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Facilities Management Association of New Zealand
welcomes all to the Breakfast Seminar event kindly
                  sponsored by :
BUILDING THE BRIDGE BETWEEN FACILITIES
MANAGEMENT AND BUSINESS PERFORMANCE




                 DISCUSSION POINTS AND TOOLS
                 with Stella Green & Tim Hooson
THEMES




1
  FACILITIES MANAGEMENT/PROPERTY BRIEF
  Large floorplates - flexible workspaces




2
   EXECUTIVE BRIEF
   'One team' - break down silos




3
    HR BRIEF
    No surprises - a communication program
    is not change management
THE FRAMEWORK WE APPLY




                                        Change
                           Change     Management
              Change
                         Management
            Management
1      CHALLENGING THE STATUS QUO

                                              F
                                                        X          Y          Z


                                                                                  1.1



                                       E




                                   D




                                                                                  2.1
                               C




                       B




               A

                                           work space                             3.1



                                                            UP




           1




                                                                                  4.1




                   2                                             meet space

                                                                                  5.1



                           3




    What does larger floor plates mean to organisational responsiveness?
ITS NOT ABOUT THE GIMMICKS...
PERCEPTION VS. REALITY



comfort  (41%)
communication (32%)
access (30%)

efficiency (27%)




                                Workplace Values – How Employees Want to Work, ASID
THE IMPORTANCE OF COMFORT
RESULTS



+ Overall environmental comfort of worksetting
                         ...satisfaction increased 29%

+ Overall temperature in winter
                          ...satisfaction increased 25%

+ Overall ventilation and air quality in winter
                           ...satisfaction increased 26%
2   CHALLENGING THE STATUS QUO


'One team' suggests increased collaboration...
                         so how much collaboration do we need?
BALANCING FOCUS VS. COLLABORATION

WE HEARD...                                    WE KNOW...



                                                                              COLLABORATE
36% of respondents believe
                                                                              22%
that focused activity is essential
to their work performance

                                             VS.
                                                                                LEARN
75% of respondents believe                                                      4%

that personal interaction/
                                                   SOCIALISE
communication is essential with
                                                   6%
other staff members




                                                        FOCUS
                                                        59%

re:work Workplace Evaluation, Jasmax, 2009                      2008 Workplace Survey, Gensler, UK
MULTI-FACETTED MEETING SPACES



How do you locate and proportion meeting space vs. individual space?


+ Front rooms
+ Lily pads
+ Multi-facetted meeting solution
RESULTS



+ Collaborative workspaces in the building
                        ...satisfaction increased 43%

+ Provision of focus workspaces
                          ...satisfaction increased 34%

+ Quality & quantity of non-bookable meeting spaces
                          ...satisfaction increased 55%

+ Quality & quantity of bookable meeting spaces
                          ...satisfaction increased 50%
3   CHALLENGING THE STATUS QUO


How useful to Facilities Management is the information
that we gather now?
WHAT TO SAY AND WHEN



+ Working with the HR and Comms teams
+ Getting staff involved early
+ Allowing teams to anticipate
+ Prevent issues                        NZI Centre Count Down: 22 weeks to go                                                                   14/01/2009


                                        NO REALLY, CLEAN IT UP!
                                                                 NZI Centre Count Down: 10 weeks to go                                                         Issue 7 • 8/04/2009
                                        Guess what? We currently have 4256 linear metres of storage (that’s over 4 kilometres) created by
                                        the four offices moving into the NZI Centre. There is limited storage space where we’re going. We all
                                        need to reduce records and general storage by a minimum of 30% in our working spaces and 50% in
                                        centralised storage spaces. This meansOFand your BUILDING big clear out in your area well
                                                                 HEART you THE team must have a
                                        before the move.
                                        The document retention The will give you guidelines on what can’t beis CountIan Foy This isweeks to go
                                                                   policy first space youNZI Centre the out. Down: 11 a huge 22 metre-
                                                                                                 walk into thrown atrium.                                                                Issue 6 • 3/04/2009
                                        encouraged us all to make a small changearea with glass from so start today by making Visitors and the
                                                                   high open each day at the CEO Roadshow floor to ceiling.
                                        a dent in your clutter. We are working with experts to understand how areas of the business manage
                                                                   general new ways to file.be met at the to contact your business and they can wander
                                        filing, as well as to learn improved or
                                                                               public will Please don’t hesitate main reception,
                                                                   to the heritage area and the public café. Your friends and family are
                                        unit rep if you need assistance with this.            Relocation Dates                             DID YOU KNOW…
                                        CHANGE CHAMPIONS
                                                                welcome to come into this part of the building. As you enter the
                                                                                              Your team have been assigned a relocation date – this will be one of
                                                                                                                                                 Two anchors were discovered on the site when
                                                                 building you will be able to look upWe will so the ‘floating’ construction team dug the foundations.
                                                                                              five weekends. and see be                          the lilypad
                                        Teams work differently. The Greenhouse project is focussing on identifying those differences allwe in the new building by 20 July. Check
                                                                                                                                                                               DID YOU KNOW… the roo
                                        can all work and interactmeeting together. If yourout when working team isto3 and 5 here. the atrium.
                                                                   comfortably spaces which extend from Level moving over
                                                                                                                                                 The original shoreline of Auckland harbour
                                                                                               team’s unique your style is key your
                                                                                                                                                 used to be Fanshawe St, meaning that our are also air
                                                                                                                                                                               skylights
                                        team’s productivity, then it’s important to maintain.
                                                                                                                                                 building site was underwater. exhausts, removing old air
                                                                                                                                                                                It’s not surprising
                                        The office environment we are moving to isand working areas are used to. Eachwith natural light large boat anchors and a wooden
                                                                 The atrium different from what we’re currently flooded                          that two from the
                                        business area will have at least one Change Champion to help with the transition. They will tell you                                   from the building to keep th
                                                                 three and work to resolve any issues an individual teamabove. The stairwell snaking end up buried in the soil.
                                        about the great things to expect,
                                                                            4.5 metre skylights in the roof faces. They will                     boat ramp would
                                                                                                                                                                     up        office supplied with fresh
                                                                 through can easily approach for a chat about the working the atrium as The NZI Centre website is yourclean air.
                                        be people from the business who you the building to Level 5 is part ofenvironment
                                                                                              Meeting rooms                                       well, and you                   one stop shop
                                                                                                                                                 for all Greenhouse info including previous         DID YOU KNOW…
                                        we’re moving to.                                                                                          floors. Click
                                                                 will be able to lookThank to the front entrance from all news and updates.to the us if you have a
                                                                                                down you to everyone who contributed ideas Contact naming
                                        You will hear more about who your Changeimages.are before the end of January.
                                                                                                                                                                                                    there are over 35 bookable
                                                                 here to see Champions                                                           question or comment.
                                                                                               competition for the new NZI Centre’s meeting rooms. The NZI Centre website is rooms in the new
                                                                                                                                                                       meeting
                                        WHAT’S IT LIKE?                                        nominations had to be New Zealanders who are greatyour one-stop shop for all with lots of non-
                                                                                                                                                       examples of     building,
                                        Colour schemes             PLANTS GALORE five Attitudes we want to live in our company - Real, Together, info including options as well.
                                                                                               the                                                    Greenhouse       bookable
                                        There will be different colour schemes for each floor. Achieving, Inspiring and Give Back.                     previous news andThis includes the roof garden
                                                                                                                                                                        updates
                                                                   There will be over 200 plants throughout the building. On the working Contact us if you have a      that holds 150 people.
                                                                   floors, plants will be sitting in a raised floor in the NZI effect they are
                                                                                               With the meeting rooms giving the Centre now named, we canor comment.
                                                                                                                                                      question make
                                                                   growing in the ground. Some of the plants have climbing vines which way. There is
                                                                                               them available for booking via Outlook in the usual                     The NZI Centre website is
                                                                   will be running up some two floors high. Many of the plants know about rooms in the
                                                                                               wires important information you need to will                            your one-stop shop for all
                                                                   provide screening buildings we are vacating, and in the NZI Centre too.
                                                                                                to help create separate spaces in the open plan                        Greenhouse info including
                                                                   environment. The roof will be planted with succulents creating a Roof                               previous news and updates.
                                        Admin and Mailroom Garden which will hold 150 people at one time.                                                              Contact us if you have a
                                                                                                                                                                       question or comment
                                                                   SPORTING FACILITIES
                                        the mail staff will be able to send goods down in the lift for pick up, meeting room shut down
                                                                                               Current and the lift remains locked until
                                        the courier collecting the goods needs access.         Meeting rooms in our current offices will become unavailable from the
                                                                   The Viaduct is a great placefloorcycling, walking and running. There to check future
                                                                                               date that for is completely cleared out. You need
                                        Rainwater collection
                                                                   will be 65 cycle racks in the basement in a you have made. Cancel any room bookings
                                                                                               meeting 38,000 bookings secure area right next door
                                        Rainwater will be collected on the roof and stored in tanks that holdroom litres. These will be
                                                                   to the shower complex, which has eight showers for staff use. You
                                        underground outside so you won’t see them. This water won’tthe unavailable datefor click here for the current meeting room
                                                                                               after be drinkable but it will be used –
                                        flushing toilets and watering plants on the roof. gear in one of schedule.
                                                                   can store your              shut-down the 65 lockers if you are out for some
                                                                   exercise.

                                                                We have negotiated IAG staff discounts at six gyms close to the NZI
                                                                Centre. Make sure you check them all out to find the club that suits
                                                                you best. Click here to Centre meeting room availability
                                                                                  NZI find out more about the deals.
                                                                                  You’re now able to book meeting rooms in the NZI Centre through
                                                                                  Outlook. Check out the floor plans here to see which meeting spaces
                                                                                  work best for your meeting.

                                                                                            You can see from the plans there are different meeting spaces on
                                                                                            every floor. You have a choice of space, technology and level of
                                                                                            privacy to suit the style of meeting.
STAFF CONCERNS AROUND SECURITY



What do we know about people's
behaviour around security and what do
we need to find out?
RESULTS



+ Building safety and security
                     ...94% respondents agree/strongly agree

+ Were you well informed about the process for moving into the
  NZI Centre?
                     ...94% respondents agree/strongly agree

+ Well informed about the building of the NZI Centre and its
  facilities
                    ...93% respondents agree/strongly agree

+ Well informed about the new working behaviours for the NZI
  Centre
                    ...84% respondents agree/strongly agree
TOOLS



+ WORKPLACE SURVEY - RE:WORK


+ ROLES AND RULES


+ COMMUNITY MESSAGES
1
TOOL
        RE:WORK - OVERALL BUILDING PERFORMANCE


                                                    BPR
                                                   5
           Productivity, Creativity & Design                      Thermal Comfort & Air Quality
                                                   4

             Noise & Interruptions                 3                      Lighting, Sunlight & Glare


                                                   2
  Collaborative, Focus & Social                                              Shared Support Facilities &
          Workspaces
                                                   1                               Management




           Mobility & Functionality                                       Building & Amenities



                Privacy and Confidentiality                       Meeting Spaces

                                       Personal Workspace, Furniture &
                                                  Storage
2TOOL
        ROLES AND RULES



+ Rules for gatherings
3 TOOL
         COMMUNITY MESSAGES



+ 70 site visits
+ The building was sold to the staff by the staff
BUILDING THE BRIDGE BETWEEN FACILITIES
MANAGEMENT AND BUSINESS PERFORMANCE



                                                                           50%
                                                                                              GAIN
                                                                           45%

                                                                           40%




                                                 Percentage of responses
                                                                           35%
                                     Change
                       Change      Management
         Change
                     Management
                                                                           30%
       Management

                                    Facilities
                      Facilities   Management                              25%
        Facilities
                     Management
       Management

                                                                           20%

                                                                           15%

                                                                           10%

                                                                           5%

                                                                           0%
                                                                             -20%   -10%      0%        10%   20%
                                                                                     Perceived Productivity
CHALLENGING THE STATUS QUO


DISCUSSION POINTS
1.   What does larger floor plates mean to organisational responsiveness?
2. 'One team' suggests increased collaboration - how much do we need?
3. How useful to Facilities Management is the information that we gather now?


TOOLS
1.   Workplace survey - re:work
2. Roles and Rules
3. Community messages
Facilities Management Association of New Zealand
welcomes all to the Breakfast Seminar event kindly
                  sponsored by :

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Change at NZI - Results linking facilities to productivity

  • 1. Facilities Management Association of New Zealand welcomes all to the Breakfast Seminar event kindly sponsored by :
  • 2. BUILDING THE BRIDGE BETWEEN FACILITIES MANAGEMENT AND BUSINESS PERFORMANCE DISCUSSION POINTS AND TOOLS with Stella Green & Tim Hooson
  • 3. THEMES 1 FACILITIES MANAGEMENT/PROPERTY BRIEF Large floorplates - flexible workspaces 2 EXECUTIVE BRIEF 'One team' - break down silos 3 HR BRIEF No surprises - a communication program is not change management
  • 4. THE FRAMEWORK WE APPLY Change Change Management Change Management Management
  • 5. 1 CHALLENGING THE STATUS QUO F X Y Z 1.1 E D 2.1 C B A work space 3.1 UP 1 4.1 2 meet space 5.1 3 What does larger floor plates mean to organisational responsiveness?
  • 6. ITS NOT ABOUT THE GIMMICKS... PERCEPTION VS. REALITY comfort (41%) communication (32%) access (30%) efficiency (27%) Workplace Values – How Employees Want to Work, ASID
  • 8. RESULTS + Overall environmental comfort of worksetting ...satisfaction increased 29% + Overall temperature in winter ...satisfaction increased 25% + Overall ventilation and air quality in winter ...satisfaction increased 26%
  • 9. 2 CHALLENGING THE STATUS QUO 'One team' suggests increased collaboration... so how much collaboration do we need?
  • 10. BALANCING FOCUS VS. COLLABORATION WE HEARD... WE KNOW... COLLABORATE 36% of respondents believe 22% that focused activity is essential to their work performance VS. LEARN 75% of respondents believe 4% that personal interaction/ SOCIALISE communication is essential with 6% other staff members FOCUS 59% re:work Workplace Evaluation, Jasmax, 2009 2008 Workplace Survey, Gensler, UK
  • 11. MULTI-FACETTED MEETING SPACES How do you locate and proportion meeting space vs. individual space? + Front rooms + Lily pads + Multi-facetted meeting solution
  • 12. RESULTS + Collaborative workspaces in the building ...satisfaction increased 43% + Provision of focus workspaces ...satisfaction increased 34% + Quality & quantity of non-bookable meeting spaces ...satisfaction increased 55% + Quality & quantity of bookable meeting spaces ...satisfaction increased 50%
  • 13. 3 CHALLENGING THE STATUS QUO How useful to Facilities Management is the information that we gather now?
  • 14. WHAT TO SAY AND WHEN + Working with the HR and Comms teams + Getting staff involved early + Allowing teams to anticipate + Prevent issues NZI Centre Count Down: 22 weeks to go 14/01/2009 NO REALLY, CLEAN IT UP! NZI Centre Count Down: 10 weeks to go Issue 7 • 8/04/2009 Guess what? We currently have 4256 linear metres of storage (that’s over 4 kilometres) created by the four offices moving into the NZI Centre. There is limited storage space where we’re going. We all need to reduce records and general storage by a minimum of 30% in our working spaces and 50% in centralised storage spaces. This meansOFand your BUILDING big clear out in your area well HEART you THE team must have a before the move. The document retention The will give you guidelines on what can’t beis CountIan Foy This isweeks to go policy first space youNZI Centre the out. Down: 11 a huge 22 metre- walk into thrown atrium. Issue 6 • 3/04/2009 encouraged us all to make a small changearea with glass from so start today by making Visitors and the high open each day at the CEO Roadshow floor to ceiling. a dent in your clutter. We are working with experts to understand how areas of the business manage general new ways to file.be met at the to contact your business and they can wander filing, as well as to learn improved or public will Please don’t hesitate main reception, to the heritage area and the public café. Your friends and family are unit rep if you need assistance with this. Relocation Dates DID YOU KNOW… CHANGE CHAMPIONS welcome to come into this part of the building. As you enter the Your team have been assigned a relocation date – this will be one of Two anchors were discovered on the site when building you will be able to look upWe will so the ‘floating’ construction team dug the foundations. five weekends. and see be the lilypad Teams work differently. The Greenhouse project is focussing on identifying those differences allwe in the new building by 20 July. Check DID YOU KNOW… the roo can all work and interactmeeting together. If yourout when working team isto3 and 5 here. the atrium. comfortably spaces which extend from Level moving over The original shoreline of Auckland harbour team’s unique your style is key your used to be Fanshawe St, meaning that our are also air skylights team’s productivity, then it’s important to maintain. building site was underwater. exhausts, removing old air It’s not surprising The office environment we are moving to isand working areas are used to. Eachwith natural light large boat anchors and a wooden The atrium different from what we’re currently flooded that two from the business area will have at least one Change Champion to help with the transition. They will tell you from the building to keep th three and work to resolve any issues an individual teamabove. The stairwell snaking end up buried in the soil. about the great things to expect, 4.5 metre skylights in the roof faces. They will boat ramp would up office supplied with fresh through can easily approach for a chat about the working the atrium as The NZI Centre website is yourclean air. be people from the business who you the building to Level 5 is part ofenvironment Meeting rooms well, and you one stop shop for all Greenhouse info including previous DID YOU KNOW… we’re moving to. floors. Click will be able to lookThank to the front entrance from all news and updates.to the us if you have a down you to everyone who contributed ideas Contact naming You will hear more about who your Changeimages.are before the end of January. there are over 35 bookable here to see Champions question or comment. competition for the new NZI Centre’s meeting rooms. The NZI Centre website is rooms in the new meeting WHAT’S IT LIKE? nominations had to be New Zealanders who are greatyour one-stop shop for all with lots of non- examples of building, Colour schemes PLANTS GALORE five Attitudes we want to live in our company - Real, Together, info including options as well. the Greenhouse bookable There will be different colour schemes for each floor. Achieving, Inspiring and Give Back. previous news andThis includes the roof garden updates There will be over 200 plants throughout the building. On the working Contact us if you have a that holds 150 people. floors, plants will be sitting in a raised floor in the NZI effect they are With the meeting rooms giving the Centre now named, we canor comment. question make growing in the ground. Some of the plants have climbing vines which way. There is them available for booking via Outlook in the usual The NZI Centre website is will be running up some two floors high. Many of the plants know about rooms in the wires important information you need to will your one-stop shop for all provide screening buildings we are vacating, and in the NZI Centre too. to help create separate spaces in the open plan Greenhouse info including environment. The roof will be planted with succulents creating a Roof previous news and updates. Admin and Mailroom Garden which will hold 150 people at one time. Contact us if you have a question or comment SPORTING FACILITIES the mail staff will be able to send goods down in the lift for pick up, meeting room shut down Current and the lift remains locked until the courier collecting the goods needs access. Meeting rooms in our current offices will become unavailable from the The Viaduct is a great placefloorcycling, walking and running. There to check future date that for is completely cleared out. You need Rainwater collection will be 65 cycle racks in the basement in a you have made. Cancel any room bookings meeting 38,000 bookings secure area right next door Rainwater will be collected on the roof and stored in tanks that holdroom litres. These will be to the shower complex, which has eight showers for staff use. You underground outside so you won’t see them. This water won’tthe unavailable datefor click here for the current meeting room after be drinkable but it will be used – flushing toilets and watering plants on the roof. gear in one of schedule. can store your shut-down the 65 lockers if you are out for some exercise. We have negotiated IAG staff discounts at six gyms close to the NZI Centre. Make sure you check them all out to find the club that suits you best. Click here to Centre meeting room availability NZI find out more about the deals. You’re now able to book meeting rooms in the NZI Centre through Outlook. Check out the floor plans here to see which meeting spaces work best for your meeting. You can see from the plans there are different meeting spaces on every floor. You have a choice of space, technology and level of privacy to suit the style of meeting.
  • 15. STAFF CONCERNS AROUND SECURITY What do we know about people's behaviour around security and what do we need to find out?
  • 16. RESULTS + Building safety and security ...94% respondents agree/strongly agree + Were you well informed about the process for moving into the NZI Centre? ...94% respondents agree/strongly agree + Well informed about the building of the NZI Centre and its facilities ...93% respondents agree/strongly agree + Well informed about the new working behaviours for the NZI Centre ...84% respondents agree/strongly agree
  • 17. TOOLS + WORKPLACE SURVEY - RE:WORK + ROLES AND RULES + COMMUNITY MESSAGES
  • 18. 1 TOOL RE:WORK - OVERALL BUILDING PERFORMANCE BPR 5 Productivity, Creativity & Design Thermal Comfort & Air Quality 4 Noise & Interruptions 3 Lighting, Sunlight & Glare 2 Collaborative, Focus & Social Shared Support Facilities & Workspaces 1 Management Mobility & Functionality Building & Amenities Privacy and Confidentiality Meeting Spaces Personal Workspace, Furniture & Storage
  • 19. 2TOOL ROLES AND RULES + Rules for gatherings
  • 20. 3 TOOL COMMUNITY MESSAGES + 70 site visits + The building was sold to the staff by the staff
  • 21. BUILDING THE BRIDGE BETWEEN FACILITIES MANAGEMENT AND BUSINESS PERFORMANCE 50% GAIN 45% 40% Percentage of responses 35% Change Change Management Change Management 30% Management Facilities Facilities Management 25% Facilities Management Management 20% 15% 10% 5% 0% -20% -10% 0% 10% 20% Perceived Productivity
  • 22. CHALLENGING THE STATUS QUO DISCUSSION POINTS 1. What does larger floor plates mean to organisational responsiveness? 2. 'One team' suggests increased collaboration - how much do we need? 3. How useful to Facilities Management is the information that we gather now? TOOLS 1. Workplace survey - re:work 2. Roles and Rules 3. Community messages
  • 23. Facilities Management Association of New Zealand welcomes all to the Breakfast Seminar event kindly sponsored by :