Understanding Workplace 2.0

Spring 2012

OutlineOutline

• A compelling story• Accommodation issues across

• Benefits• Current vs. new workspaces

government• What is Workplace 2.0? • Pillars of Change

p• Proposed Accreditation

Process• Moving forward

• Issues and challenges• Pilot projects

• How we can help• Examples of workplace

designs

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A compelling storyA compelling story……the scope of our business

• 110 client departments and agencies • 265,000 employees accommodated in PWGSC spacep y p• 1843 locations across Canada (347 in National Capital Area)• 7,150,000 m² rentable space (87% office space) • $5,900,000,000 market value of Crown owned , , ,• Approximately $150,000,000 invested in fit-up of space annually• 53 BOMA certified green buildings (62% of Crown owned)

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Accommodation issues across governmentAccommodation issues across government

$ /• 2nd or 3rd highest

cost in departmental

$79,500,000  / yr GoC population in PWGSC space

‐ 265,000 FTEs budgets

• Shared funding t bilit

,

$1 100 000 /accountability $1,100,000 / yrReal Property Branch ‐ 3644 FTEs 

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Based on a churn rate of 30% per annum at a cost of $1000/FTE/move

Towards Workplace 2 0Towards Workplace 2.0

• Space re-capture projectsp p p j• Consolidation• New space fit-up• Innovative technologyInnovative technology• Clerk of the Privy Council’s commitment to workplace

renewal5

Drivers of changeDrivers of change

• Demographics• Employee attraction and retention• Work-life balance• Evolving technology• Smaller offices• Aging real property portfolio

Environmental sustainability• Environmental sustainability• Fiscal restraint

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What is Workplace 2 0?What is Workplace 2.0?

A government-wide initiative to create a

modern workplace that will attract, retain and

bli t t k tencourage public servants to work smarter,

greener and healthier to better serve

Canadians.

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Pillars of Workplace 2 0Pillars of Workplace 2.0

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Worker profilesWorker profiles

Leaders require privacy In the office more than  In the office less than  Generally works 60% of time 40% of time

yoff site

Director / Director General or higher

Administrative Assistant / Analyst

Account Executive / Auditor

Remote Worker / Consultant

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10m² – 18m² 4.5m²  3.0m²  1.5m² 

g y Consultant

Issues and challengesIssues and challenges

• Change management• Technologygy• Operational• Procurement

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Pilot projectsPilot projects400 Cooper Street, Ottawa Health Canada, Kanata

• Reduced space by 20%• One-time fit-up costs reduced by

14%

• Space usage reduced from 18m2 per person to 15m2

• Cell phones save approx. $23/month per person

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• Potential to save 20% annually• 80% of employees very satisfied

with air quality and light

person• Pilot generating rent savings due to

reduced space• High employee satisfaction• High employee satisfaction

Benefits of Workplace 2 0Benefits of Workplace 2.0

VOIPincreased efficiencies

employee retentionLess travel VOIP

green buildingssustainability

healthier and happier employees

work/life balancewirelessless commuting

reduced carbon footprintsustainability

cost savings

work/life balancewirelesstelepresence

Increased productivity

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cost savingsEmployee attraction

p yBetter service for Canadians

collaborationnew technologies lower absenteeismnew technologies

Current v s new workspacesCurrent v.s. new workspaces

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Current v s new workspacesCurrent v.s. new workspaces

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Current vs new workspacesCurrent vs. new workspaces

Would you rather use theseWould you rather use these…

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Current vs new workspacesCurrent vs. new workspaces

…or these?

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Old workspaceOld workspace

High walls don’t allow a lot of natural light or good air circulation, Cubes create a falsemaking you feel sleepy

Cubes create a false sense of privacy, leading to higher noise levels

Dusts gets trapped in the walls

Cubes limit

Do you know the people sitting around you?

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Cubes limit interaction and collaboration

New workspace = Increased collaboration +New workspace Increased collaboration productivity + a healthier workplace

Lower panels make people more ti f th i i l l

Open concept encourages interaction and collaborationcautious of their noise level interaction and collaboration

Lower panels and glazed toppers

ll t l li ht iSmaller stations leave more room for collaborative

allow natural light in and more airflow, resulting in feeling more awake and collaborative

spaceo e a a e a d

alert

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In today's workplace collaborative spaceIn today s workplace, collaborative space is more important than ever

Provides a touch down spot for A great space for quick

Solve problems

o des a touc do spot oclients and teleworkers

ginformal or team meetings

Provides Solve problems quickly and effectively

Provides employees with a spot to socialize

Encourages teamwork and

Flexible furniture can

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idea sharingbe arranged in any configuration

How do we know if a workspace is WorkplaceHow do we know if a workspace is Workplace 2.0?

Th h dit ti• Through accreditation• To entrench Workplace 2.0 across government, clients, space designers,

building architects, engineers, information technology specialists, policy experts and others involved in workplace renewal need to know whatexperts and others involved in workplace renewal need to know what specific elements make an environment Workplace 2.0

• Accreditation is designed to help everyone understand what makes a work environment Workplace 2.0

• More to come in Fall 2012

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Results – will be seen for years to comeResults – will be seen for years to come

• Workplace 2 0: an enterprise model for renewal that can be• Workplace 2.0: an enterprise model for renewal that can be replicated

• Projects completed, others being planned with some in early stages of implementation

• Efficiencies:Using fit-up dollars to build more flexible work spacesReduced churn costs of $1K/employee per moveR d d b i d i d d i iReduced absenteeism and increased productivityContribution to deficit reduction initiatives across governmentGreenhouse gas emission reductions

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Moving forwardMoving forward…

• Research tells us we are on the right track• Up to 25% of office the portfolio will be renewed over five years• Workplace 2.0 will automatically be integrated as technology becomes p y g gy

available and/or as old space is re-fit and new space is built• Application of the Government of Canada Fit-up Standards will

continue to be mandatoryS i t ill b t bl f ti d ti• Senior management will be accountable for promoting and supporting Workplace 2.0 environments

• Managers will implement change management strategies as needed

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How we can helpHow we can help…• In partnership with you PWGSC can:

• Advise on fit-up standards and other accommodation policiesp p• Provide architectural, interior design and project

management services• Provide acquisition services for real estate and furnishings• Suggest change management approaches

• Shared Services Canada can help you with IT solutions for collaboration and communication

• We are developing a toolkit which includes change management best practices

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400 Cooper Street Ottawa ON400 Cooper Street, Ottawa, ON

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Health Canada Kanata ONHealth Canada, Kanata, ON

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Health Canada Kanata ON (cont’d)Health Canada, Kanata, ON (cont d)

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L’Esplanade Laurier Ottawa ONL’Esplanade Laurier, Ottawa, ON

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L’Esplanade Laurier Ottawa ON (cont’d)L’Esplanade Laurier, Ottawa, ON (cont’d)

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191 Promenade du Portage Gatineau QC191 Promenade du Portage, Gatineau, QC

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Alberta Infrastructure Edmonton ABAlberta Infrastructure, Edmonton, AB

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Washington, D.C.Washington, D.C.

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Washington D C (cont’d)Washington, D.C. (cont d)

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Washington D C (cont’d)Washington, D.C. (cont d)

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Accenture Ottawa ONAccenture, Ottawa, ON

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Oth W k l 2 0 lOther Workplace 2.0 examples

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Other Workplace 2 0 examplesOther Workplace 2.0 examples

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455 Boulevard de la Carrière Gatineau QC455 Boulevard de la Carrière, Gatineau, QC

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22 Eddy Street Gatineau QC22 Eddy Street, Gatineau, QC

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30 Victoria Street Gatineau QC30 Victoria Street, Gatineau, QC

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1550 d’Estimauville Avenue Québec City QC1550 d Estimauville Avenue, Québec City, QC

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Public servants working smarter, greener and healthier to serve Canadians better

www tpsgc pwgsc gc ca/mt wp

Workplace 2.0www.tpsgc-pwgsc.gc.ca/mt-wp

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