Understanding Workplace 2.0

Spring 2012

Outline

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A compelling story Accommodation issues across government What is Workplace 2.0? Pillars of Change Issues and challenges Pilot projects

• • • • • •

Benefits Current vs. new workspaces p Proposed Accreditation Process Moving forward How we can help Examples of workplace designs

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

110 client departments and agencies 265,000 employees p y accommodated in PWGSC space 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 government

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2nd or 3rd highest cost in departmental budgets

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Shared funding accountability t bilit

$79,500,000  / yr  $ / GoC population in PWGSC space , ‐ 265,000 FTEs 

$1,100,000 / yr $1 100 000 / Real Property Branch ‐ 3644 FTEs 

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

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Towards Workplace 2 2.0 0

• • • • •

Space p re-capture p p projects j Consolidation New space fit-up Innovative technology Clerk of the Privy Council’s commitment to workplace renewal 5

Drivers of change • • • • • • • •

Demographics Employee attraction and retention Work-life balance Evolving technology Smaller offices Aging real property portfolio Environmental sustainability Fiscal restraint

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What is Workplace 2 2.0? 0? A government-wide initiative to create a modern workplace that will attract, retain and encourage public bli servants t tto work k smarter, t greener and healthier to better serve Canadians.

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Pillars of Workplace 2 2.0 0

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Worker profiles

Leaders require privacy

In the office more than  60% of time

In the office less than  40% of time

y Generally works  off site

Director / Director  General or higher g

Administrative  Assistant / Analyst y

Account Executive /  Auditor

Remote Worker /  Consultant

10m² – 18m²

4.5m² 

3.0m² 

1.5m²  9

Issues and challenges

• • • •

Change management Technology gy Operational Procurement

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Pilot projects

Health Canada, Kanata

400 Cooper Street, Ottawa

• • • •

Reduced space by 20% One-time fit-up costs reduced by 14% Potential to save 20% annually 80% of employees very satisfied with air quality and light

• • • •

Space usage reduced from 18m2 per person to 15m2 Cell phones save approx. $23/month per person Pilot generating rent savings due to reduced space 11 High employee satisfaction

Benefits of Workplace 2 2.0 0 increased efficiencies Less travel VOIP green buildings

healthier and happier employees

employee retention sustainability

reduced carbon footprint wireless

less commuting

work/life balance work/life balance telepresence

Increased p productivity y Better service for Canadians

new technologies new technologies

cost savings Employee attraction

collaboration

lower absenteeism

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Current vv.s. s new workspaces

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Current v.s. v s new workspaces

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Current vs vs. new workspaces Would you rather use these these…

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Current vs. vs new workspaces …or these?

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Old workspace Cubes create a false sense of privacy, leading to higher noise levels Dusts gets trapped in the walls

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

Do you know the people sitting around you?

Cubes limit interaction and collaboration 17

New workspace = Increased collaboration + productivity + a healthier workplace Lower panels make people more cautious ti off their th i noise i llevell

Smaller stations leave more room for collaborative space

Open concept encourages interaction and collaboration Lower panels and glazed toppers allow ll natural t l lilight ht iin and more airflow, resulting in feeling oea awake a ea and d more alert

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In today's today s workplace, workplace collaborative space is more important than ever great space for quick Ag informal or team meetings

Provides o des a touc touch do down spot for o clients and teleworkers

Provides employees with a spot to socialize

Solve problems quickly and effectively

Flexible furniture can be arranged in any configuration

Encourages teamwork and idea sharing

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

• •

Through Th h accreditation dit ti 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 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 come • • •

Workplace 2 2.0: 0: an enterprise model for renewal that can be replicated Projects completed, others being planned with some in early stages of implementation Efficiencies: 9 Using fit-up dollars to build more flexible work spaces 9 Reduced churn costs of $1K/employee per move 9 Reduced R d d absenteeism b i and d iincreased d productivity d i i 9 Contribution to deficit reduction initiatives across government 9 Greenhouse gas emission reductions

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Moving forward forward…

• • • • • •

Research tells us we are on the right track Up to 25% of office the portfolio will be renewed over five years Workplace p 2.0 will automatically y be integrated g as technology gy becomes 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 mandatory S i managementt will Senior ill b be accountable t bl ffor promoting ti and d supporting ti Workplace 2.0 environments Managers will implement change management strategies as needed

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How we can help help… •

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In partnership with you PWGSC can: • Advise on fit-up p standards and other accommodation p policies • 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, Street Ottawa, Ottawa ON

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Health Canada Canada, Kanata Kanata, ON

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

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L’Esplanade Laurier, Laurier Ottawa, Ottawa ON

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

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191 Promenade du Portage Portage, Gatineau Gatineau, QC

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Alberta Infrastructure, Infrastructure Edmonton, Edmonton AB

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Washington, D.C.

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

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

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Accenture Ottawa, Accenture, Ottawa ON

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Oth Workplace Other W k l 2.0 2 0 examples l

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Other Workplace 2 2.0 0 examples

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455 Boulevard de la Carrière Carrière, Gatineau Gatineau, QC

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22 Eddy Street Street, Gatineau Gatineau, QC

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30 Victoria Street Street, Gatineau Gatineau, QC

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

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

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

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