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BIDI0008: Space and Workplace Management

1. Introduction:

This document includes important information regarding your summative assessment. Please read this document in full and refer to it while preparing your assignment.

This coursework has one part, with a weighting of 100, marked on a scale of 100.

Please note that this is an INDIVIDUAL coursework.

2. Assessment Brief:

Workplace briefing is the term applied to the process of gathering key client/user information and requirements, which are then used to inform any of the following outcomes:

• an overall estate strategy,

• the design of a new building (including location, size, facilities etc.) or

• a specific new workspace (perhaps as part of a refurbishment or implementation of new ways of working).

It is a recognised part of the formal RIBA design process – Stages 0 and 1 of the Plan of Work. The rationale for such briefing is simple: without it the space can fail to meet the expectations and needs of the occupants and occupying organisation – and may not be fit-for-purpose. It may also overlook desired aspirations or be unable to provide the flexibility for the future-proofing of the new working environment.

The workplace brief includes components such as the vision of the organisation, cultural analysis, occupancy analysis, workplace strategy, space requirements, cost-benefit analysis (business case), environmental conditions, branding, zoning, required work-settings, indicative space planning etc.

Your assignment is to provide a detailed workplace brief (including elements of the space strategy, occupancy analysis, cost-benefit analysis, interior design guidelines and indicative space planning) for the following theoretical organisation:

• There is a department for a large institution, with a mix of back-office support and end-user facing teams (referred to as the Department of Institution Z).

• A current headcount of 120 staff increasing to 170 over the next few years, but beyond that the overall headcount is unclear.

• The staff are currently based in several buildings, all of which have lease breaks coming up.

• A leased space of approx. 600 m2 has been identified as suitable (see attached space plan).

• One-third of the staff are highly mobile attending meetings and working off-site; another third are on-site permanently but do attend meetings (in and outside the building); the remainder are fairly mobile. Twenty staff operate the “switchboard” facility services of the department as well as four senior employers each with a PA.

• There are four main teams that support the department. The 20 staff in the switchboard are desk-based, manning the phones, with an overall desk utilisation of 90%; this team is likely to grow by 30%. There are an additional 40 administrators that are mostly desk based when in the office but occasionally work from home or are in team meetings, with a desk utilisation of 65%; they are likely to grow by 20% over the next five years. Followed by 30 staff in the operational team that are mostly office-based but spend much of their time in the room/labs/lectures (with 20 seats/benches), with a main office desk utilisation of 50%; they will also grow by 10%. The final team are the 30 project managers who spend most of their time with stakeholders out of the department or in project meetings with colleagues and/or customers, their utilisation is low at 30%; they are projected to grow by up to 70% over five years.

• Visitors regularly visit the department, and the staff are trained on-site.

• Staff conduct a mix of collaborative and creative work, along with work requiring focus and concentration.

• The department head wants to integrate the staff into a new joined-up culture and improve overall efficiency and effectiveness. They also want to attract fresh graduates with new IT skills.

• The institute has a strong sustainability and wellbeing policy.

• A limited budget has been set aside for the move, including funds for design, furniture, IT and change management. They will re-use furniture and IT and the new space is in good condition and ready for the CAT B fit-out. The CAT B fit-out is estimated to be £60/sqft.

• The current lease, rates and serviced charge totals £80/sqft per annum, the FM and utilities costs are just £5/sqft/annum, but the building requires a new air-conditioning system estimated to cost £0.5M of which the landlord will pay half. The new space is better quality with ease, rates and serviced charge totals £85/sqft per annum, the FM and utilities costs at £10/sqft/annum. However, the landlord is offering 1 year rent-free in he new building.

• (Make any further assumptions clear in your report - create a separate short section titled "assumptions".)

References

Eley J & Marmot A (1995) Understanding Offices: What Every Manager Needs to Know About Office Buildings. London: Penguin.

Gillen N, Harris R, Allen T and Bell A (2015) Workplace Briefing – An Overview. London: Workplace Change Organisation.

Kampschroer K, Heerwagen J & Powell K (2007) Creating and testing workplace strategy. California Management Review, 49(2).

Savage A E (2005) Workplace strategy: What it is and why you should care. Journal of Corporate Real Estate, 7(3).

Springer T (2011) Fundamentals of Workplace Strategy. Jasper, IN: Kimball Office.