working beyond boundaries (the way we work summit 2015)

PLACEmaking | Working beyond boundaries| Achieving TW3 Objec9ves | June 2015

Session 2B : Working beyond boundaries TW3

ALISON WHITE NICHOLAS MORGAN SARAH EVERITT


The ‘shift’ needed to exploit the challenges of TW3

Pressures

Demands on Public Sector organisations to significantly reduce their building estate

Challenges A Step Change in approach is needed: TW3 objectives - organisations need to do more than co-locate

Solutions Optimised Public Services design and delivery models

Transforming Working practices & Change in Behaviours

Demands Re-purposing The Way We Work

A blueprint for delivering the government’s estate strategy 2020


Memory!‘logic and rational ’!

Imagination!‘intuition’!

Survival instinct!‘Fear’!

Neutral - Do nothing!‘status quo’!

Focus on the Future Achieve the step change

Leadership needed Decision making is the process of making a choice between a number of op5ons and commi7ng to a future course of ac5ons. We are in unchartered territory.

Focus on the familiar

Re-imagining The Way We Work


A blueprint for delivering the government’s estate strategy 2020

People

PlaGorm

Place

Providers

Ø PEOPLE – delivering Transformational change: expectations shifting from ‘my space to any place’

Ø PLATFORMS – delivering business led solutions:

service led technology and systems specifications, future proofed infrastructure

Ø PLACE – repurposing the ‘workplace’: network of

adaptable solutions reflecting working practices

Ø PROVIDERS– delivering ‘consumer’ focused services: repurposing from cost driven ‘Facilities Management’ to Consumer focused service providers

Repurposing The Way We Work


Workplace Transformation


Vision& Engagement& Incen/ves& Tools& Outcomes&

+" +" + + = CHANGE'

+" +" + + = CONFUSION'

+" +" + + = ANXIETY'

+" +" + + = GRADUAL'CHANGE'

+" +" + + = FRUSTRATION'

+" +" + + = FALSE'START'

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Celebrated"successes"

Pla0orms/providers/place"

Relatable"benefits"(personal"and"corporate"

Efficiency/Effec?veness"and"Expression"

Advocates/leadership"

Transformational Change Components – Driven from the guiding force - the ‘Vision’ and connected at each stage

Resources

PLACEmaking 2015 (Dr. Mary Lippitt, 1987)

Sustainable Transformational Change


Step Change

Op9misa9on of resources (achieving maximum

value)

Op9misa9on of resources (achieving maximum value)

Context


Maximising performance: Space and Technology

investment

Maximising Performance: People and Time resources


Owners of… Consumers of…

Owners of… Consumers of…


Past Future Work 9-‐5 Work any9me

Work in the office Work anywhere

Use company equipment Use any device

Focused on inputs

Focused on outputs

Climb corporate ladder

Create own ladder

Defined tasks Crea9ve problem solving

Hoards informa9on

Harness/share informa9on

No voice Leadership opportuni9es

Relies on emails Instant technologies

Focused on knowledge

Focused on adap9ve learning

Formal corporate training

Democra9sed training

‘Work… a word that doesn't mean the same thing now as it did just a few years ago. The “business as usual” model is outdated…..leaders need to tackle the challenge of continuous innovation…. embrace new ways of working to create long term business value and service delivery’

© Chess Media Group

Changing Expectations

PLACEmaking | Working beyond boundaries| Achieving TW3 Objec9ves | June 2015 time

Optimising change opportunities

Maximising change efficiencies

Transforming Behaviours

perf

orm

ance

Maximising change effectiveness

Doing things better, and doing better things

Training on new tools and technologies

Preparing people for the new workplace

PLACEmaking | Working beyond boundaries| Achieving TW3 Objec9ves | June 2015 ADAPT

Getting started

Team Storage

Desk top

Desk users only need to connect their

laptops into this desktop units. They contain

two 13amp socket outlets and one network

port per desk Power for monitor is fed

from under the desk.

User do not need to

plus or unplug the

monitors

Connecting to the power supply "

•  There are two 13A power outlets on each desk. These are for

laptop and charging mobile phones only. Do NOT attempt to

access the desk cable trays and use any other power source."

Cabled connection to the network!

•  It is expected that most people will work wirelessly most of the

time. However the first time you use your laptop you will need

to use a cabled connection, and they are also available as a

contingency in case of WiFi being down"

•  If you need to use a cabled connection, use the cable provided

with your laptop to connect to the data socket next to the

power outlet on the desk."

•  Some workstyles will require wired phones. If your desk has a

wired phone, you will need to connect your laptop to the phone

using the cable coming off your phone"

•  If you have difficulties connecting to the network after

connecting your laptop to the phone then contact the ICT

‘Helpdesk’. Remember you can still use your laptop to work

getting access to the network via the WiFi.

Don’t try to access the

power supply or data

ports under the desk!

After care

4"Preparation

3"Familarisation

2"Raise Awareness

1"Implementation

Se1ng Objec8ves Gathering Informa8on

Induc8on Review and measure

12 Step Program

Manager’s briefing - issue Stage 2 Getting to Know you, 12 Step Program, Project Issue register,

Complete Stage 2 Getting to know you - Review Storage and ICT Training needs – Assess Accessibility Requirements, Review storage disposal plans

Introduce key protocols – Clear out day. Review IT Delivery Plan, Pre move surveys, FAQs,

Managers Briefing – Sign off IT Delivery Plan, Outline count down to move programme

Confirm Team neighbourhoods and workstyles - Finalise move program, attend building tours, finalise office protocols

Review critical items during move -business continuity,

Clear out day, Pre move readiness survey - Assessment of IT skill base, Finalise move schedule

Managers Briefing – Roll out laptop deployment, Issue packing/move instructions, IT Training

Move Week - Move and unpack – Assign lockers, security passes, issue Move-in pack

Monthly(newsle,er((example(content.(



CLICK(TO

(VIEW(

CLICK(TO

(VIEW(

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Identify Workstyles – Communicate vision and workplace principles

Hold floor tours and begin to pack

1(

3(

4(

5(

6(

7(

8(

9(

11(

12(

2(

10( Hold inductions with move groups - issue packing boxes

Awaren

ess(

Familiarisa

-on(

Prep

ara-

on(

Monthly(newsle,er((example(content.( CL

ICK(TO

(VIEW(

Ten$Tips$on$effec+ve$communica+on$ Check!

1 Create management community to share best practice and learning!

✓!

2 Clarify what needs communicating, when and how to communicate it!

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3 Follow up those employees who miss the communication!

✓!

4 Decide as a team what communication you need e.g.:!•  Regular 1-1s held monthly which are

structured, have an agenda and are written up!•  2 weekly team meetings at which

performance reports are reviewed!•  1 social event per month!

✓!

5 Ask individual employees how they want to be communicated with!

✓!

6 Ensure everybody is responsibility for communicating – to both team and manager not just one way from the manager!

✓!

7 Decide what technology will be helpful and when to use it.!!

✓!

8 Empower managers with the information they need to deal with employee’s perception and reaction to corporate events/news!!

✗!

Four key stages of Engagement


Aftercare Facilitated Change Spontaneous Change Exponential Change

CHOICE &

FLEXIBILITY SHIFTING THE

CULTURE

BREAK DOWN

SILOS

CONFIDENTIALITY /

COLLABORATION" SHARING"

WORK IS WHAT YOU DO, NOT WHERE YOU GO

Managing sparingly

Empower

Coach/Mentor

Being shown

Modelling new behaviours

Take ownership Shine

Trust

Superusers

Champions Champion

Explain

Establish

Instinctive

Invent

Create

Intuitive Engaged

Connected

Integrate create new networks

MAXIMISE"

OPPORTUNITIES

REVIEW AND FEEDBACK

EMPOWERAUTONOMY CELEBRATE

SUCCESS DEFINE

EXPECTATIONS INFLUENCE BEHAVIOURS

Embedding Transformation


PLACE

Home

Travel

High Street Library

Partners Academic

Web

Owned Places Enabled and Facilitated Spaces

Exceptionally Serviced

Networks

Shared Places

Borrowed Places

Future



+" +" + + = CHANGE'


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Transformation embeds key change elements


+" +" + + = CHANGE'


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Achieving Transformational Change

Resources

working beyond boundaries (the way we work summit 2015)

Design

practices providers

consumer focused services

public services design

public sector organisations

tw3 objectives organisations

future work9

behavioursdemands repurposing

building estate challenges