12 Steps for planning success into your new workspace.
Annie’s Homegrown Headquarters: 30,000 sf Berkeley, CA Adaptive re-use of a tilt-up warehouse to create a day-lit, flexible work arena for multiple product teams at the progressive organic foods company. Shortly after completing their new offices Annie’s launched an IPO that raised $95m.
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Architecture
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12 steps to successful workplace design: 1) Identity & Branding Your new workplace is where you will create value for your enterprise. Your environment can reinforce your company’s identity and become a potent branding message for your team, your clients, and your marketplace. Don’t underestimate the opportunity for enhancing your organization’s performance by giving shape to its values & aspirations.
2) Your Design Team Your success in achieving the best results for your office renovation or relocation will depend in large part on the skill of your design team. That starts with having an experienced real estate broker to find the right space and help negotiate fair lease terms. It extends to selecting knowledgeable architects and the consultants they will coordinate which may include: Structural, Mechanical, Electrical, Plumbing, Title-24 energy, Fire & ADA code, Acoustic, Landscape, Signage, Security, & Interior Design specialists. Also, early collaboration with a reputable general contractor can help keep a project in budget.
3) Building Permit If local zoning regulations define your enterprise as a “change of use” for your space, you may need planning approvals. Ask your architect to determine a submittal schedule, turnaround time, and date for the planning commission hearing. See if planning staff can issue approvals. Otherwise submit directly for a building permit. Remember that many building depts. can take at least 1 month to generate plancheck comments, then more time to final check response and issue the permit. Have your architect see if plancheck expediting is available. The City may issue separate bldg. permits for demolition which can jumpstart construction. In your budget, include ample estimates for all plancheck fees.
4) Programming, Budget & Schedule Your new offices will only be as good as your programming. Provide your architects with a detailed document of your business operations, your space needs, your project schedule and your budget. Give them the time and access to your entire staff to allow them to learn as much as possible about your company: its operations, its history, its strengths, its deficits, its needs, and its goals. Request from your architects a data-driven, consensus authored, in-depth program. They should be able to help you sharpen your vision of the future and introduce you to new ideas for optimizing your offices. Assign a single point of contact for your Design Team and organize your chain of command for clear-cut, rapid decision making. Your ability to make timely choices will positively impact your schedule.
5) Planning Flexibility & Sustainability Your situation will not remain static over time. You need a workplace that is adaptable to the evolution of your company’s transactions and culture. Ask your architect to demonstrate how the preferred floorplan will accommodate growth and change. Participate with your team in generating alternative space planning solutions. Request 3D perspectives. Challenge assumptions, strive for innovation and for inspiration. Stay with it until you’ve got the plan that feels right and works best. As early as possible begin the discussion about what role sustainability will play in your new offices (renovation is more energyefficient than new construction). Consider making a commitment to meeting LEED or Greenpoint criteria and confirm minimum standards your municipality may require.
6) Design for Teamwork and the Individual Improving teamwork and individual performances for staff are sometimes presented as competitive propositions, but they can be balanced as complementary solutions. Central to teamwork is clarity of circulation and providing communal line-of-sight work territories that keep teammates and project managers within earshot and eyesight of each other. Add into this opportunities for unscheduled encounters through signature reception areas, small and large conference rooms, ad hoc lounges and micro-meeting alcoves, company-wide gathering spaces, communal workbenches, well equipped commissaries, high performance reference libraries, welcoming stairs, and integrated executive offices and you begin to understand the need for thoughtful planning. Individual productivity often relies on the ability to shut out acoustic and visual distractions. The challenge is to deliver this option without providing private offices for everyone. Many workstation systems address these issues while “music rooms� & phone booths can offer privacy on an as-needed basis.
7) Nuts & Bolts, ADA Code, Title-24 Energy Code Avoid large scale structural renovations to your space and make sure you have adequate power to serve your electrical demand. Locate plumbing close to water & waste lines and in multi-level offices stack your fixtures. Remember that the Americans with Disabilities Act (ADA) requires the ground floor to offer all the same functions found on upper levels, or else an elevator will be necessary. Assess the cost impact of implementing measures to meet current Title-24 Energy Code requirements. Much of your budget can get eaten up by things you never see. Outline your ideal heating & cooling control program and confirm the selected HVAC systems will meet your needs. With your architect take a deep dive into the nuts and bolts of your design to avoid unpleasant surprises during or post-construction.
8) Lighting, Daylight, Energy Conservation Good lighting is essential for working at peak performance. Dimmable LED systems are available that allow fine tuning by users and provide a foundation for energy conservation. On-demand task lighting and photo-cell dimmers can also significantly reduce overall electrical demands. Controlled natural light is a gift to any workplace and with creative planning it can become an integral part of your lighting solution. Energy conservation strategies include passive systems such as exterior and interior sunshading, as well as fine-tuned point-of-use control for solar-assisted HVAC systems.
9) Furniture & Workstation Selection The wide range of workstation products that can precisely meet the demands of your business includes pre-owned systems (inherently eco-friendly). The proportions, materials, finishes and color will set the look for your entire office and should be consistent with your brand. Functionality must equally serve private offices, individual workstations, and common worktables. Work surface area, number of computer screens, and storage needs should all be considered. Reconfigurable modular systems can respond to office layout changes due to growth or changes in team and work scope agendas. Selecting special furniture such as reception area desks and seating, conference room table and chairs, and break room dining and lounge systems that stay within your budget is a major skillset. Work with the best Interior Design talent you can find. You want to have something to show for the massive investment of your time, money and energy that planning new offices demands.
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10) Signage, Security, Landscaping & Art Well-conceived signage that serves a uniform way-finding and information role reaffirms the message that you have an organized, smooth running operation. This includes signage on the building exterior, at the building directory, in the elevators, along the public hallways, front door logo, and all signage within your office. It is advisable to work with a graphic design outfit that specializes in this category as ADA regulations also come into consideration. A security floorplan is also a must for your new or renovated space. Access to the office for employees, maintenance crews, and the public must all be thought through carefully. The convenience and security capacity of monitoring systems, keys, fobs, intercoms, smart phone access and more discriminating retina and fingerprint systems should all be evaluated in the context of how your office is used and how often there is staff turnover. Security consultants are available to help formulate the best solution. Interior landscaping, with easily maintained specimens, can bring a welcome touch of nature into the office experience. Finally the addition of well-chosen art (paintings, graphics & sculpture) can elevate the identity of your entire space.
11) Construction The construction phase is the moment of truth for your schedule, your budget, and the quality of your built project. Working with a contractor early in the design phases on a negotiated bid basis can result in a smoother, faster, and in-budget construction process. Competitive bidding is designed to deliver the lowest construction cost, but make sure the low bidder is also qualified in terms of license, bonding capability, lien and CSLB history, access to subcontractors, and client satisfaction. Be sure your architect first has the experience to produce a thoroughly detailed set of construction documents and then has the commitment to participate intensely during the construction phase to respond to contractor questions, issue clarifications and change orders, routinely trouble shoot and problem solve, and vigorously represent your interests. Plan on weekly site meetings to assess progress, address outstanding questions, and to keep the project on schedule. Once again, your ability to make decisions quickly will be rewarded.
12) Systems Installation & Move-in An important criteria in your selection of furniture and workstations is the delivery leadtime. Are the products readily available in the quantity you need within your schedule? The ordering, delivery & installation of your furnishings requires a certain logistical focus and follow-through you want to be sure your architect brings to your project, including during physical set up and final adjustments in the field. This usually takes place shortly after the carpet is laid down and all MEP & HVAC systems have been tested. Getting it right the first time is highly desirable. The resulting fully outfitted office should exceed your expectations and set the stage for success in the next chapter of your enterprise. Philip Banta
Norman Hooks
Izumi Masuda
Robert McGillis
BantaDESIGN www.bantadesign.com
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Specialists in Tenant Improvements & Interior Design 6050 Hollis Street, Emeryville, CA 94608 Tel: 510-654-3255 x 212 pbanta@bantadesign.com