In an era of rigorous economizing, law fi rms have invested a great deal of time and money into something that, on the surface, may seem superfl uous – enhanced lunchrooms. These lunchrooms are far from the eating areas of your youth. Instead, they provide an innovative and convenient location for employees to collaborate, socialize, conduct business and eat. While the ever-increasing use of technology has signifi cantly reduced the amount of interaction in the workplace, the lunchroom provides an avenue to generate increased collaboration and improve productivity for the fi rm.

Technology is a vital tool for attorneys, enabling them to work more independently. While there are many benefi ts to technology, on the downside there is simply less interaction and collaboration among colleagues. In extreme cases, this can lead to lawyers feeling disconnected and being receptive to moving to other fi rms. As the economy regains momentum, it is likely that lateral attorney movement will increase. Utilizing lunchrooms as a means to unify the fi rm by creating a space that facilitates interaction and promotes emotional connections is a potential solution to this issue, helping to counteract the isolating effects of technology.

Perspectives on law fi rms

Not your high school cafeteria Innovative lunchrooms become the gathering places for Law Firms

March 2012

Prior to the transformation of the lunchroom, the library was considered the key hub of the law fi rm – a place where partners and associates camped out as they culled through legal texts. As technology evolved, the demand for a library diminished as lawyers could obtain the same information while sitting at their desks. Similarly, the central copier station on each fl oor – another place lawyers would have chance meetings – has now been replaced with more dispersed, multi-function machines.

There are, however, still two areas that provide interaction – the coffee stations and conference rooms. Experience has shown that lawyers tend to go directly to their meetings or get their beverages and then quickly return to their desks; they rarely have time to pause long enough for a meaningful conversation with another lawyer. Unfortunately, enhanced coffee stations with seating have not proven to be successful in encouraging lawyers to slow down for impromptu conversation. Lunchrooms and cafeterias, however, have become places in law fi rms that consistently promote chance meetings and unplanned conversations. Another change that supports the importance of a lunchroom/cafeteria is that formal client lunches are less frequent, and instead, lawyers are eating quickly in the building.

As fi rms attempt to address the possibility of enhancing or creating a lunchroom/cafeteria to attract lawyers and promote connectivity, they have several common concerns:

Why do law fi rms need enhanced and expanded lunchrooms?Around the globe, large fi rms are starting to incorporate full-service cafeterias in their offi ce spaces. The level of food service can be scaled depending on the size and needs of the fi rm – from hot entrees down to a simple sandwich, soup and salad bar. Firms with approximately 125 lawyers are usually able to support the supplemental costs of adding a food preparation area to the lunchroom.

Firms providing newly renovated lunch rooms have consolidated all eating areas into one location. In rare cases this also includes the elimination of partner/attorney dining rooms in favor of a central eating area for the entire fi rm.

Why does a fi rm want to be in the food service business? Most fi rms that are considering the addition of a lunchroom are initially reluctant because they are concerned about the large amount of food that would need to be managed, as well as the cost of subsidizing meals. On closer review, however, they realize that on a daily basis, there is already a signifi cant amount of food being distributed in conference rooms and centers for various meetings.

A cafeteria actually allows for all of these meeting meals to be prepared in-house, helping to reduce costs associated with hiring an outside catering service. Also, by having a central source responsible for food preparation, the administrative coordination of meals from multiple locations is eliminated.

Many fi rms with cafeterias feel the quality of the food is elevated while, at the same time, the costs are stabilized or reduced. Moreover, the range of food can be broadened based on the capabilities of the cafeteria. Hot entrees, soup and other menu items that are challenging for outside caterers to prepare can easily be prepared on-site.

Caterers, as opposed to food service companies, are operating many of the newer cafeterias. These caterers provide on-site chefs to monitor food preference, help deliver a healthy diet plan and accommodate special requests. Additionally, for those who are working late, these kitchens can prepare dinners “to-go” for a ready-to-eat meal at home, in addition to or in lieu of serving dinner.Controlling a food service preparation area can reduce administrative duties and costs while simultaneously increasing menu selection and food quality.

How much will a cafeteria cost?Most cafeterias are operated by outside venders who provide oversight for things such as staffi ng, purchasing and health code issues, which signifi cantly reduces a fi rm’s administrative costs. In fact, some fi rms have found their costs for catering have decreased, and by applying that savings to the subsidy, they can help reduce the net cost.

Also, if the employees eat in the fi rm’s cafeteria, they save time that would have been spent traveling to an off-site restaurant. Furthermore, dining in with fellow attorneys provides a cross-selling opportunity that could ultimately benefi t the fi rm’s revenues. Finally, if the fi rm’s retention of attorneys and staff increases because they feel more connected with their peers, there are additional savings on the costs of recruitment and training.

Will the staff and lawyers eat together?A key concern for fi rms considering a cafeteria or enhanced lunchroom is whether the staff and attorneys will eat together. The staff may believe lawyers are discussing confi dential matters, while the lawyers may feel they will inhibit the staff’s discussions. The reality is that both groups relax and enjoy a break from their work. If the lawyers need to talk confi dentially, they will do so somewhere else. Likewise, the staff will go elsewhere if they want to discuss something that they don’t want the attorneys to hear.

While a few fi rms had attorney dining rooms for more formal dining to promote interaction among their attorneys, most fi rms have merged the two rooms to create a larger eating area simply because the need for a separate area for lawyers is unnecessary. A good middle ground is to have private dining rooms adjacent to the cafeteria so attorneys can reserve a room if they need to have a private lunch meeting.

3

4

1

2

Lawyers are going out less to formal lunches with clients and,

instead, eating quickly in the building.

The new lunchroom does not look like or operate like the ones from a decade ago. The location, décor, lawyer utilization and functionality have all changed.

Natural light provides a comfortable environment for staff and young attorneys who may work in spaces without windows. It’s an attractive amenity and the views don’t need to be spectacular as the natural light is enough. In addition, outside spaces and terraces provide a great extension to the eating area.

In order to use the cafeteria space for dual purposes, the tables and chairs need to be easily reconfi gurable. By making the décor different from other parts of the fi rm, people feel as though they are getting

5away when they enter the lunchroom. Many lunchrooms are designed to look like coffee shops, featuring different ceiling planes or even open ceilings, interesting colors, multiple or different fl ooring materials, and diverse lighting.

The design and fi nishes can be casual and comfortable, which can even include fi replaces to create an inviting ambiance.

Several fi rms provide separate areas created by the shape of the space or by utilizing movable panels or doors. These separate areas can set apart a television area or a group meeting space – the key is to make the space fl ow so that it feels comfortable.

It is important for seating to be diverse and include:

1. Club chairs2. High tables with stools3. Banquets4. Tables that can be gathered together5. Individual counter seating

Location and decor – To be a success, the lunchroom/cafeteria needs to have several key ingredients:

1. Windows for natural light2. Consolidated dining areas3. Differentiation in decor4. Variety of furniture5. Television for access to news and major media events6. Ample space to avoid overcrowding

What are the benefi ts for using a signifi cant amount of space for an area that is used only two hours a day?

Lawyer utilization With the previously identifi ed décor, attorneys are able to utilize the space throughout the day – not just during lunchtime. Assuming the room is equipped with wireless internet access, they come for quiet time, informal group discussion or focused document drafting.

One law fi rm’s associates used to use a coffee shop across the street from their fi rm in order to get away from their offi ce – a fact verifi ed by the managing partner who identifi ed over a dozen of the associates in the shop one day. These associates were sitting alone with documents or laptops or having conversations in small groups. The fi rm created a lunchroom that captured the feel of a coffee shop and as a result has seen similar diverse activities by their attorneys and partners right in the offi ce.

To start the day, cafeterias usually serve breakfast to attract all members of the fi rm. The lunchroom/cafeteria is also a setting for dinner for attorneys working late. A full-service menu dinner is rare – only found in very large fi rms, primarily in New York. Many fi rms with cafeterias, however, provide take-out dinners.

Firms without cafeterias, or that don’t offer evening dining, usually allow attorneys to order meals from restaurants. Rather than have the food delivered to a workroom or conference room, fi rms have it delivered to the lunchroom/cafeteria.

After a new lunchroom was opened in one fi rm, an associate who frequently worked late realized that there were over 20 associates working late on other fl oors. The connection he formed with his associ-ates is another example of a benefi t gained from the creation of these lunchrooms/cafeterias.

Other functionsA lunchroom/cafeteria can also be the place to hold birthday, retirement, baby and wedding celebrations. Because of the size and openness of these spaces, fi rm-wide meetings can also be held in these rooms.

For many law fi rms, these newly renovated and fully developed lunchroom/cafeterias have become the ultimate social center. The opportunities lunchrooms provide continue to grow as fi rms discover new and interesting ways to incorporate them into daily work life. It is likely that, moving into the future, these cutting-edge lunchroom/cafeterias will continue to evolve into the centerpiece of law fi rm offi ce space.

For more information contact:Chris Murray, AIA Managing Director, Law Firm GroupChris.Murray@am.jll.com+1 202 719 5010

Thomas E. DoughtyInternational Director, Law Firm GroupThomas.Doughty@am.jll.com+1 202 719 5652