are affecting the way the office environment performs. New markets, competition and technology are changing the demand streams from users and organisations. The workplace has to respond to support and optimise these operational developments.
This is reflected in comments from the BFIM survey at the “Total Workplace Management Exhibition” in London on the 6th and 7th October 2010:
“...the majority of businesses value the contribution of the workplace in supporting organisational development...”
“...a great many understand that an improvement in the quality of a workplace can have a positive impact on the outputs and productivity of those it houses.”
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3R-014 (3.1) 3R-021 (3.2) 3R-009 (3.3) 3R-011 (3.4) 3R-010 (3.5) 3R-030 (3.6) 3R-036 (3.7) 3R-035 (3.7A) 3R-035A (3.7B)
Social Work Meeting Room comparables
Study use Book use
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The survey conducted by the BIFM at the “Total Workplace Management Exhibition” in London highlights the complexities for facilities management teams:
“Businesses are quite obviously looking at ways to reduce expenditure on office space. But compressing occupant densities and or dispersing teams with remote or flexible working strategies bring with it new challenges in terms of infrastructures and workplace design.”
“...they expect a range of other spaces that they can seek out to support their varying work...it is patently no longer acceptable to throw in some unallocated desks to a plan and refer to them as “hot” or “hotelling” desks and think your dispersed teams will be catered for.”
workplace balance
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Working with the facilities team, we can provide measures to improve the work environment support of existing operational practices. Using a common sense approach to develop frameworks which enhance the performance of the office space in an effective and efficient way.
“CRE/FM departments and their strategic partners can’t just foist fewer desks and less space onto business units. They first have to prove that all the space isn’t being used all the time...” (20.4.10 CoreNet Global summit).
workplace support
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workplace support – why?Workplace support is a service which evaluates the relationship between the users and the work environment . The measurements provide an evidence based strategy which assists the facilities team in developing a responsive and innovative work environment.
The data and advice will provide an insights of:
• clarity between the organisations objectives and the resources necessary to deliver this, in an economic and agile way; the need and benefits of the workplace.
• the allocation, distribution and utilisation of the workplace in a more effective and efficient way.
• aligning the work environment to the work practices, both current and future (based on a needs evaluation and utilisation evidence).
• the potential of the work environment as a catalyst to increase savings and improve workforce performance.
• gaining a better understanding of the demand on the work environment; ensuring the
workforce’s expectations are managed.
• providing data to ensure there is ability which matches the need to transform at the right time and in the right place, for the most effective return and investment – giving value and advantage.
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benefitsWorkplace support demonstrates the potential of the relationship between the people and the property through:
• office accommodation rationalisation opportunities.
• ensuring the office environment is the right size, with the right settings, for the organisation and the workforce (current and forecasted).
• developing an environment which is based on operational measures, processes and needs.
• assisting in workplace decision making which generates focus using evidence based insights.
• demonstrating current work practice support and then future potential through alternative working models.
• engaging the workforce and user groups in the process – involving and owning any transformation.
• assessing the potential to gain further workplace benefits through new working practices (scenario work-styles).
• reducing energy consumption from reduced quantity of office space and use.
• developing a sustainable and responsive workplace which meets the continual demands from the organisation and the workforce.
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Operational understanding
Evidence gathering (measures)
Evaluation and analysis
Scenarios and programmes
Recommend and insights
Workplace support develops unique programmes depending on the objectives, timescales and circumstances of the organisation. This guideline format is followed:
methodology
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Satisfaction
Distribution
Allocation
• workplace need analysis.
• space per section/setting.
• resources.
• user location.
• current work practices.
• alignment to users.
• alignment to
organisation.
• use of the workplace.
• activities and functions.
• preferred work
practices.
• existing workplace use.
• existing work-settings.
• evaluate workplace use.
• evaluate work-settings.
• workplace potential.
frameworkOur service examines where there is potential in the workplace to improve and align to the organisations work practices and strategies:
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service structureA workplace support overview builds on the following methodologies to assist facilities departments:
• gathering information about how the workplace is used and supports current work practices:
• work place observations – workflow.
• existing adjacencies and proximities.
• existing area allocated to different work-settings.
• existing area distributed to different organisational processes/departments/teams.
• how the existing work environment is used, from desks to cafe’.
• workforce engagement, finding out how staff perceive the work environment supports their activities:
• user satisfaction with the workplace.
• users perception of the workplace.
• users time undertaking activities and functions.
• storage and document management assessment (can be used for quick wins).
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• evaluating the data and providing measured results in terms of:
• whether there is too much space, what is needed current and future.
• how the workforce uses the work environments.
• whether it supports the work activities and functions.
• if there are workplace barriers.
• how all the work-settings and spaces perform.
• if the meeting booking system supports the work practices.
• work-style development – more gains through new working practices.
• workplace insights and recommendations – where and what to change, and why.
service structureWorkplace support evaluates and analyses the data to generate advice, recommendations and solutions:
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• work-setting allocation.
• workplace distribution.
• workplace utilisation.
• user satisfaction.
• workplace questionnaire.
• outcome evaluation.
• understandings and solutions.
Data analysisThe following slides show the information gathering and evaluation generated in determining the most effective and efficient route for workplace support.
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4%1%
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Meeting rooms Resource areas Café/informal meeting
Control room High Density filing Shared office space (between 2 and 4)
Individual cellular space Semi enclosed work-settings (clusters of 2 to 6) Individual semi enclosed settings (open no door)
work setting allocationThe assessment of how your current work environment is allocated and whether this is optimally utilised by the workforce.
Showing where there is differences can allow the work environment to be altered to support the work practices more efficiently and effectively.
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Approx space per section (m2)
Space per setting (m2)
63.53846154 31.7692121.7820513 24.3564104.7892069 10.478984.71794872 16.9436328.7745975 10.959258.24358974 19.414533.24686941 6.6493746.54561717 6.64937143.2078116 11.93431.76923077 31.7692350.4212363 16.6867317.8165503 15.890821.94749086 5.48687405.500997 7.951
1% 3%6%
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1%12%
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Management HR General SVCS ITDrilling unknown SAP Mant Doc ControlAccounts Client office Exploration/Exploitation ProductionHSE Operations
workplace distributionThis shows how the current work environment is distributed to the various sections of the workforce.
It can be used to determine the needs for each section/team and how the workplace is use to support current work practices.
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Monday 22.2.10 Tuesday 23.2.10 Wednesday 24.2.10 Thursday 25.2.10 Friday 26.2.10
Poultry 5th Fl Overall (with absenteeism)Work/Office Space Type
Telephone PC Admin Work Discussions at desk Collaborating Signs of Life Absenteeism Unoccupied
workplace utilisationFinding out how the work environment is used provides valuable information about what is working and what is not.
It can be used to develop different work settings which increase both workplace and workforce performance. This can be tested and modelled prior to detailed space planning or architectural work; or it can be used to support a business case for transformation aligned to the way the organisation works.
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Support and layout the workspace (settings) to enable activities and functions to be performed (functionality/conf iguration).
Support for conf idential/private activities/functions performed.
Support for interactive/collaborative activites/functions performed (formal/informal).
Quality and performance of heating/air conditioning/ventilation/odours.
Quality of lighting to allow activities to be performed (natural/artif icial).
Acoustics, noise and disruption levels to activities/functions (internal/external).
Support f rom technology for performance of activities/functions.
Ability and support of workspace energy ef f iciency/recycling - sustainability and environmental factors.
Ability of ease of travel and access to the workplace location/parking.
The impression of the workspace in terms of image/brand of the organisation.
The ability of the workspace to accommodate change - its f lexibility internally.
The ability of the workplace to accommodate dif ferent ways of working (agile -home working - remote working etc).
Good Okay Poor
workplace user satisfactionInvolving and engaging the workforce can provide innovative and constructive ways the work environment can improve user ability to undertake tasks and activities.
It can uncover interesting perceptions and issues; some of which can easily be rectified, others which may impose greater challenges.
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Other - see comments
Better technology
More space to work with other colleagues/visitors eg. informal meeting space
Improved sustainability resources eg. recycling, energy efficiency
Good access to local amenities
Good links to cycle networks
Better public transport links
A work environment which makes it easier to work with other departments
Different types of space to work from (eg. quiet rooms, project rooms, hot desks)
More space to do my work
Strongly Agree Agree Indifferent Disagree Strongly Disagree
workplace questionnaireAnother mode of involving information from the workforce is through surveys, where statements can be used to measure positive and negative aspects of the workplace support.
This can be interrelated to the quantitative measures to provide a rounded view of the current people/workplace relationship and offer an understanding of where workplace change can improve performance, or whether it is user or cultural transformation which is needed.
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outcomesWorkplace support programmes provide the facilities department with information relating to the existing, preferred and optimum solutions for the work environment.
Results and recommendations depend on the objectives of the programme, they are geared to highlight critical aspects which can improve the performance of the workplace and the workforce:
• work environment efficiency gains aligned to current work practices and needs.• where redistribution and reallocation of the work environment is necessary to support
current operational processes.
• how workforce perceptions can be tackled and prioritised.• where the existing work environment requires to alter to enhance the current work
practices (including workforce inputs).• how the work-settings should be formed to engage with existing work practices and
operational workflow.• where there is room for further development of the work environment based on current
work practices and what this could imply – further space reduction, more work-settings, matching more of the workforce expectations.
• examine the implications and modelling of new ways of working based on the existing utilisation figures to determine if this would be a route for the organisation in the future.
This provides the facilities department with insights of how the current work environment could be transformed to rationalise property, improve its performance and align to current work practices.
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Measures and information are the methods employed to assess the relationship between the people and the property.
By setting up base-line measures an overall programme can be formatted to determine the level of data necessary to create a business case and a framework.
This will provide information about the level of workforce transformation which can be immediately developed, and the level which may result in user resistance and barriers.
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Dept 1 Dept 2 Dept 3 Dept 4 Dept 5
Comparable between actual and used work-settings
Average no of work-settings occupied No of work-settings in section
understanding
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understandingBy combining and analysing the information gathered, an insight to the relationship between the workforce and the workplace is formed. The different measures show alternative perspectives, needs and benefits of the work environment:
How the work environment is used:• the allocation of the office environment to different types of space – meeting to open plan.
• the distribution of the office environment to operational use (departments) and the areas designated to this use.
• the utilisation of the office environment, whether the existing work-settings are used and for what purpose.
This provides a measured status of the current work environment supporting the current work practices, and can be used to view the mismatches, the barriers, the issues and the inefficiencies.
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understandingHow the workforce respond to the existing work environment:• current satisfaction with the work environment – perceptions and issues.
• workforce improvements to support current work practices and potential preferred work practices.
This provides an overview of the workforce perception of how the work environment supports or impedes their current work practices. This can examine where workplace transformation has its limits and other organisational changes have to be explored, from user behaviour to culture.
Observations about the work environment:• adjacencies and proximities to support existing operational processes.
• workflow (internal and external users).
• document management and use – storage practices supporting existing/future work practices.
The information is compared, contrasted, checked, and integrated with facilities objectives and organisational aspirations to generate a “rounded” understanding of current workplace performance.
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contactWould you like to know more about workplace support for facilities management?
Contact:
Rory Cochrane BA Msc
M: 07768 870890
