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The Sustainable Workplace: Case Tekes Juha Sarkio, Executive Director, Finance and Administration, Tekes Päivi Hietanen, Workplace Strategy Specialist, Senate Properties The Worldwide Workplace Web seminar Helsinki 17th June 2011
Contents• Tekes workplace development project: tools and findings• Future workplace strategy and management• Conclusions
Tekes, the Finnish Funding Agency for Technology andInnovations, facts 2011• Tekes is a Public Agency under the auspicess of the Ministry of Employment and the Economy • Offers funding and expertise for innovative R&D activities and internationalisation • Helps creating global networks for companies and researchers • Tekes is non-profit and takes no equity or ownership on intellectual property• Customers, totally about 6000 projects in funding • Finnish and international companies located in Finland • Universities, research institutes, public hospitals, regional public bodies, 3rd sector actors• Resources • Annual funding about 600 M€’s (from state budget) • Number of personnel in Finland and abroad 400. 85 persons are working at regional offices
Starting point for Tekes 2010• HQ leasing contract in Pasila, Helsinki will expire 2013• 1980´s facilities technically and functionally outdated• Current workplace cell office + 3 mobile office pilots• Cell office occupancy 30% Need for a facility strategy to find new premises Workplace goals: support for internal collaboration, customer service via multiple channels, forerunner in new ways of working Co-creation project Tekes – SP – consultant Workspace
Tekes carbon footprint 430 tCO2 250 tCO2• Data gathering: energy and Commuting business travel Facilities 21% energy• Staff survey: commuting consumption• Total: 1187 tkgC02 annually 36% Business travel 43% 507 tCO2 Source: Rapal Oy, 3.6.2010
Benchmarking knowledge work C02 emissions Business travel Commuting Facilities energy consumption Tekes Case 2 Case 3 AveragekgC02/person 4397 2874 1900 2500-3000 Source: Rapal Oy 30.11.2010 Source: Rapal Oy 30.11.2010
Workplace development project plan 2010 April May June August September October November December kick off Info 1 Info 3 Info 2 preliminaries 4 x workshops 4 x workshops HRD BSC-frame staff spatial program YKV ASPA survey ASPA PROS PROS HRD concept scenarios virt YKV design Announce- Blog Blog Blog Blog Blog Blog Blog ment management + communication+ shared data base (tool for workplace managemnet 2010-…) steering steering steering steering steering
User workshops: balanced scorecard frame• Social responsibility• Customer orientation• Internal processes• Human resources Topics: 4 generations in worklife, digital natives, work-life balance, collaboration, ICT… Expert briefs on new ways of working, innovative workplaces, customer service, workplace carbon footprint
Staff survey• Focus on both ”skill and will” for new ways of working• Respondents 75%!• 3 work profiles identified: majority of staff working mobile already
Tekes workplace concept Public• From cell office to space Show Inno Seminars Restaurant diversity and increased room Cafe 60-80 persons mobility and flexibility (nearby)• HQ with 3 workplace zones: Recept Semi-public ion Conference center public, semi-public, private Gym• Homeworking and ”third places” supporting Shared• Vision: space sharing in Back office spaces Back office government hubs and resources Private
Work profile 1Office based – dedicated desk Supportive spaces for privateErgonomic work stations phone calls, confidential Good lightning conversations and concentrative Adjustability working Personal filing Support for privacy Shared facilities: printing+scanning, archives Open meeting areas next to working areas Dedicated desks in team areas
Work profiles 2 and 3 Mobile workers and networkers – desk sharing Shared facilities Project room for team work Printing+scanning, archivesMulti-purpose space – Street Cafevirtual meetings/solo work Informal breakout area Team lounge for informal collaboration Supportive spaces for private Hot desk/touchdown zone phone calls, confidential for solo and group work, conversations and concentrative 8-12 persons working
Current and future spatial programme and facilities C02 Public zone Semi-public zone Private zone: shared spaces Private zone: work stations Supportive spaces and parking sqm2 € C02 sqm2 € C02 10 580 sqm2 Appr. 6400 sqm2 Staff 280 Staff 280 27 sqm2/person 20 sqm2/person 430 000 kgCO2 142 000 kgCO2 1600 kgC02/person 500 kgC02/person 111 parking places 40 parking places
Tekes workplace management model• Collaboration and management of workplace resources: HR+ICT+CRE Place• Tool in implementing strategy• WPM team, roles&responsibilities, policies, indicators and execution plan defined People Technology• SP and Aalto University invited to join the team
Final report: ”Workplacemanagement guidelines”• drawn up by Tekes, consultant and Senate experts using Google Docs: virtual platform to test partnership and virtual work environment• includes sustainability goals: C02, Green Office, Green Lease and facility energy efficiency (PromisE class A)
Tekes conclusions• WPM model is an essential tool in implementing the new strategy• WPM supports distributed work and enables telecommuting for all staff• Flexible working supports staff well-being and work-life balance on individual level• Work profiling is a key tool in enabling new ways of working• The future HQ is a platform for collaboration, brainstorming and networking: the diverse and highly adjustable new workplace will support both formal and informal interaction, customer activities and solo work• WPM goals: -70% CO2, -40% sqm2, -15% €• Virtual platforms, mobile technologies and HR protocols supporting new ways of working is a must for success
Lessons learnt• Co-creation and transformation from facility strategy to workplace management was a learning process for all stakeholders• More workplace research and POE data needed• C02: need for shared standards, indicators and benchmarking• Sustainability: refurbishment or new construction?• Networks of hubs and workplaces soon emerging?
The Sustainable Workplace… Environmental• flexible and versatile• efficient• shared spaces and resources Economical Social• support for well-being= physical, virtual, social and cultural factors= energy-efficient envelope + new ways of working + responsible use