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
Dec 05, 2014
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• HQ leasing contract in Pasila, Helsinki will expire 2013• 1980´s facilities technically and functionally outdated• Current workplace cell office + 3 mobile office pilots• Cell office occupancy 30%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?