Turn the Beef Around

An example of how a change in workplace strategy benefits people, place and budget and can be quite different to people’s perceptions.

A long time ago in a galaxy campus far, far away….we broke the mould.

In a rather traditional company I had managed to influence a director to take a calculated risk and adopt agile working. Not long after moving day,  a letter was published in the internal newsletter:Picture6

I notice Team X has got a new office that is different from everyone else’s. As the company goals include cost reduction and our values include equality for all staff, please can you explain the costs, how this office compares to the rest on campus and  what consultation took place? *

These are some  everyday misunderstandings about what is needed to adopt a new workplace strategy.  Designing a different type of workplace does not have to be expensive, time-consuming, or unfair.

  • Costs can be mitigated by clever design and by getting your collaboration groove on with other workstreams.
  • Programmes can incorporate engagement requirements  (yes, they can). You might need to support hard-core construction PMs through a learning curve.
  • Quality can be maintained, you’re going to have some criticals that must be achieved, but the rest, as they say, is gravy.

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*This is paraphrased verbiage of an actual though rather more challenging letter. The response covered the below:

  • The Director took active ownership of leading the change and achieved Board-level buy-in.
  • The staff engagement model was thorough, well framed and end-to-end.
  • The project cost 15% less than a traditional project.
  • The SqM PP met the campus standard.
  • The space was future-proofed for the next three years while maintaining standard quality for existing staff.
  • Homeworkers chose to come into the office just to enjoy using the space.

A year later:

  • Reduction of churn requests from 50 per year, down to two.
  • The annual staff survey saw an 11% increase in workplace satisfaction.
  • The project was the gateway to changing workplace strategy at an organisational level.

 

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More Than Meets the Eye

A short piece on when people are more than their CV, how a simple engagement direction has made some people very proud, and how going the extra mile benefits the project.

At one interview the curveball questions at the wrap-up was: ‘Does your sewing machine have a name?’

We’re all long enough in the tooth to understand that the dreaded ‘Hobbies and Interests’ section of the CV gives people a glimpse behind the professional mask, though when was the last time you actually used those hobbies at work? Or asked your employees to share those skills…and they actually agreed to give up their free time?

So this comes back to two of my favourite subjects: 1) engagement and 2) delivering a quality space on time and on budget.

Engagement:

These images were taken by employees. Their roles had nothing to do with photography, graphics or artwork.  I run a photography competition on live projects. The competition is only open to end users at the affected site; the short list is created with Brand influence before being shared across the site for peer-voting. The winning image is installed with the staff member’s name embedded in the image for all to see.

Their skills, their office, their pride and recognition. No matter how many projects we roll this out on, it’s a humbling and uplifting experience.

 

Delivering on Budget

I object to paying 70 Euro for a single, simple cushion. There, I said it. So when the budget is (once again) directed towards infrastructure and the FF&E budget is cut, there is only so much I am willing to sacrifice. The cuts need to still provide an effective, appropriate solution from Day 1.  In my view, one does not simply walk into Mordor install bleacher seats without something soft to sit on.

Which is how I found myself sewing 22 identical cushions, all with inset zips (without a zip foot on the sewing machine) for a project. Would I do it again? Ask me in a few months. It gave me a whole new respect for professional machinists.

milan cushions

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Creature Comforts

Changing ways of working is about changing the mindset, adopting new tools and finding ways of what works for the individual.

I love caddisfly larvae.  This is probably down to reading Charles Kingsley’s ‘The Water Babies’ back in my dim and distant kindergarten years. The only time they are prettier and more charming than hermit crabs is when man interferes but I admire their ability to make a home for themselves out of selective detritus. Possibly a bit like the average desk user….

desk image - organised chaos

Many, many moons ago I had an allocated desk. It was a regular sized, regular desk, with a phone, a chair, a pedestal and a pinnable area.  It had just enough clear surface to house my laptop, my forearms and a re-purposed tile sample as a coffee mug coaster. My excuse was how my workload needed to be managed. There were a series of trays (in/out/pending/not sure), really big projects had really big files that sat separately. There were reference books; the company culture, company standards, a few novels I’ve been given but not taken home. The pinboard was covered in….stuff. In my defense, it was all work-related stuff; no family photos, no toys, no plants, no Star Wars figurines balanced across the top of the monitor in regimented chronological order.

At the end of the desk was a 2.5LM storage unit. It was full. Full of samples for old projects, printed reports, paper catalogues and trade magazines. There was even a pull-out filing rail holding a filing system for all work in progress or had been completed in the last 12 months. Once an active job had been completed, it would be filed. Every Christmas I’d go through the files and shred anything created before the previous Christmas. In effect, at the end of each year there would be 24 months of filing to go though.

Then there was the stuff in, on and behind my pedestal. Moods are fickle. Fancies vary. Where one end-user had seven pairs of shoes in her pedestal (not including the commute’s gym shoes and the pair of heels she had on her feet) mine related to breakfast fads and fancies, which happened at the office because, sometimes, caffeine just isn’t enough.

fb post - stuff on desk

A pretty bad FB update….the clothes were (slowly) en route to a homeless shelter.

One day I had an epiphany. It coincided with a lessened workload therefore space to think. So I chucked everything out. Everything.

  • Filing? The business had more computers than people, a network and our team had online filing. Who needs to keep paper copies, too? It all went. All in one go.
  • Trade Mags? Scan & electronically file anything you’re going to use, URL bookmark companies/products of interest, register for online magazine issues and chuck the paper copies into the recycling bin.
  • Samples? I used them once in a blue moon. Off it all went to the local primary school to help out with their arts and crafts.
  • Trade catalogues? They change every year. Trees give you oxygen, you should love them above the printed page. Recycle what you have and never accept another paper catalogue or price list again.
  • In/Out trays? This turned into an A5 notebook for actions to complete.

These days, I have reduced further still.  Six months ago I was getting through a standard A5 book a quarter. These days I’m working on reducing this to one book per half year as I wean myself off the unbelievably cathartic, deeply satisfying and emotionally rewarding act of crossing items of a list. Admittedly, sometimes with lots and lots of crossing-out along with accusations of having a marginally psychotic gleam in my eye. I blame the caffeine.

asana monkey thing

There have been years of trying different task management platforms, of looking for ways to combine a preferred way of working with whatever is available (and free), all in an effort to streamline effectively – and not have to carry everything around.

There’s an online project management tool now replacing that A5 book of mine. It cross references by task and by calendar giving multiple ways to track progress. It rewards every ticked item with flying unicorns, narwhals, hummingbirds, rainbows and some kind of flying monkey-buffalo thing. Silly? Possibly. But it does give one an enormous sense of gleeful satisfaction.

These days, everything is on GDrive. Nothing is kept on my laptop. The obvious positives are that I/the team can always access everything – and we can work anywhere.

One of the more challenging aspects about workplaces is that people ‘nest’ their desks, like I used to; it marks their territory and gives them comfort. Generally, a heavily personalised/covered desk is a sign that the end user will find any change to their workplace challenging, even if they get to keep their desk. It is hard to let go of all the ‘me’ that surrounds them; but letting go is liberating and confidence building.

I like caddisflies not just for their larvae’s case-making abilities but also for the fact that they start in one medium (water) and move to another (air). They are not constrained by what they are born into but are released as they grow. They let go of that which becomes unnecessary and take flight.