FEDERAL MODERN WORKPLACE TRENDS · federal modern workplace trends. federal real property...

FEDERAL MODERN WORKPLACE TRENDS

FEDERAL REAL PROPERTY ASSOCIATION WASHINGTON DC 15 JULY 2019

Through the Years… DRIVERS

2010 2015 2013

20XX 2014 2012

Telework Enhancement

Act

No Net New

Freeze the

Footprint

Reduce the Footprint

Consolidation Funds made available

Dispose of Unneeded

Real Estate

• More women than men graduating from colleges

• Aging Population…multiple generations…50% millennials by 2021

• 30% self-employed and rising

• Most educated generation

• Retirement age on the rise (67)

• 150 year old person alive

• 90% of the data in the world today was created in the last 2 yrs

• 57% of the jobs of the 1960s don’t exist today

We are changing… DRIVERS

DRIVERS

Before After

26,326 USF 13,468 USF

306 All-In UR

156 All-In UR

$79/SF Rental Rate

$32/SF Rental Rate

FEMA’s Mission Driven Workspace Tracey L. Showman, Chief Administrative Officer

July 15, 2019

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FEDERAL REAL PROPERTY ASSOCIATION Federal Modern Workplace Trends

Leaders’ Principles Drive Change

Operational concepts of Joint Field Office (temporary, open layout with no partitions, highly adaptable and collaborative)

Tailored to mission versus individual Deployment-based mindset

Responsiveness and accountability through openness and collaboration

Work accomplished anywhere

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Every Employee is an Emergency Manager Former FEMA Administrator

Transforming Our Workspace

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Transforming Our Workspace

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Collaborative and flexible through technology and furniture

Listen. Learn. Evolve.

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Limited individual workspaceMore private officesDistractions/Noise

Lack of privacyImpedes productivity

Open seating = anxietyEasy for germs to spread

FEMA’s Workplace

Transformation

Balancing Agency Mission, Employee Needs and Manage Cost

Expand private officesHigher partitions/panels

Cubicles with doorsMore/different meeting spacesQuiet space – head down work

Seating reservations for certainty

?

Closed Workspace

Employee PreferenceMany Offices

Inefficient Costly

Open Workspace

Business PreferenceFewer Offices

Highly EfficientHighly Cost Effective

Cost savings - $16 MReduced Rent Bill - $88 M

Increased collaboration Agile and responsive

Federal Judiciary’s Integrated Workplace

Initiative

Melanie Gilbert Chief, Facilities and Security Office

Administrative Office the U.S. Courts

Presenter

Presentation Notes

Greeting and introduction Integrated Workplace Initiative National Demonstration Project Working model of IWI concept and Chapter 18 of the U.S. Courts Design guide Provides Judges and judiciary staff a place to see and experience all the features of the judiciary’s workplace of the future Located in the Thurgood Marshall Federal Judiciary Building in Washington, D.C. and house the staff of the Facilities and Security Office Design began in fall 2015, demolition and construction occurred in 2016, and the finished space was occupied in May 2017 Let’s look at an overview of the project….

People (Change Management)

IWI

What is the Integrated Workplace Initiative?

Created initially to reduce space and save rent, IWI is a new way to design judiciary workspaces. It has three key parts.

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Presenter

Presentation Notes

The transformative nature of the project is the result of an innovative approach to the design – the Integrated Workplace Initiative The word “Integrated” in the title refers to the marriage of three important elements Architectural Design Business Technology Solutions People, or Change Management By incorporating these three elements into all phases of the project, the final result is a much more transformative project Let’s look more closely at each leg of this triangle, starting with Architectural Design…

Architectural Design

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Presenter

Presentation Notes

In the overview, we noted that the original design had 74 individual offices in separate suites The new design has the entire staff in one suite The new suite has an open floor plan and natural light reaches every work station Six assigned offices house the Division Chiefs and Office Chief 57 work stations support the staff – about half are assigned and half are reservable – each work stations has: Dual monitors, docking station and phone Height adjustable work surfaces (standing /sitting)

Business Technology Solutions

• Mobile Friendly IT Equipment and Wireless Connectivity

• Reservation System • Electronic In/Out Board • Robust Teleconferencing, Video

Conferencing and Virtual Collaboration

• Operation Paper Tiger

• Creation of Office Electronic Record Filling System 21

Presenter

Presentation Notes

At the onset of the project, information technology experts standardized the IT equipment configuration for all staff Lightweight laptops Docking stations Dual monitors VOIP Phones Wireless keyboard and mouse Wireless printing The entire suite is equipped with high speed WIFI access The standardized IT configuration enable staff to work anywhere in the suite and move seamlessly from their work stations to any of the reservable collaboration and meeting spaces

People (Change Management)

Employee Newsletters

Telework Expansion

Office Etiquettes

22 • Two Post-Occupancy Surveys

Presenter

Presentation Notes

Engaging staff during all phases of the project was critical to its success Focus groups of employees provided: critical information during development of design concepts feedback at each state of the design process selected colors and finishes Town Halls, newsletters, staff meetings, and other communications were used to keep staff aware and involved A “mobile friendly” office was created to enable employees to work productively from the office, while on business travel, or from home An office handbook, created by a focus group of staff, helped define the key etiquettes that ensured the new space operated smoothly All of these products are available for courts to adopt and customize for use during their projects

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