workplace op booklet
DESCRIPTION
Workplace Op bookletTRANSCRIPT
WORKPLACE OPTIMISATION - GETTING MORE FROM YOUR ESTATE
FOOTPRINT TYPICALLY REDUCED BY
30-50%
Both public and private sector organisations now demand that their workplaces contribute to improving performance. High performing organisations are redefining their workplaces beyond the traditional office. When implemented successfully, and underpinned by effective stakeholder management and internal communications, the benefits of workplace optimisation can be significant.
“Most government departments have examined the usage of their accommodation and considered options to increase density and increase utilisation - but is that really enough? We are finding there are often significant opportunities to drive further value from built assets through innovative workplace optimisation strategies that are absolutely aligned to the organisational vision. In the current economic climate, these
surely should be explored further?” Alan Kemp, Head of Central Government.
Size of the PrizeThe benefits of workplace optimisation can be grouped around three key drivers of organisational success:
People
■ A more effective and productive workforce - absenteeism reduced by up to 40%
■ A more attractive place to work - attrition reduced by up
to 20%
Performance
■ Reduced operational costs - typically between 30-50%
■ Reduced energy costs - by up to 30%■ Consumption of water and waste - down by 35%
■ Carbon outputs reduced - by 210Kg per annum for every square metre reduced.
Place
■ A more efficient use of space - footprint typically reduced by 30-50%
■ Reduced business travel and commuting - by up to 30%.
REDUCED ENERGY COSTSBY UP TO
30%
The Focus areasAn effective workplace optimisation strategy brings together a number of work-streams that are often siloed and aligns them with organisational goals to unlock tangible benefits. These areas include:
Real Estate: Review the existing workplace strategy, introduce activity based working and greater mobility. Gather data on utilisation rates, total occupancy costsas well as churn costs. Create a vision for the new workplace and develop a route map to deliver the solution.
Culture: Introduce cultural and skill changes to prepare people for new working practices.
People: Understand current and future work-styles and segment the workforce. Engage with the workforce to mobilise them around a shared vision and provide ongoing communications to keep staff informed.
Technology: Identify key technology needs by work
style and service area and undertake gap analysis. Provide sufficient training and support to drive right behaviours and ensure maximum value is obtained.
Transport: Flexible working practices enable organisations to reduce the cost of business travel, as well as providing improved service and staff satisfaction.
Sustainability: Reduced commercial real estate, together with better management of property assets and green technology enables your carbon reduction targets to be met and often exceeded.
Service Delivery: Space, mobile technologies and work-styles should improve the customer experience.
Discovery & PlanningDiscovery & Planning ImplementationImplementation ReviewReview
Proposition Agreed
ManagementFocus Groups Workshops & Final
Sign Off
0 1 2 3 4 5 6
Discovery & Planning Implementation Review
0 1 2 3 4 5 6
REVIEWIMPLEMENTATIONDISCOVERY AND PLANNING
Final Sign off
BriefingWorkshops& Training
ManagementFocus Groups
PropositionAgreed
Post Implementation Review
Implementation Detailed Design
DesignPrinciples
WorkplaceVision
BenefitsCase Design
Vision
0■ Confirm strategy
■ Agree brief
■ Objectives
■ Project Planning
■ Team Set-up
1■ Diagnostics
■ Staff surveys
■ Building plan analysis
■ Gap analysis
■ Size of the prize
2■ Future work styles
■ Validated business case
■ Buildings strategy
3■ Working practices
■ Space & Technology priciples
■ Training and communication
■ Asset management approach
4■ Develop route map
■ Staff engagement
■ Technology solutions
■ Workplace design
■ Refined business case
5■ Transformation plan
■ Project implementation
■ Technology roll-out
■ Change programme
■ Benefit tracking
6■ Post implementation support
■ Post implementation survey
■ Access to website support
■ Benefit realisation
■ Continuous improvement plan
A six step approach to successImplemented successfully, an integrated optimisation strategy generates a dividend that empowers the organisation to quantify its impact.
To achieve this, we recommend following a robust six stage process to: maximise the benefits; ensure costs are controlled; and comply with all health and safety regulations.
Next Steps
EC Harris can rapidly undertake an initial assessment of your organisation, identifying the overall size of the prize, potential risks and the next steps. To find out more on our approach contact:
Contact
Alan Kemp Head of Central Government e [email protected]
Amir Baharlou Head of Service e [email protected]
Kevin Reader Service Leader - Workplace Optimisation e [email protected]
Where we’ve done it before
Department for Education
This PfM and BIFM award winning project delivered operational savings of £10 million per annum by re-organsing the entire London HQ to a single site. We moved 3500 people and delivered “new ways of working” through a change management programme. The project was delivered six months ahead of schedule and cut the Department’s footprint by 50% reduction in London.
Department for Business Innovation & Skills
We delivered £11.8 million of property savings annually by improving capacity, flexibility and occupancy rates of One Victoria Street through an integrated workplace optimisation strategy. The project was a PfM award winner.
“The benefits of workplace optimisation can be grouped around three key drivers of success: people, performance and place. EC Harris can rapidly assess the size of the prize for your organisation.”
echarris.com/centralgovt