The Sustainable Workplace: Case Tekes

Juha Sarkio, Executive Director, Finance and Administration, TekesPäivi Hietanen, Workplace Strategy Specialist, Senate PropertiesThe 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 Ministryof Employment and the Economy

• Offers funding and expertise for innovative R&D activities andinternationalisation

• Helps creating global networks for companies and researchers

• Tekes is non-profit and takes no equity or ownershipon 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 personsare 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• HQ leasing contract in Pasila, Helsinki will expire 2013• 1980´s facilities technically and functionally outdated• Current workplace cell office + 3 mobile office pilots• Cell office occupancy 30%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 premisesWorkplace goals: support for internal collaboration, customer servicevia multiple channels, forerunner in new ways of working

Co-creation project Tekes – SP – consultant Workspace

Pilot spaces as test beds and change agents

Tekes carbon footprint

430 tCO2 250 tCO2

507 tCO2

Facilitiesenergy

consumption36%

Businesstravel 43%

Commuting21%

Source: Rapal Oy, 3.6.2010

• Data gathering: energy andbusiness travel

• Staff survey: commuting• Total: 1187 tkgC02 annually

Source: Rapal Oy 30.11.2010

Benchmarking knowledge work C02 emissions

Business travel

Commuting

Facilities energyconsumption

Tekes Case 2 Case 3 AveragekgC02/person 4397 2874 1900 2500-3000

Source: Rapal Oy 30.11.2010

JuneMayApril

YKV

preliminaries

August September October November December

kick off Info 3Info 1

4 x workshops

HRD

ASPA

PROS

ASPA

PROS

HRD

YKV

Info 2

spatial program

conceptdesignvirt

management + communication+ shared data base (tool for workplace managemnet 2010-…)

Announce-ment

steering steering steering steering

BSC-frame

steering

Blog Blog Blog Blog Blog Blog Blog

Workplace development project plan 2010

4 x workshops

staffsurvey

scenarios

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 andwill” for new ways ofworking

• Respondents 75%!• 3 work profiles identified:

majority of staff workingmobile already

Public

Private

RestaurantInnoCafe

Showroom

Reception

Semi-publicConference center

Sharedspaces

andresources

Back officeBack office

Seminars60-80 persons

(nearby)

Gym

Tekes workplace concept

• From cell office to spacediversity and increasedmobility and flexibility

• HQ with 3 workplace zones:public, semi-public, private

• Homeworking and ”thirdplaces” supporting

• Vision: space sharing ingovernment hubs

Supportive spaces for privatephone calls, confidentialconversations and concentrativeworking

Ergonomic work stationsGood lightningAdjustabilityPersonal filingSupport for privacy Shared facilities:

printing+scanning,archives

Open meeting areasnext to working areas

Dedicated desks in team areas

Work profile 1Office based – dedicated desk

Multi-purpose space –virtual meetings/solo work

Hot desk/touchdown zonefor solo and group work,8-12 persons

Team loungefor informal collaboration

Project room for team work

Street CafeInformal breakout area

Work profiles 2 and 3Mobile workers and networkers – desk sharing

Supportive spaces for privatephone calls, confidentialconversations and concentrativeworking

Shared facilitiesPrinting+scanning, archives

Current and future spatial programme and facilities C02

10 580 sqm2

Staff 28027 sqm2/person430 000 kgCO21600 kgC02/person111 parking places

Appr. 6400 sqm2

Staff 28020 sqm2/person142 000 kgCO2500 kgC02/person40 parking places

sqm2 € C02 sqm2 € C02

Public zone

Semi-public zone

Private zone: shared spaces

Private zone: work stations

Supportive spaces and parking

Tekes workplace management model

People Technology

Place

• Collaboration and management ofworkplace resources: HR+ICT+CRE

• Tool in implementing strategy• WPM team, roles&responsibilities,

policies, indicators and executionplan defined

• SP and Aalto University invited tojoin the team

Final report: ”Workplacemanagement guidelines”

• drawn up by Tekes,consultant and Senateexperts using Google Docs:virtual platform to testpartnership and virtual workenvironment

• includes sustainability goals:C02, Green Office, GreenLease and facility energyefficiency (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 willsupport both formal and informal interaction, customer activities andsolo 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 toworkplace management was a learning process for allstakeholders

• 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…

• flexible and versatile• efficient• shared spaces and resources• support for well-being

= physical, virtual, social and cultural factors= energy-efficient envelope + new ways of working +

responsible use

Environmental

Economical Social

The greatest challenge?