Summer Workplace Management (Summer 2019) - POLIMI

SUMMER SCHOOL ON WORKPLACE MANAGEMENT

CASE STUDY WORKPLACE RENEWAL

Edima Essien, Josephine Matanovic, Narges Kasaee, Tiffany Ofori-Atta,

Xhulia Bejo Summer 2019

1

OVERVIEW

SUMMARY

WHAT DO WE WANT TO ACHIEVE ?

WHERE ARE WE NOW ?

WHAT HAS TO BE CHANGED?

GOALS

ANALYSIS

PROPOSALS

CONCLUSIONS

HISTORY

PERSONAS

BASIC PROPOSAL

VALUES & OBJECTIVES

VALUES & MISSIONS

USER JOURNEY’S

ADVANCED PROPOSAL

SPATIAL CONCLUSION

MAIN OBJECTIVES

SWOT ANALYSIS

SPATIAL SOLUTIONS

FRAMEWORK

SPATIAL ANALYSIS

2

WHAT DO WE WANT TO ACHIEVE ?

For Unareti, sustainability means managing risks and mitigating the impacts deriving from its activities and engaging in creating value for all its stakeholders.

GOALS

SOURCE: ttps://www.unareti.it/unr/unareti/azienda/sostenibilita/

3

VALUES & MISSION

VALUES

MISSION

Coordination

Provide Good Network

Transformation Identity Company has a strong identity

Employees

Maintain experienced & proud workers

Business strengthening & change

Excellence

Agile organization - Leader in operational excellence

Community

Promote community within the work place

Community Sustainability The transformation process of energy should be sustainable.

Use of renewable resources to generate energy.

Attract and empower people Engage external ecosystem

SOURCE: https://www.a2aenergia.eu/chisiamo/gruppoa2a/; https://www.unareti.it/unr/unareti/azienda/sostenibilita/

GOALS

4

MAIN OBJECTIVES

Stronger relationship between Unareti’s values & building

Innovative & Smart Work Environment

GOALS

Effective layout & design 5

MAIN OBJECTIVES

FRAMEWORK

RELATIONSHIP BETWEEN VALUES & WORKSPACE

d

INNOVATION AND SMART WORK ENVIRONMENT EFFECTIVE LAYOUT & DESIGN

CULTURE

SERVICES Printers Restrooms Technology HVAC Light fixtures

SPACE

Single Offices Double height offices Hallways Locker Room Entryway

More male employees 8-hr days Stacks of paper

GOALS

6

WHERE ARE WE NOW?

ANALYSIS

Once we rid ourselves of traditional thinking, we can get on with creating the future.

SOURCE: James Bertrand; French Artist from the 19th century (1823)

7

JOURNEY'S

PERSONAS

USER JOURNEY'S

Top Managers

ARRIVAL

Building Entrance

Coffee Area

Office

Meetings

Employees

ARRIVAL

Building Entrance

Coffee Area

Office

Print Area

Assistants

ARRIVAL

Building Entrance

Coffee Area

Meetings

Calls

Lunch

Calls

Lunch

Filling Rooms

(Out of Office)

(In Office)

External Lunch Field Work (In/Out of Office)

Conference Calls

EXIT

Meetings

EXIT

Office

EXIT

Parking

ANALYSIS

Workers

ARRIVAL

Building Entrance

Coffee Area

Changing Rooms

Calls

Lunch External Charging Field Work (Out of Office) Station

EXIT

Parking

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PERSONAS

PERSONAS Top Managers CORRIDOR WARRIOR

Employees DESK CENTRIC

DESCRIPTION

NEEDS Space

Access: 8am – 6pm Individual work: 60% Team work: 40% Project work: 20% In office: 70% Age: about >40

Service

• Access to more meeting rooms

•

Good lighting

•

More comfortable chairs and desks

Access: 8am – 6pm Individual work: 70% Team work: 30% Project work: 30% In office: 90% Age: about <49

• Huddle spots for small talk

Assistants ON THE GO

Workers PHYSICAL PSYCHOLOGICAL FUNCTIONAL

ON THE GO

• Focus areas • Phone booth

Access: 8am – 6pm/later Individual work: 40% Team work: 60% Project work: 0% In office: 0% Age: about <44

• More Locker Space

• Privacy • A quieter atmosphere • More vibrant colours • More break rooms • Canteen

•

More comfortable chairs and desks

• Privacy

•

Filing system/better organisation of paper Vending machines close to desks

• Canteen • Break areas

•

More comfortable chairs and desks

• Privacy

•

Access to personal storage space

•

More storage space Vending machines or cafeteria close by

• Access: 8am – 6pm Individual work: 90% Team work: 10% Project work: 10% In office: 40% Age: about <46

Culture

•

• Canteen • Break areas

• Canteen • Break areas ANALYSIS

9

SERVICES

SPACE

WORKPLACE

S

W

O

T

Presence of Daylight

Inconvenient artificial

Few competitors in the area

Organizations have already implemented biophilic design

Ample amount of space for meeting rooms, greenery etc.

Space-furniture ratio is inconvenient

Emerging need for new workplace strategies

Availability of external co-working spaces

Potential to create more connected office spaces

Few communication areas

Availability of storage spaces

No temperature controls

New technology advancement

Lack of raw materials

No light controls

Availability of printers

Insufficient plant maintenance

Insufficient task lighting

Availability of cloud networking services

Existing ventilation system

Paper piles

Public transportation services

Dull colours and materials

Deteriorating technology

Accessibility of restrooms

CULTURE

Initiative to change Proud Employees Skilled workers

Sustainable values are not evident Company brand is not evident in the office

Baby boomer may resist new technology and spatial change Lack of community amongst employees

Hiring more millennials

Personnel reduction

Attract new talent

Millennials do not desire to work here

Current trend of coworking spaces Press/media coverage of the company

Global trends want more women in the workplace

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SPATIAL ISSUES

Services • • • •

RELATIONSHIP BETWEEN VALUES & WORKSPACE

Artificial lighting is bad Ceiling design was non functional Not supportive for disabled people Lack of Meet & talk zone

Entrance

INNOVATION AND SMART WORK ENVIRONMENT

• • •

EFFECTIVE LAYOUT & DESIGN

• •

space is too small No signage / no branding No meeting point at the entrance Entrance is not inviting /dark light No sitting area

Offices • • • • SPACE SERVICE CULTURE

• • •

Lack of visual privacy Acoustics are not right Minimal space for change Minimal floor area due to double high space Furniture space-ratio is not right Disordered No control of the temperature

ANALYSIS

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AM I AGGRR A M SS T I AI LA LDDI A S P SAPAT

• dark corri dors

• Booking meeting rooms on the paper tables

• Unused large areas

• absence of brand sign

• insufficient Locker room • No specific place for lockers

• No sitting area

GROUND FLOOR

SPACE SERVICE

CULTURE

• Narrow corridors • No artworks

• Storages and printers spread everywhere

ANALYSIS • Presence of paper everywhere

12

AM I AGGRR A M SS T I AI LA LDDI A S P SAPAT

• Messy offices

• Dark offices in the centre

• Shelving and printers spread everywhere

• Printers spread everywhere

• Dark storages – used like warehouse for everything

2ND FLOOR

ANALYSIS

SPACE SERVICE CULTURE

• narrow corridors

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NOISE ISSUES

NOISE EFFECTS

• PHONE CALL • PEOPLE INTERACTION

PERSONAS PEOPLE'S ACTIONS

STRESSED POOR ATTENTION ANOYANCE/ANXIETY DISTURB SLEEP CARDIOVASCULAR DISEASE • MEMORY ERROR • • • • •

• PUT ON MUSIC • DISCUSS NOISE PROBLEMS • CHANGE DESK LOCATION

HOW CAN SOUND BE USED POSITIVELY AT A2A? (ISO 3383-3:2012)

PERSONAS : STRATEGIC APPROACH

SOLUTION

SOUNDSCAPE

WHAT MAKES THE SOUNDSCAPE AT A2A UNPLEASANT?

• USE EARPHONES • USE PROTECTORS

• IMPROVE ACOUSTIC CONDITIONS

SPACE : STRATEGIC APPROACH

NOISE ISSUES

NOISE EFFECTS

• CREAKING FLOOR • CLOSING THE DOOR

• AMORTIZATION • DAMAGE

SPACE

• • • • •

ACOUSTIC PANELS ACOUSTIC POROUS PLASTER ACOUSTIC ABSORBER CHAIR ACOUSTIC CARPET ACOUSTIC ABSORBER SOFA

• BREAKAGE • USURY ANALYSIS

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WHAT HAS TO BE CHANGED?

You never change things by fighting the existing reality. To change something, build a new model that makes the existing model obsolete.

PROPOSALS

SOURCE: Buckminster Fuller: American Architect 19th Centurey (1825)

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PREFERENCES

High Importance Mid - Low Importance

Mid- Low Importance

ART WORK

COMMUNITY

GREENERY

BRAND AMBASSADORS

FLEXIBLE & ACTIVE WORK SPACE

CHANGING ROOM

EMPLOYEE BENEFIT

PERSONAL LOCKER

FLEXIBLE FURNITURE

ADDITIONAL PARKING LOTS

HUDDLE SPOTS

BRAND RELATED COLOURS

COMPANY

EMPLOYEE

SOLUTION

High Importance

GYM

SMART ENERGY SYSTEM

ELECTRICAL CARS

PHONE BOOTH

BREAK AREA

GOOD LIGHTING

MEETING ROOM

DESK STORAGE

NEEDS

DOCUMENT STORAGE

MATERIALS

PROPOSALS ROOM BOOKING SYSTEM

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PROPOSALS

BASIC EFFECTIVE LAYOUT & DESIGN

SPACE • •

INNOVATIVE & SMART WORK ENVIRONMENT

Paint the offices white Remove some partitions

• Add break areas on each floor • Textiles for sound reduction

• More Locker Space • Huddle spots

STRONGER RELATIONSHIP BETWEEN UNARETI’S VALUES & BUILDING PHYSICAL

SERVICES

CULTURE

•

Sitting area & carpets for the entrance

• •

• • •

Vending machines Cafeteria close by Add more artificial light

• Kitchenette

•

• • •

Add some plants Branding - signage

Activity sensors + booking system + app

• Glass protection foils for more privacy

Changing rooms Flexible furniture More storage space

• Canteen • Break areas • Instructions/signs to teach employees how to use different spaces • Recycling

• Sustainable materials / recycle plan

• Monthly discount on public transport abonnement

• Artwork display • Entrance Branding • Add some company messages on screens

PROPOSALS

PSYCHOLOGICAL FUNCTIONAL

17

PROPOSALS

ADVANCED EFFECTIVE LAYOUT & DESIGN

• • • • •

Paint the offices white Adding textured surfaces on the walls e.g. wood panelling Open plan offices with movable partitions Changing Flooring Replace all partitions • Add break areas on each floor

INNOVATIVE & SMART WORK ENVIRONMENT

• Textiles for sound reduction • Add cabinets which provide privacy

STRONGER RELATIONSHIP BETWEEN UNARETI’S VALUES & BUILDING PHYSICAL PSYCHOLOGICAL FUNCTIONAL

SERVICES

SPACE

• More Locker Space • Huddle spots

•

Sustainable materials/recycle plan

• •

Sitting area & carpets Signage with screens / weather information

• • •

Vending machines Canteen close by Light sensors

•

• • • •

External room booking system (application i.e. Skeeda) Changing rooms Flexible furniture Phone Booth More storage space

• Sensors for HVAC system • Gym • Focus areas

• •

Electric Cars Monthly discount on public transport abonnement

CULTURE • • •

Add some plants Internal green relaxation room Branding - signage using screens

• Kitchenette

• Glass protection foils for more privacy • • • •

Canteen Break areas Canteen/ ordering system Instructions/signs to teach employees how to use different spaces on screens

• Recycling

• Artwork display • Entrance Branding • Add some company messages on screens

PROPOSALS

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SPATIAL DIAGRAMS

• BRIGHTER corridors + BRANDING

• Huddle areas for employees to communicate

• More equipped changing area

• Canteen • Phone booth

PROPOSALS

GROUND FLOOR

SPACE SERVICE CULTURE

• Adding greenery inside

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SPATIAL DIAGRAMS

• Smart storages

• Break areas

• Smart meeting rooms • Varied glass types for privacy

• Specific print areas in each level • Open plan workplaces

2ND FLOOR

PROPOSALS

SPACE SERVICE CULTURE

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SUMMARY

Reasoning draws a conclusion but does not make the conclusion clear unless the mind discovers it by the path of experience.

CONCLUSIONS

SOURCE: Roger Bacon; English philosopher 13th century (1214)

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CONCLUSION

Excellence Identity

Community

Transformation

VALUES

MISSION Sustainability

Stronger relationship between Unareti’s values & building

Effective layout & design

Innovative & Smart Work Environment

Community

OBJECTIVES

CULTURE

SERVICES

CONCLUSION SPACE

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CONCLUSION

BASIC

Enhance the branding through pictures & messages of the company Add more artificial light and paint walls white to improve the internal lighting and overall atmosphere

ADVANCED Natural materials to encourage a sustainable work culture

Light sensors for innovation and smart work environment Adding textured surfaces on the walls that represents Unareti's values, missions and brand Think about a paperless policy to gain more structure and implement more tablets, screens etc.

CONCLUSION

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THANK YOU FOR YOUR ATTENTION 24

APPENDIX

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SPATIAL DIAGRAMS

• dark corridors

• absence of brand signage

• Daylight from the voids

• Dark offices in the centre

• Gloomy corridors

• Empty storage

1ST FLOOR

ANALYSIS

SPACE SERVICE CULTURE

• Messy offices

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SPATIAL DIAGRAMS

• narrow corridors

• Unequipped large offices

• Unreadable areas

• Storages and printers spread everywhere

• Unused large areas

SPACE

3RD FLOOR

SERVICE CULTURE

• Old fashion equipment in storages

• Lack of navigation signs

• Messy offices

ANALYSIS

27

SPATIAL DIAGRAMS

• Dull Colours, non acoustic absorptive materials

• Unattractive Corridors, lifeless greenery

SPACE

4TH FLOOR

SERVICE CULTURE

• Paper everywhere, • Lack of organisation

ANALYSIS

• Clinical looking corridors • Out of date storage equipment

• Messy offices

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