ifma webinar nov 17 2010

Chapter 5 ~ The Office:

A New Look at an Old Friend

Charlie Grantham Jim Ware

Executive Producers Work Design Collaborative

IFMA Webinar November 17, 2010

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The mission of the IFMA Foundation is to promote and support scholarships, educational and research opportunities for the advancement of facility management worldwide.

Established in 1990 as a nonprofit, 501(c)(3) corporation, the IFMA Foundation is supported by the generosity of a community of individuals—IFMA members, chapters, councils, corporate sponsors and private contributors—and is proud to be an instrument of information and opportunities for the profession and its representatives.

A separate entity from IFMA, the IFMA Foundation receives no funding from annual membership dues to carry out its mission. Supported by the generosity of the FM community, the IFMA Foundation provides education, research and scholarships for the benefit of FM professionals and students. Foundation contributors share the belief that education and research improve the FM profession.

© Copyright 2010 by The Work Design Collaborative. All rights reserved

Special Thanks to the Book’s Sponsors

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© Copyright 2010 by The Work Design Collaborative. All rights reserved

Save for Today, Build for Tomorrow

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1.   Strategy: Building a Sustainability Plan 2.   Real Estate Strategies to Save Money Now (and Later)

3.   Telework: The New Work (R)evolution 4.   The Role of Landscaping

5.   The Office: A New Look at an Old Friend 6.   Energy Savings 7.   Lighting: Illuminating the Path to Savings

8.   Thinking Outside of the Bucket 9.   The Paper Trail: Follow the Paper, Find the Money

10.   Green Light: Preparing the Business Case 11.   Making it Happen

© Copyright 2010 by The Work Design Collaborative. All rights reserved

Today’s Agenda

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What’s

Changing? Why? SCAN Health:

A Case Study

From Mobile Work to the Agile

Office

Looking Forward: The Future of FM

A conversation about the office and how it’s

changing

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A Story of Two Books

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The Difference

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The World Has Changed Again

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It’s time to reset the economy, our business models, and our minds

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And Work Has Changed

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Shift Happens: New Workplaces and Globalization

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But Place Still Matters

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Case Study: SCAN Health Plan

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Real Estate Challenges at SCAN Health

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Changes in federal

legislation

Rapid growth

Expansion

Attracting and retaining

talent

Corporate facility at some risk

High workforce support costs

2006 space design was inconsistent with 2012 vision and

culture

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Measures of Success

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Efficiency

• Density • Cost • Cost of

changes

Effectiveness

• Attraction/ retention

• Collaboration • Productivity

Expression

• Employee engagement

• Job satisfaction

• Flexibility

(Space) (People) (Mission)

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Embracing the Future of Work The AWESOME Project*

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  Charter to re-align the real estate portfolio to reduce cost and handle growth

  Moved several hundred employees to flexible work

  In 2008 went from 185 sf/person to 138 sf/person at corporate headquarters

  Achieving an ROI of 40%

  Redesigned the workplace planning process, saving 38% in cost and time

* “Alternative Workplaces Engaging Staff and Office Management Efficiencies”

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The Numbers

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Provisioning Time 38%

Provisioning Cost 12 weeks to 3 days

Space Requirements 25%

Return on Investment 40%

Employee Productivity 18%

Employee Engagement Unchanged

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Lessons Learned – Work at Home Program

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  Home office setup

  Productivity

  Communication

  Space planning

  Managing remote

workers

  Unexpected

marketing/recruiting

benefits

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From Mobile Work to a Flexible Office

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Neighborhoods

Townhouses “Phone Booths”

An Employee

“Café” A Copy Center,

”Mailboxes etc.,” and Personal Storage Room

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The “Townhouse”

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The Townhouse

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New Collaboration Spaces

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New Collaboration Spaces

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New Collaboration Spaces

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The Call Center Solution

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Touchdown Spaces

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Breaking Down Silos

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Density of Occupation

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0 20 40 60 80

100 120 140 160 180 200

1 2 3

Square Feet per

Employee

2008 2009 2010

185

137 138 26%

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Workplace Policy in Pictures

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Workplace Policy in Pictures

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Other AWESOME Impacts

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Records Management

Mail Business Continuity

Planning

Paperless Strategy

Customer Outreach

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Making SCAN More Flexible/Agile*

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* Using WDC’s Proprietary Organizational Assessment Systemsm

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Times of Change Create Huge Opportunities

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What to do? Here’s our humble advice….

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First: Design the Work Experience – Over and Over

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Plan

Act

Observe

Redesign

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Second: Redefine Workplace Services: Workforce Support

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Military Quartermaster Corporate Workplace Services Clothing and equipment End-user computing; desks, chairs, filing

cabinets, printers, copiers, A-V equipment, desk phones

Fuel and transportation; communication equipment and services

Heat, light, power; Internet access; Corporate Travel; interoffice mail; vendor contracts

Construction equipment Typically outsourced to contractors; might include landscaping

Personal items Office supplies; laptops, cell phones, employee concierge services

Large equipment (tanks, trucks, storage buildings)

Corporate facilities

Medical supplies Safety equipment; first aid supplies

Repair parts Tech support; equipment replacements; building maintenance

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Third: Rebuild the CRE/FM Business Model

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Fourth: Explore New Metrics

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Planet

People Profit

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Fifth: Don’t Knock on the Boardroom Door— Call the Meeting

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A Closing Note

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This was just Chapter 5 – there are many more great ideas in the book.

To order:

http://www.ifmafoundation.org/programs/pubs.cfm

For information on future webinars, contact Jeannie Nguyen, Council Liaison, at:

jeannie.nguyen@ifma.org

or call 713-623-4362 x120.

© Copyright 2010 by The Work Design Collaborative. All rights reserved

For Further Information

Dr. Charles Grantham Prescott, Arizona +1 928 771 9138 office +1 928 771 9138 fax +1 928 533 9149 mobile charlie@thefutureofwork.net

Dr. James Ware Berkeley, California +1 510 558 1434 voice +1 510 558 1431 fax +1 510 206 8147 mobile jim@thefutureofwork.net

Website: http://www.thefutureofwork.net

Blog: http://www.thefutureofwork.net/blog

Books: Corporate Agility http://www.corporateagilitybook.com (American Mgt. Assoc.)

Cut It Out! http://bit.ly/7krFly (IFMA Foundation)

Twitter: http://www.twitter.com/thefutureofwork

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