UCOP Workplace Assessment Steering Committee Meeting 02.28.2013 UNIVERSITY OF CALIFORNIA PROPRIETARY
Agenda FROM THE RESEARCH GOALS FOR THE PROJECT NEXT STEPS • Our Process • Cost savings • Workplace scenarios • Benchmarks • Minimizing space • Real Estate scenarios • Interview Themes management issues • Survey Results • Supporting the work • Activity Analysis at UCOP Findings • Environmental • Adjacencies Responsibility • Day in the Life • Workplace that makes • Jigsaw Spaces you proud 2 UNIVERSITY OF CALIFORNIA PROPRIETARY
Our Research Process Steering Committee Stakeholder Interviews Activity Analysis Workplace Practices Employee Focus Groups Meetings • Met 7 POG leaders • All downtown Oakland Survey • 10 focus groups, • Met with 27 leaders within • Interviewed 58 leaders bldgs observed • Sent to all UCOP approximately 10-12 the organization within the organization • Total spaces observed: 511 employees in Oakland participants • Total departments • Response rate: 45% • About 10% of UCOP observed: 49 • Total number of responses: population participated 670 from various departments 3 UNIVERSITY OF CALIFORNIA PROPRIETARY
Benchmarks • The current UCSF metric is 143.5 usf/person, now adopted as a standard. • The current UCOP metric is 209 usf/person. UCOP=209 usf/person 0 50 100 150 200 250 300 UCSF Faculty Office Building (2012) GSA HQ 1800F (2011) Facebook (2011) IRS (2011) Google - Admin (2010) GSA HQ Swing Space (2009) Department of Education (2007) Gap HQ (1988) 4 UNIVERSITY OF CALIFORNIA PROPRIETARY
Interview Themes All work is NOT the same Current space standards are archaic It’s about more than space Consider the mission & values 5 UNIVERSITY OF CALIFORNIA PROPRIETARY
Survey Results There is an emphasis on focused work. Overall satisfaction scores are mostly neutral. Support spaces are insufficient. There is a lack of awareness and connection. What aspec ects need eed t the m e most i improvem vemen ent in your current workspace? 6 UNIVERSITY OF CALIFORNIA PROPRIETARY
Activity Analysis Results There are diverse and mobile work styles. Meeting rooms are being reserved but not used. A majority of meetings are small. Informal spaces are not effectively utilized. 7 UNIVERSITY OF CALIFORNIA PROPRIETARY
Adjacencies 8 UNIVERSITY OF CALIFORNIA PROPRIETARY
Day in the Life 9 UNIVERSITY OF CALIFORNIA PROPRIETARY
Jigsaw New spaces desired for UCOP Current spaces at UCOP Offices Workstations Offices Conference room Workstations Auditorium Conference room Video conference room Video conference room Break Area Break Area Wellness/Mother’s room Food vendor Touchdown spaces Focus rooms Huddle rooms Project rooms Open collaboration Cafeteria space UCOP Focus Group Activity 10 UNIVERSITY OF CALIFORNIA PROPRIETARY
Achieve cost savings Why this is important: Implications for UCOP: • Reduce operating costs • Consolidate into owned facilities • Staff have a sense of responsibility to the public • Use space efficiently for meaningful cost savings • A lot of space is currently being wasted • Reduce moves/adds/change costs • Inflexible space has created awkward adjacencies • Create a flexible workspace which can adapt to future changes • Have a ‘kit of parts’ furniture UNIVERSITY OF CALIFORNIA PROPRIETARY
Minimize space management issues Why this is important: Implications for UCOP: • Staff is unsatisfied with the current space • Rethink the space standards • Current space standards has led to • Allocate space by work style awkward adjacencies • Establish clear space strategy and policy • Groups are territorializing spaces, leading • Communicate facilities decisions clearly to tensions • Long-term strategic needs rather than short term fixes 12 UNIVERSITY OF CALIFORNIA PROPRIETARY
Have space that better supports the work Why this is important: Implications for UCOP: • Current space lacks adequate support spaces • Improved adjacencies • Staff have varied work styles, which requires different • Provide flexible support spaces spaces • Provide different types of spaces for all types of work • Unavailability of meeting rooms is a multi-faceted • Right-size meeting room sizes and numbers problem at UCOP - Different types of meetings occur, yet the type of space available is relatively the same - Conference rooms are being territorialized 13 UNIVERSITY OF CALIFORNIA PROPRIETARY
Being environmentally responsible Why this is important: Implications for UCOP: • Building footprint and leased space currently spans • Lower operating costs by consolidating and four locations decreasing the building footprint • WorkFit program and Ergo lab are popular programs • Encourage wellness in the building amongst staff • Increase day lighting in the space 14 UNIVERSITY OF CALIFORNIA PROPRIETARY
A workplace that makes you proud Why this is important: Implications for UCOP: • Staff is the greatest asset • Highlight UC mission and values • Current space does not reflect UC culture • Create and embrace community • Little community space in the current space 15 UNIVERSITY OF CALIFORNIA PROPRIETARY
This is a major opportunity… • To achieve significant cost savings • To minimize future space management issues • To provide space that better supports the work • To be environmentally responsible • To create a workplace that makes you proud 16 UNIVERSITY OF CALIFORNIA PROPRIETARY
Next Steps • Determine scenarios based on work styles at UCOP • Develop alternative real estate scenarios • Recommend planning principles • Publish final report 17 UNIVERSITY OF CALIFORNIA PROPRIETARY
Glossary of Terms 18 UNIVERSITY OF CALIFORNIA PROPRIETARY
Glossary of Terms 19 UNIVERSITY OF CALIFORNIA PROPRIETARY
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