Workplace Strategy Process 2022
SECTION 1
Workplace Strategy
5
HOK is rooted in the art and science of design. We strongly believe that design only works when we understand the needs of the client and benchmark our solutions. This is based on an understanding of how the client works today and what might be hindering the best performance of our client’s employees. This knowledge allows our team to create the right design and planning solutions to optimize the organizations’ operations.
Your workplace must evolve to stay relevant, and successfully transformed workplaces sustain change only when change strategy begins day one. Our strategies support employees, reduce costs and accommodate change, and our recommendations reflect today’s employee needs while incorporating appropriate flexibility to evolve your workplace as people adapt and technology advances. Employment engagement is integral for seamless solution development. We gather both the “Voice of Leadership” and the “Voice of the Employee” with effective methods to allow 360 degree input. Our approach combines a proven process with a proven technology, and we provide deep, valuable insight and analytics that drive decision-making. Our efforts are efficient and we move at your pace.
7
Typical Workplace Strategy Process
Immerse
Discover
Ideate
Create
Implement
Kick Off
Digital Interview
Change Strategy
Workplace Scenarios
Change Management
Information Gathering
Anthropologic Study
Leadership Interviews
Design Guidelines
Data Validation
Visioning Session
Focus Groups
Findings + Recommendations Workshop Design Brief
Design + Construction
mmerse
We mobilize quickly with a kick-off, site tour and receipt of information to begin immediately assessing and evaluating each opportunity.
9
Kick-off Existing space tours and kick-off with core team to obtain alignment on process, schedule, key milestones & engagement audience.
Information Gathering Submit information request list to collect pertinent information regarding the project, facilities, business + operations, and people that will provide context for the organization prior to implementing the workplace strategy process.
Data Validation Verification of existing space planning for comparison purposes (floor plan analysis SF/person, space standard allocation, dept. headcount info, etc.)
Kick-off We will work with your project management team to organize a project kick-off meeting. During this time, we will clarify scope, goals, and critical factors for success. This will include identifying stakeholders, establishing roles and responsibilities, and discussing the information gathering and data validation processes. Tours of the existing space may be conducted during this time as well.
11 Information Gathering
We will review background information and pre-existing data received from the client through the information gathering process. Additional materials may include previous |workplace studies; current workplace policy or program documentation; organizational charts, departmental information & anticipated growth.
Data Validation We will review how existing spaces are planned in the current facilities and develop a baseline of existing real estate metrics that can be used for comparison purposes when the workplace strategy recommendations are developed. These metrics may include square foot per person, space standard ratios and allocation strategies.
iscover
We use proven tools & methodologies during the Discover phase that allow us to understand the holistic needs of the organization.
13 Digital Interviews Our expertise in delivering benchmarking comparatives is facilitated using a visual analytics platform that shows an organization at work; its behaviors, activities, relationships and culture.
Anthropologic Study This study provides systematic observations of the existing space to quantify mobility and work patterns of employees, and identify underutilized areas and adaptations made to the work environment to support the needs of employees.
Visioning Session This session engages key stakeholders in an interactive group discussion about your goals and vision for the future workplace while establishing the key criteria for decision-making. We review the outcomes of the Digital Interview & Anthropologic Study to facilitate this initial discussion.
Digital Interviews We diagnose the following items and identify gaps or impediments to successful execution of a strategy through our digital interview process. Fifteen minutes of stakeholder time is required to complete a digital interview. In return, we learn the following: •
Your Culture shows the gap between your existing culture and the culture needed to achieve your goals.
•
Your Work Dynamic shows the volume and type of work, and how important it is (or isn’t) for teams to work together and where work is highly complex.
•
Your Work Activities shows exactly what type of work is being done, how long it takes, and how important it is (or isn’t) to the purpose of your company.
•
Your Value Networks demonstrates how teams work together, for how long and the importance of each interaction.
•
Your Human Capital shows how much of your work is going into productivity, innovation, learning or interpersonal relationships.
•
Your Environment Support outlines the resources needed and illustrates what existing resources work effectively.
•
Your Technology Use shows what tools are used in each work activity and each workplace.
•
Where You Work shows the distribution of where work activity takes place and when correlated to work activities and collaborations proves the relative value of the work being accomplished.
15 Anthropologic Study This study provides systematic hourly observations of the existing space over the course of a typical week to develop statistical, objective analysis of work patterns and behaviors. Our tools allow for real-time data monitoring to see immediate results. Our photographic documentation provides a qualitative view along with the quantitative data providing you with a holistic view of the workplace that helps build a case for change.
Visioning Session During this session with key stakeholders, we discuss, debate, collaborate on key business issues, cultural, image, brand, facility, work styles and space issues using our proven visioning tools and methodologies. From the session, we establish goals and success criteria for every future workplace implementation and uncover any barriers to achieving success in the workplace.
ideate
Building change competency into your organization is our goal. We help people adopt productive behaviors and processes that minimize the risks associated with workplace change and this starts with engaging leaders and employees at all levels in the organization. In this phase, we will define critical success factors and workplace principles.
17 Change Strategy Human need is the foundation of the HOK creative process and our Prosci© Certified Change Managers are passionate about how behaviors can affect an organization’s success and we bring a complete and consistent methodology and toolkit to the process. We focus on the whole picture, guiding groups and individuals through their change journey. Leadership Interviews Interviews are conducted one-on-one to understand each groups’ opportunities and challenges with the work environment, as well as to understand headcount projections and any specialized space requirements.
Focus Groups Engagement with select employees in an interactive discussion about what is and isn’t working in today’s work environment and what they need to enable collaboration and productivity.
Change Strategy The markets, people and technology around you are constantly changing, so your workplace must change too. You understand that success is rooted in your ability to adapt. When your organization reaches a
Voice for
point of change – whether it’s as simple as a change in
employees
process or as complicated as a major change in overall strategy – there is a lot of pressure for success. You know that the change must be managed and guided to achieve results. It cannot live in a vacuum but must consider human needs. Identifying potential areas of resistance and a custom engagement program is based on corporate culture, communication styles and change readiness. Our
Optimize
productivity
communications tools and engagement strategies, increase employee buy-in and satisfaction, creating positive experiences.
Increase
acceptance
Leadership Interviews We interview key leaders to discuss the objectives of specific departments and how these might connect to their vision for the future workplace. Our aim is to discover how, when, and where unique groups might collaborate, innovate, and concentrate, and to identify specific goals for stakeholders. This will involve exploration into critical work processes and changing needs for each group, including addressing attraction and retention of talent and other specific organizational drivers that can be supported in the new working environment.
Enhance speed of adoption
19 Focus Groups We will build on the outcomes of the previous activities, by engaging your staff in focus group sessions where we will review draft workplace scenarios, including real-time manipulation of factors that can influence project direction and potential final solutions. During this meeting we will indicate opportunities and constraints that arise from various options and ask for feedback from your staff, to narrow the possibilities that we will explore in greater detail “behind the scenes.”
create
We will analyze, evaluate, and integrate the information from all sources to inform workplace concepts that meet the needs of your organization today and in the future. These scenario options illustrate a variety of possibilities for the workplace for evaluation and approval.
21 Workplace Scenarios We summarize findings from the above activities and develop up-to-three options to achieve the outcomes identified during the visioning session. Best practice along with pros and cons are noted to enable decision-making.
Findings + Recommendations Workshops Key stakeholders review options and outcomes and gain consensus on the preferred scenario and identify considerations for technology, policies, procedures and capital expenses needed to support implementation.
Design Brief The brief identifies workplace principles and design guidelines. It details the preferred scenario and includes a kit-of-parts for workplace settings. Space projections are determined with headcount projections by function, allocation ratios and specialized spaces. These items are employed to develop blocking and stacking diagrams as well as a concept/test-fit plan.
Workplace Scenarios Key findings from the previous activities will bring into focus a narrow range of possibilities of workspace types and allocation strategies. These scenarios define a menu of settings, special space requirements, zones, and typical planning relationships based on disparate and common attributes and functions. These planning relationships between zones and workspace types inform the way we organize a floor. Pros and cons are developed for each scenario to support facilitation with key stakeholders and enable decision-making that leads to a preferred scenario.
Finding + Recommendations Workshops We will present the findings from all activities and the preferred workplace scenario to your key stakeholders. Once your key stakeholders decide on a final direction for the workplace strategy, we will facilitate dialogue regarding implementation – whether you choose to start small with workplace pilot(s) or begin implementing immediately with upcoming projects.
23
Design Brief We develop a workplace strategy document draft and present this to your key Stakeholders. This document will include overarching themes to be addressed in the design solutions. It will present key findings from the various workplace discovery activities and describe opportunities for further exploration into space management concepts. It will define the Design Principles and Success Criteria that will help leadership prioritize opportunities for implementation.
mplemen
Design trends and planning methodologies are merging across markets and project types. Our goal is to design the experience, for your employees and engage them throughout the process. The implementation of your strategic workplace environment is a journey that is meant to evolve over time - ensuring it’s always meeting the needs of your business and your people.
25 Change Management A new workplace will not create change – people create change. They need the right information at the right time, in the right way, before change can be fully realized. Change management is an integral part of any transformative process and must engage your people at all levels of the organization. Design Guidelines Design guidelines are developed (or refined) based on the guiding principles of your workplace strategy and will be used to bring a consistent planning approach and look and feel across your workplace environments.
Design + Construction HOK prides itself on finding the appropriate design solution tailored to your needs and aesthetics. We do not have a prescribed design style that we imprint onto a project. We have no preconceived notion of what the client’s future workplace should be; our job is to go on a journey with our you to discover what the right qualities are in the visual solution.
Change Management The workplace strategy activities conducted up to this phase in the process provide us with means to ascertain perceptions, concerns, and challenges that change brings to the affected individuals and groups. We use a variety of tools to help evaluate change readiness, identify key stakeholders and assess their interest, commitment, support or resistance. We develop engagement and mitigation strategies for the project, identify change champions and resisters, and initiate the means to monitor progress over the course of the project.
Design Guidelines The design guideline development (or refinement) process formulates the planning metrics for different space types (i.e. offices, workstations, conference rooms) to align with how employees need to use your workplace. This document incorporates guidelines for finishes, fixtures and equipment to drive efficiencies in procurement. These established guidelines streamline the implementation process, provides a consistent look and feel to your workplace and incorporates strategies that future-proof your workplace for growth and the unknown.
27 Design + Construction Our dedicated design team will be well-versed in your workplace strategy and established guidelines to streamline the implementation process. When needed, our other national office locations can be utilized to support certain scope tasks such as field verification, code review and on-site construction administration. Our team will be able to transfer much of the design-related coordination from your facilities team – freeing them up to focus on other facility-related matters.
Sabret Flocos Director of Interiors - PIC 202 944 1431 sabret.flocos@hok.com
Teresa Bridges Workplace Specialist 314 754 4099 teresa.bridges@hok.com
Kay Sargent Director of Workplace 571 329 1313 kay.sargent@hok.com