Päivi Hietanen, Juha Sarkio 2011

1. 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

2. Contents
• Tekes workplace development project: tools and findings
• Future workplace strategy and management
• Conclusions

3. Tekes, the Finnish Funding Agency for Technology and
Innovations, 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

4. 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• 1980´s facilities technically and functionally outdated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

5. Pilot spaces as test beds and change agents

7. 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

8. Benchmarking knowledge work C02 emissions
Business travel
Commuting
Facilities energy
consumption
Tekes Case 2 Case 3 Average
kgC02/person 4397 2874 1900 2500-3000
Source: Rapal Oy 30.11.2010
Source: Rapal Oy 30.11.2010

9. 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

10. 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

11. 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

12. 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

13. Work profile 1
Office based – dedicated desk
Supportive spaces for private
Ergonomic 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

14. Work profiles 2 and 3
Mobile workers and networkers – desk sharing
Shared facilities
Project room for team work
Printing+scanning, archives
Multi-purpose space – Street Cafe
virtual 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

15. 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

16. 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

17. Final report: ”Workplace
management 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)

18. 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

19. 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?

20. 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

21. The greatest challenge?