Space Utilization & Metrics Team Number: 17 In this hackathon, thought has been applied to think on diverse parameters that affect space utilization directly and indirectly. Some of them are tangible with direct link to cost and others are intangible that connects to well being and employee satisfaction. Accordingly, this annexure gives insight to various metrices considered in Office space utilization and provides recommendation for implementation post COVID-19. Work from home (WFH) concept is widely talked about in current situation and followed by most of the companies. But implementation of WFH for a longer term comes with its own challenges and advantages for both companies and employees. Post COVID-19, WFH will be considered seriously as one of the options of Workplace Strategies unlike earlier days. This document throws light on those lines.
Big Picture • Companies will evolve real estate strategy to run & thrive in new-normal • Square footage per employee will increase to address safety concerns • New age Digitally powered infrastructure design will be leveraged to reduce costs and build intelligent systems • Lease expenses will be one such area where companies will look at cost reductions with innovative engagement models • Infrastructure will extend to Work from Home • Offices will provide venues for emotional connect, collaboration and ideation • Industry will seek frameworks to navigate in right course • Our team proposes CoreNet to create ‘CoreNet Rank’ based on metrics for various aspects to space utilization and wellness. • This presentation outlines key metrics that can be utilized to create ‘CoreNet Rank’
SPACE UTILISATION METRICS & RECOMMENDATIONS - TEAM 17 Sl. No. Description Definition Impact Metrics Recommendations post COVID 19 Due to social distancing Implement social distancing norms for workspace requirement, the density is WORKSPACE seating, meeting rooms and Cafeteria. OFFICE SPACE expected to be reduced; which 90-120 sft standard may UTILISATON Convert breakout spaces to workspace seating in order DENSITY means sqft per person will be undergo change to 175-250 sft A to reclaim required seat count. Square footage per increased. depending on different Utilise training rooms to accommodate more seating. person More real estate space would be variables. Reduce meeting room capacity and create more phone required to house same number of booths. employees. Historically, workspace utilisation Instead of increasing real 70% seats can be assigned seats for core staff and 30% has changed from dedicated seats estate cost due to social WORKSPACE can be hotdesks for occasionally visiting office staff with WORKSPACE to Activity based workspaces to distancing requirement, efforts UTILISATION more focus on hygiene & cleanliness for hotdesks. CULTURE Flexible workspaces. can be made to retain the cost PATTERN Space allocation to be re-worked and Infrastructure to be B Traditional assigned seating may at current levels. Efficient & effective enhanced for new requirement. become regular. Operations cost & support staff methods of space Virtual doubling of real estate space by operating office in Cost will influence adopting cost may increase 2 folds utilisation. multiple shifts to cut the real estate cost and bring innovative methods in the depending on different options efficiency. industry. of space utilisaton. In short term, Implement work from home concept for at least 95% of staff and restore office operations in stages with 5-10% incremental staff count. OPERATIONS OPERATIONS RE- Cafeteria operation may undergo change to "Bring your RESTORATION START Real Estate space requirement own meal" concept or limited packaged food. Office will not be able to function C Start of office may go down by almost 40% in Implement sufficient signages & communication to to its full capacity for near term operations in current long term. educate employees to follow safety protocol. scenario In long term, reduce the dependency on real estate by implementing work from home concept for 70% of staff permanently.
SPACE UTILISATION METRICS & RECOMMENDATIONS - TEAM 17 Sl. No. Description Definition Impact Metrics Recommendations post COVID 19 Office seating arrangement will confirm to social distancing norms if required to be converted. Height of privacy screens in workstations may be increased due to social distancing norms. Increase in Capex cost towards Cafeteria seating may witness transparent partitions Due to new normal, office office infrastructure may go up by across the table. Breakout spaces, Recreation & Gym FUTURE OFFICE design concepts will be 15% - 20% per sft. facility inside offices would be compromised in future. DESIGN changed in future. Square footage per person can DESIGN CONCEPT More focus on hygiene be worked out to retain current AC equipments will be designed with more filtration D Office Interiors Design compliance, social distancing, levels by reducing common area efficiency, Improved air quality and sanitisation. Brief automation of office spaces. operations with lesser manual Common area space allocation More IOT / Automation will come in to office. Sensors will interface. may witness reduction by almost measure the occupancy data / utilization based on Safe 75%. Distance Procedures and provide recommendations on seating layout. Cameras will determine occupants temperature and also link it with access control system, touchless access control through facial recognition, automated food dispensers in Cafeteria. Automated Visitor Management system to manage front desk. More Collaboration tools like Skype, Teams, Webex, Zoom or other video conferencing tools could be used Usage of collaboration tools will more frequently to reduce meeting room space. VIRTUAL witness spike from current levels VIRTUAL MEETINGS Physical face to face meetings Meeting room capacity will be restricted for optimal of 5% to 90%. COLLABORATION E Usage of online tools will get converted to online utilisation of 5-6 seaters and bigger capacity meeting Meeting room & Training room for collaboration. virtual meetings. rooms may vanish. infrastructure cost may be Trainer led classroom trainings could be replaced with reduced by 15% online trainings, which will reduce the training room requirement.
SPACE UTILISATION METRICS - TEAM 17 Sl. No. Description Definition Impact Metrics Recommendations post COVID 19 Due to financial stress in current situation, Rental cost is expected to go companies are expected to postpone real down by 5 - 15% per sft Renegotiate rental terms with landlord for most estate expansion plans. Real estate depending on location. cost effective option including rental holidays inventory is expected to go up with demand OPERATIONS COST during current Force Majeure like situations and OPERATIONAL going down. Soft services cost expected coverage for similar situations in future. F EXPENSE to go up by 15% and Utility Real Estate & FM Cost The word cleanliness will be replaced with cost may come down by 20- Train support staff for new standards. hygiene along with their standards. 25%. But both of them are Equip support staff with required equipment to Maintenance contracts will be renegotiated expected to go up, if number avoid dependency on external agency. for new standards and compliance of shifts are increased. requirements. Wellness coach or a doctor may be required to improve well being of employees at work in the absence of recreation and collaboration EMPLOYEE WELL Employee satisfaction and activities. EMPLOYEE The term "Best workplace to work" may BEING well being index may go Encourage use of staircase as compared to SATISFACTION have to be changed to "Safest workplace to down for near short term. elevators, for following social distance norms G Infrastructure & work" Intangible cost of motivation and improve physical activity. Employee Assistance Work environment for Employees will be and employee engagement Provide helpdesk for employees to manage programs changed. will increase. stress and anxiety. Employers to design more Employee engaging activities for maintaining and motivating workforce. Most importantly to retain talent. All abroad travelling restrictions will Abroad travelling restrictions Having Telepresence Equipments or video LOGISTICS continue for some time. TRAVEL & will bring down the cost by conferencing facility can address travel Local transportation methodology will TRANSPORT 97%. requirements to an extent if not completely. change with restrictions on passenger H Long & Short Distance Local transportation cost Incentivize employees to drive their own number. commute would increase by 2 to 2.5 vehicles to office. Car pooling concept may vanish for times. sometime.
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