A Retrofit of existing site Process to Date Surf Coast Shire A Retrofit of existing site Process to Date Neil McQuinn 4 April 2019

Office layout - The building was built and staff moved in December 2011 - Traditional Office layout - One desk per person in Departmental Groups - Desk space is large by current standards - 1.8 m desk with return - 4 drawer cabinet (or shelving unit) with under desk unit - In groups of 4 - Managers , General Managers allocated offices - 40 spare spaces for expansion 4 April 2019

Groups of 4 desks per section 4 April 2019

General Manager’s office 4 April 2019

One Side of Upper level 4 April 2019

Current Office layout - Every day there are spare desks, especially on Mondays and Fridays - 4 spare spaces left for expansion - Unlikely to get community agreement to fund office expansion 4 April 2019

Feasibility study Conducted by independent consultant: Main focus was to check staff readiness Face to face interviews with key project staff & EMT members Face to face interviews with interested staff (1:1 & many:1) 167 staff completed a survey on working styles Desk side visits Documentation of review Site Visits to External sites: Cardinia, Medibank Private etc 4 April 2019

Feasibilty Study – Key Findings Physical Space Noise and distraction are serious issues in the current environment. As such team members are seeking alternative spaces where they can concentrate, meet informally and/or work with members of the community Virtual Environment Technology improvements would help reduce the reliance on paper and facilitate a more mobile working group. Team members are also seeking dual monitors to aid effective working Organisational Component The siloed mentality is getting better, though there is still a tight-knit community feel. Team members are not interested in ‘change for the sake of change’ and want to see how it may benefit them Human Component Team members are seeking more personal control over their working hours, a better connection to the natural environment and improved ergonomics in the workplace (e.g. sit/ stand desks) 4 April 2019

Anticipated Changes in next 12 months Implementation team formed Opportunities to get involved in the change and be supported through the change Workstyle and ABW impact assessments for different teams and locations Incremental introduction of technology (e.g. Wi-fi, paperless enabling software,) and furniture (e.g. trial pieces) New/revised policies and training (e.g. working away from your desk, clean desk, technology etiquette, paperless, management by results, elec document handling and storage) Design and consideration of phasing of physical changes 4 April 2019

Current Changes Made - Most Office based staff have Windows based Tablets - Change in Atrium to install an informal working space - Training room used for break out/ quiet space if not booked - Manager/General Manager vacated office to provide another option for staff - Enterprise Agreement signed September 2016 included options for Flexible Working Hours, currently being implemented - Significant percentage of staff have SIM cards installed in tablets - Policy changes being developed to enable ‘Working from Different Locations’ - Increase Wi-Fi through buildings 4 April 2019

Manager’s office with Lounge chairs For break out space Atrium with a new workspace 4 April 2019

Anticipated Changes Smaller desks (removal of returns) Laptops, digital signatures, transportable phones, digital management of large documents Greater choices for individuals - where they sit, when and with who Home zones, but no individual desks/offices Team specific technology, storage and spaces Third spaces for focusing, brainstorming and collaborating Results focused leadership Opportunities to personalise workspaces and equipment 4 April 2019

ANTICIPATED 3 YEAR ROADMAP Feasibility Study & Planning Ongoing Governance, Evaluation & Review Policy & Work practice Review Work Styles Assessment Change Management & Capability Provision of tablet PCs & some digital tools Broad WiFi availability& additional digital tools Transition to cloud & collaboration software Soft Phone Technology Full Activity Based Working will be implemented over time and be dependent on annual budget processes Small changes will be made over time, which are low cost, including policy changes and support to change leadership styles It is anticipated that the full implementation will occur over a three year period Employees will have the opportunity to be consulted throughout the process including: Nominating as a change champion Providing feedback to your manager or change champion Providing information on designs and concepts via formal feedback mechanisms The process will be evaluated at each stage to ensure that appropriate changes can be made to better improve the final result Detailed building design & minor works Building works FEASIBILITY IMPLEMENTATION STAGE 1 IMPLEMENTATION STAGE 2 IMPLEMENTATION STAGE 3 ONGOING

Questions ?? 4 April 2019