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

2. 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

3. Groups of 4 desks per section
4 April 2019

4. General Manager’s office
4 April 2019

5. One Side of Upper level
4 April 2019

6. 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

7. 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

8. 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

9. 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

10. 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

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

12. 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

13. 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

14. Questions ??
4 April 2019