Building Modern Work Environments

“we must attract and retain talent by adopting innovative workplace strategies that support the state’s organizational mission, flexibility, and mobility in the workplace; create modern work environments; and reflect organizational cultures that align with the changing expectations of employees and our customers…”Governor Jay Inslee, Executive Order 16-07

YOUR PRESENTERSCarol Schwinne Robin VazquezState of GeorgiaDepartment of Audits and AccountsDirector of Administration

State of Washington Office of Financial Management –State HRWorkforce Strategies Section Chief

Presentation Focus The Workplace◦ Physical workspace◦ Well-being of Employee

Technology◦ Hardware◦ Software

Freedom of Mobility Other Considerations

Policies◦ Flexible Scheduling◦ Telework and Mobile Work◦ Infants at Work

Engagement Culture◦ Feedback culture of coaching

and continuous improvement

There will be time for discussion toward the end of the presentation

A Modern Workspace Evolves over time as the needs of the

organization and its people change; Real estate is optimized; There is a focus on employee wellbeing; Since the needs of the employees are not the

same, the space is not all the same; and Intended to foster high levels of employee

engagement

Cognitive

EmotionalPhysical

Wellbeing

Key Principle #1

Design a workplace that supports employee wellbeing

Key Principle #1Be Healthier: Support Movement; good

posture; comfort

Think Better: Support the need for rejuvenation where teams and individuals

can think clearly and solve problems

Feel Better: Support the social nature of work by creating spaces that nurture a

sense of belonging

Physical

Cognitive

Emotional

Presence

PrivacyPosture

Key Principle #2

Create a Range of Options within the Workplace

Ecosystem of Spaces

Key Principle #2Movement + Variety: Encourage regular

movement and offer options for people to work

Digital +Analog; Physical + Virtual: Spaces should enable quality interaction for those

present and those virtual

Focus + Rejuvenation: Workspaces should provide places that offer varying ways to

achieve privacy

Posture

Presence

Privacy

Our Collaboration Space

Our Workspace

Our Space for Relaxation

Have the Right Technology Stay up-to-date with technology

Don’t assume everyone needs the same technology

Allow for mobile technology

Ensure resources are easy to find and access

Find new ways to get your message across –podcasts, twitter, etc.

Use Skype, Teams, Zoom

Freedom of Mobility Work where you need to get the job done most

efficiently, both in and out of the office

Easy access to technology wherever you work◦ VPNs◦ Agency mobile devices to support productivity◦ Electronic workpapers

Dress for your Day – rather than be bound by a strict dress code

Communication is essential when operating with a mobile workforce

Other tools and considerations: Supporting a healthy workplace On-site gym

Making healthy snack options available to team

Allow staff time to walk each day

Ergonomic furniture

Attendance Check

Modern Work Policies Flexible Scheduling

Telework and Mobile work

Infants at Work

Flexible Scheduling: A Way to Balance Work and Life

Allows balance of personal and family obligations with their work

Can also reduce your facilities footprint, as well as reducing traffic on the roads and demand on parking infrastructure.

“…(T)hese strategies are proven to empower employees to be productive, regardless of location and time…” – Executive Order 16-07

Telework: Changing how we think about “the workplace”

Increasing telework requires agency support and mutual trust. Equipment, training and connectivity are all important, but without addressing workplace culture, the benefits of telework won’t manifest

“…(U)sing technology to support a mobile workforce will allow us to be more adaptive and responsive to customers…” –Executive Order 16-07

Telework can increase responsiveness, productivity and employee engagement.

Infants at Work: Bringing babies into WA state workplaces since 2015 Parents bring infants to

work between the ages of 6 weeks and 6 - 9 months.

24 state agencies have an IAW policy

Now a recruitment tool

“…(T)o be an employer of choice and better support the needs of multiple generations, we must provide flexibility in how, when, and where work gets done so that employees can have work/life balance…” – Executive Order 16-07

IAW: Benefits for the Employer and Worker Employees may choose to return to

work sooner Increased retention Increased employee loyalty Morale booster Lower health care costs and less

sick leave used“This program supports a positive work/life balance, honors the employee’s contribution to the department, and shows that the department practices what we encourage in our communities; supporting parent and infant bonding, parental well-being, healthy infant development, and breastfeeding.”- Dept of Health website

How can a modern work policy affect employee engagement?

A Policy-Driven Modern Workplace

Infants at Work•Supports families•Improves retention•Health benefits to employees and

babies

Telework and Mobile Work•Increases responsiveness•Drives performance focus•Requires active support and trust

Flexible Scheduling•Increases productivity•Improves work-life balance for many•Amplifies the benefits of telework

A modern workplace views an employee as a human being and individual.

It allows flexibility and provides support, so workers are more productive and engaged in their work.

A Word on COVID-19Never have modern work strategies been more necessary and valuable than right now.

“…(M)obile work, telework, and flexible work hours provide state government the ability to be resilient and responsive during emergencies and natural disasters…” – Executive Order 16-07

Discussion What does your

organization to do to better support the modern office concept and ensure continued productivity?

What impact has COVID-19 had on your workplaces?

What have you learned?