1. Implementing Flexible Smarter Working: Some thoughts from experience
Share D’All, Workspace Development Manager
Hampshire County Council

2. Commitment & role-modelling
KEY CHANGE ELEMENTS
Senior Management:
Commitment & role-modelling
Understanding & applying learning
Challenges
Ongoing change messages
Misperceptions
Embedding
CULTURE
CHANGE
Overcoming
Reinforcing changed practice
Clarifying meaning
Ongoing barriers & hurdles
Success factors
Performance management
AIM:
Embedding
Flexible Smarter Working
Changes required
Flexible IT
Clearing snags
Management Practice
Inducting staff
Flexible spaces: Buildings, design & furniture
Work patterns
ENABLING
INFRASTRUCTURE
BEHAVIOUR
SHIFT
Adult/Adult approach
Flexible working patterns
Joined up FM
Business Processes
All Staff
Access to flexible locations
Ensuring staff health & safety FM
Rights & Responsibilities
Customer
Storage
Communications & team management
Patterns
Perspective
Adapting to individual special requirements
Paperwork

3. Making People & Spaces Work
Considerations:
Business needs & synergies
Desk sizes & ratios
IT requirements
Storage Requirements
Special Requirements (business & individual)
Team interaction (communication & support)
Front of House & Back of House
Myths:
People can tell you their requirements accurately with
no experience
One size fits all
Dissenters are just a nuisance
The more the merrier – with protocols
You will never move again
Once it is in place you have succeeded and can relax
There is loads of parking!

4. Useful for exploring tensions and flagging up underlying issues
Ego States in
Change Situations
CHILD
ADULT
PARENT
Felt
Thought
Taught
Brings the ability to think things through, understand and problem solve – bringing in a range of information and perspectives
Useful for exploring tensions and flagging up underlying issues
Useful for bringing any positive learning and experience from past into current situation

5.   – – ADULT PARENT CHILD Brings Maturity, Rationality, Nurturing ;
Power sharing,
Finding solutions
Nurturing ;
Structuring
Co-operative;
Spontaneous  
ADULT
PARENT
CHILD – –
Felt
Thought
Taught
Spoiling (Overindulging)
or Criticising / Controlling
Immature;
Compliant or Resistant
With tone :
I want …
Why can’t I …
I won’t….
Why should I …
It’s wrong to / you can’t…
You shouldn’t / mustn’t…
Oh dear of course you can’t …
Of course you must ….
Why can’t you ….

6. ORGANISATIONAL BENEFITS ORGANISATIONAL BENEFITS
TO GAIN THESE ‘BE FLEXIBLE’ BENEFITS WE NEED TO:
Adapt our ways of doing things so we do not lose out on:
Team communication
Team support
Customer contact
Adapt the way we work to keep down the space we need in the office
Lose our tendency to be territorial at work
Be generous and considerate about sharing our spaces
ORGANISATIONAL BENEFITS
Saves money on
accommodation / building costs,
improves productivity
‘More For Less’
Be Flexible
Work Smarter
BENEFITS FOR YOU:
Can improve work/life balance,
reduce travel & reduce stress
BENEFITS FOR YOU:
Reduce the stress of doing more for
Less; increase your productivity;
May minimise job losses in long run
TO GAIN THESE ‘WORK SMARTER’ BENEFITS WE NEED TO:
Take stock of our current ways of working as individuals and teams
and look at ways to work differently to:
Seek to reduce waste of time and resources
Make sure we are clear about our priorities & protect them
Be organised and effective
Review our processes to streamline and integrate them
ORGANISATIONAL BENEFITS
Will save money on
Reduced energy costs, reduced
Resource expenditure, better use
of time, higher productivity
‘More For Less’

7. BE Flexible Locations Patterns Spaces Technology Behaviours
Review the patterns of your work to give you more flexibility: this might be about the number of hours you work, or when you do those hours … as long as it fits the needs of your business there are many choices
Make best use of the range of locations you can work in to cut travel costs, make best use of your time & support the organisation to cut the cost of under-used buildings.
Make better use of the range of spaces inside the building to do different types of work
Locations
Patterns
Spaces
BE Flexible
Technology
Behaviours
People who are flexible are most likely to thrive in changing and challenging times & environments. How can you develop your ability to be more flexible whilst protecting your priorities? If you do it will making sharing a building with others easier, reduce your stress and increase your value to the organisation
Make better use of the flexible technology available to support the other elements of flexibility (working at home / elsewhere etc) and to enable you to improve your use of time. Use technology to make things easier and more efficient for your team or customers and reduce costs

8. Joined up & Streamlined Effective Work SMARTER Manage Information
Explore how to join things up better and streamline them to minimise duplication and get the maximum impact in for the least effort – for both us and those we work with
Be clear about your priorities so that you can make sure you are really focusing your time and energy on the things that most matter.
Review the way you share and store information to reduce paper storage. Make use of off site archiving where possible. Choose how and where you store & access confidential data to protect it as well as your flexibility
Joined up &
Streamlined
Effective
Work SMARTER
Manage
Information
& Paper
Energy
Efficient
Organised
What changes can we make as individuals, teams and in buildings which will reduce our energy costs and the money we spend on disposable resources (paper etc)
Saving money on these things by getting into habits like turning stuff off could offset other areas where we want to retain resources.
Take stock - can you or your team reduce expensive staff time or energy and resources currently wasted on low level or repetitive activity. Are there ways that better planning or organisation could save you time and the organisation space or money?

9. Organisational Issues
Team Issues
Individual Issues
Be considerate
Play your part
‘Our space’ NOT
‘my space’
Service Issues
Whole Building
Issues
Floor Issues
Organisational Issues

10. Questions?