Strategic Workplace Review (SWR)

STRATEGIC WORKPLACE REVIEW

Investing in your greatest assets, your people and Realise the full potential yourfull assetsise their full potential their workplace, to realiseoftheir potential

SPACE – SPECIALISTS IN STRATEGIC WORKPLACE CONSULTANCY

INTRODUCTION The post pandemic workplace is difficult to define. We try to keep it simple – it’s about your people, how they work and how they could be working.

As organisations prepare for the post pandemic world most are considering how the experiences of 12+ months in lockdown will shape the future of work and the workplace.

A blend of home and office working is largely accepted as the future. Understanding how this will look for your organisation, achieving an optimum workplace design and preparing your people for this approach will be critical as we emerge from the pandemic into the future of work. We believe workplaces will change to better support a hybrid model of working and how they are serviced will need to adapt accordingly.

Your workplace should be an asset. Companies who think strategically about their people and their workplace have typically attracted the best talent, had higher retention rates and a more productive workforce.

To support organisations as they seek to embrace current opportunities and prepare them for future change, SPACE have created the Strategic Workplace Review (SWR), a bespoke offering that comprises a suite of complementary services to help you optimise your workplace, your people, your processes and your facilities.

WORKPLACES ARE NOT CONVEYOR BELTS

WHAT IS A STRATEGIC WORKPLACE REVIEW? Within an SWR there are four distinct but interrelated services as follows:

WORKPLACE CONSULTANCY An end-user driven approach to understanding your organisation and designing a workplace to best support this.

WORKPLACE CHANGE MANAGEMENT Where Workplace Consultancy determines the optimum space for your people, Change Management prepares your people for the space and associated culture change.

BUSINESS PROCESS IMPROVEMENT Working with the business to map end-to-end business processes, identifying gaps and areas for improvement, which in turn provides a backdrop for new opportunities to be overlayed against roles and activities.

FACILITIES MANAGEMENT CONSULTANCY Optimising service delivery and achieving efficiencies and operational effectiveness by championing employee wellbeing, legal compliance and minimal environmental impact.

WORKPLACE CONSULTANCY Determines your optimum workspace requirement

WORKPLACE CHANGE MANAGEMENT

FACILITIES MANAGEMENT CONSULTANCY Tailors services for people and space

Prepares people for the space

BUSINESS PROCESS IMPROVEMENT Optimises processes for the ‘new’ organisation

WORKPLACE CONSULTANCY

U NDERSTANDING BUSINESS OBJECTIVES NATURE OF WORK COMPANY ETHOS, VALUES & CULTURE TEAM ASPIRATIONS

WORKPLACES ARE COMMUNITIES Workplaces can be wonderful and rich, appreciating the complexity of how we interact and how social and cultural exchanges underpin the way we work.

Our process is tried and tested, using both quantitative and qualitative analysis over four key stages.

Workplace Consultancy and the way the engagement process is undertaken can generate not just essential ‘buy-in’ to change, but motivation and purpose, the value of which can surpass more practical considerations.

TRADITIONAL WAYS Fixed workstations Owned space Command & control Individual contributions, autonomous working

NEW WAYS PEOPLE

Multiple work settings Shared space Support & trust

PROCESS

COMMUNITY

Collaboration, connected working

Technology as an inhibitor

Technology as an enabler

A place you go to

What you do

PLACE

TECHNOLOGY INFRASTRUCTURE

A N A LYS I S UTILISATION DATA WORK STYLES SPACE STANDARDS RELATIONSHIPS SPACE BUDGET

P RO P O S I T I O N SPACE PLANNING

REVIEW

TEAM ADJACENCIES KEY BUILDING CHARACTERISTICS SERVICES INFRASTRUCTURE

TEST LAYOUTS BUDGET & PROGRAMME IMPLICATIONS OPTION APPRAISALS RECOMMENDATIONS

WORKPLACE CHANGE MANAGEMENT Following the conclusion of any Workplace Consultancy exercise to develop the strategy and design, the next important step to guarantee the successful implementation of workplace changes is to engage the expertise of Change Management consultants. Change Management is instrumental in the delivery of the workplace strategy, but it is often implemented clumsily and without clear vision or achievement targets. Our delivery is different; our team become your team to achieve practical and tangible results.

Effective workplace strategy can support cultural change, increase productivity and offer potential cost-savings.

SPACE CAN HELP YOU CREATE A WORKPLACE COMMUNITY

UNDERSTANDING Working closely with your team to ensure your people understand the adaptations and enhancements they need and realise the full benefits.

PRO CE SS We are the conduit between the project teams, delivering tailored and robust forms of engagement, process development and knowledge transfer.

STRATEGY APPLICATION

We develop and implement the communication and engagement strategy so your people are ready to maximise their new workplace.

Supporting your teams to understand why changes have been made and how these changes to the space, business processes and technology could support and enhance their own working practices.

ENGAGEMENT We develop the strategy behind ‘People and the Why of Change’ through communications plans, workshops with key stakeholders, change champions, roadshows and training.

C O MMU NIT Y We incorporate the cultural considerations unique to you, ensuring brand identity, ownership and a sense of community is maintained.

THE WAY WE WORK IS CHANGING AND BUSINESS PROCESSES NEED TO SUPPORT THIS

AUDIT

DIS C OVERY

WORKSHOPS

A comprehensive review of existing processes and activities within the business.

To work with process owners, stakeholders and end users to identify areas for improvement

To collaborate with and work through best practice and user cases for operational activities.

BUSINESS PROCESS IMPROVEMENT Often with workplace changes comes the opportunity to address existing Business Processes and identify areas for improvement. This is where SPACE can help you. Our team have proactively worked alongside business leaders, consistently producing outstanding results and transforming service delivery models. SPACE will work with you to map end to end business processes, using industry standard approaches such as RADAR, EFQM and 5x5.

We will identify gaps and areas for improvement, which in turn provides a backdrop for new opportunities to be overlayed against roles and activities.

We will provide a high-level plan of every key aspect of the process improvement activity, sharing our knowledge and best practices. This leads to the upskilling of all staff involved, encouraging an open and collaborative approach at all times and ensuring everyone understands where their role impacts on service delivery.

SPACE will work with you to establish clear targets and business objectives, meaning that your Vision and Mission Statements are readily communicated to your staff. By using our proven approach, we will develop clear and cohesive plans that will allow you to communicate your core values, and lead you on your very own ‘journey to excellence’.

IMPLEMENT

REPORT

DO C U MENT

We implement the improvements through change management, training and coaching.

We report on our findings and advise on areas for improvement to senior leadership and process owners.

We document all new processes and finalise the new Standard Operating Procedures (SOPs).

FACILITIES MANAGEMENT CONSULTANCY FOCUSES ON THREE KEY AREAS

C O MP LIANC E REVIEW Our internal experts can quickly assess your legal status, offering advice and peace of mind on all matters of compliance.

S E RV I C E Q UA LI T Y R E V I EW We engage with those responsibile for the delivery of FM services to understand how this aligns to your business needs.

F INANC IAL REVIEW We analyse the costs of running your workplace and benchmark against recognised standards to ensure value for money.

FACILITIES MANAGEMENT CONSULTANCY Taking a strategic approach to Facilities Management (FM) is about more than cost savings. By performing an end-to-end review of your Facilities Management, our team of FM professionals can help you maximise efficiency and ensure that your workplace provides what you need to successfully operate your business now and into the future.

Our process begins with us undertaking a comprehensive review of the existing Facilities Management arrangements at your workplace. This allows us to quickly establish the efficiency and effectiveness of the FM operation whilst also identifying any potential areas of non-compliance or underperformance.

During the review we record the levels of service, compliance and associated cost using our bespoke ‘modelling tool’ that allows us to analyse the current levels of operational achievement against expected outcomes for each of the key areas.

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Systems processes & procedures

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Operational model

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Compliance standards

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Maintenance schedule

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Financial controls

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Quality systems

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Supply chain

Our Facilities Management Consultancy service is designed to help clients assess and transform their current FM services to meet the ever-changing needs of business. We expertly and efficiently work with our customers to gain a deep understanding of their workplace requirements.

THE OPPORTUNITY TO CHANGE FOR THE BETTER SHOULD NOT BE MISSED. WELL DESIGNED SPACE, MORE FLEXIBILITY, BETTER WORK LIFE BALANCE – ALL GOALS FOR YEARS – ARE NOW CLOSER TO BECOMING REALITY.

THE BENEFITS SPACE provide this integrated consultancy service under one roof, delivered by our multi-disciplinary consultancy team.

Bringing together the strands of people, place and technology, a Strategic Workplace Review will allow you to understand your needs and how to respond to these to meet your organisational goals.

BESPOKE DESIGN A workplace design that responds meaningfully to a deep understanding of your needs, supporting your staff and organisational goals.

PROCESS IMPROVEMENTS Taking a holistic approach can help optimise your processes and ensure that your business is running efficiently.

ENGAGED STAFF

EMPLOYEE WELLBEING

STAFF RETENTION

Preparing your team for change reduces the requirement for long term support. Your team have a greater sense of ownership, belonging and brand awareness.

By creating a safe and positive working environment you ensure that your team remain both happy and healthy.

Improved working practices can lead to greater staff retention.

INCREASED PRODUCTIVITY Improvements to processes and the working environment allows your team to focus on the tasks that matter and reduce distraction.

EFFICIENCY SAVINGS Our detailed review and benchmarking exercises ensure that your business is operating as efficiently as possible, saving you money, time and resources.

QUALITY ASSURANCE Our expert team can give you peace of mind that your company’s operations are in line with industry requirements and best practice.

0141 331 6910 enquiries@spacesolutions.co.uk www.spacesolutions.co.uk ABERDEEN | DUNDEE | EDINBURGH | GLASGOW | LIVINGSTON | MANCHESTER | LONDON