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Flexible Workspace ConceptsHow to improve flexibility, efficiency and communication

Flexible Workspace ConceptsHow to improve flexibility, efficiency and communication

Welcome to Alcatel–Lucent@KievitpleinAntwerp, Belgium

2 | ALL RIGHTS RESERVED. COPYRIGHT © ALCATEL-LUCENT 2011.

September 20124 buildings – 35.500 m2 – hosts 1800 people

September 20124 buildings – 35.500 m2 – hosts 1800 people

Project targets:

• Need for high flexibility because

Continuous organisation changes 50 – 60 projects in parallel in different lifecycle phases.

Project : Alcatel- on-the –move 2005-2006

3 | ALL RIGHTS RESERVED. COPYRIGHT © ALCATEL-LUCENT 2011.3

phases.

resulting in 150-200% churn

• Move to Kievitplein is a cost improvement project low facility management cost

> More people in Antwerp than in original budgetAlcatel Bell + contractors = 1900 personsOnly 1700 workplaces in budget

Net Missing1800 m²

Space problem urges for new solution

Project : Alcatel- on-the –move 2005 - 2006

4 | ALL RIGHTS RESERVED. COPYRIGHT © ALCATEL-LUCENT 2011.4

Only 1700 workplaces in budgetOne workplace is 㼼 9 m²

Net Missing1456 m²

Space allocationLab’s + secured rooms + storage rooms extra needsdue to new activities

Total net missing = 1800 m² + 1456 m² = 3256 m²

Total gross missing = 3256 m² * 1,67 = 5438 m²

Business results: Fostering a culture of excellence

•

• Functionally driven

• Project teamwork

• Maximum Flexibility

Conceived to think and work differently

Working environment


• Transparent communications technology

• High quality office space

• Integrated lab infrastructure

• Future proof IT Infrastructure

• Full sharing using team bases• team members are together when in the office

• team zones contain all necessary elements to support the various activities

• teams share all information and space

Assign workspace to groups instead of individuals


• teams share all information and space culture of openness and sharing knowledge building

• core of team base is “hard”, boundaries are “soft” • better statistics of occupancy

• easier collaboration of neighbouring teams

The working environment

• Today’s knowledge worker’s environment consists of two parts:


a digital onea physical and

A culture of sharing

• Open collaborative team environments enhance the team learning and the personal development

4 Goals and evaluation schemes should stress groups results and team behavior

4 Together they can create a workplace


4 Together they can create a workplace culture that supports learning, cooperation and openness

4 Only if the digital and physical part of the working environment are in line with each other, the organization can generate maximum performance

Occupancy Principles: The dynamic Workspace –ALU Enterprise 2.0• An agile, Open-plan environment, supporting collaboration &

innovation

• Activity-driven work environment, based on the generic office concept

• Mix of closed & open workspace workplaces, quiet rooms & teaming areas

• Technical workplaces (see The language of workplace strategy)

• Informal, attractive break areas

• Space assignment to teams, creating neighborhoods & adjacencies ,


• Space assignment to teams, creating neighborhoods & adjacencies , supporting mobility, flexibility, productivity

• Shared environment, guarantees an efficient usage of the space & the facilities

• Limited, individual assigned workplaces –driven by functional needs e.g. the Technical workplaces

• Enabled by Web2.0 Technology; Training & Communication as support

• Everybody participates – Management leads by example

What tools will support our ALU Enterprise 2.0 objectives?• A portable PC

• 19’’ TFT screens at 65% of the desks

• Fixed IP phones (with easy login/logout)

• Headsets for the fixed phones (if required)

• Software on PC to manage the phone


• Software on PC to manage the phone

• Telephony over the PC (if required)

• Headsets for telephony over the PC (if required)

• LAN and WLAN

• Easy print environment

• Collaboration tools(Engage, Web conf.& IM, Sharepoint..)Remark: home workers and travelers can use the “Telephony over PC” infrastructure remotely too. At the office they have the freedom of choice between fixed phone or “Telephony over PC”

Information management kievitpleinGoal

4 To allow for the required flexibility & mobility we need to reduce the paper information

4Target average 1.5 m/person(individual+ team info)

4 To optimize the collaboration & knowledge sharing we need to bring the information as much as possible at team level


to bring the information as much as possible at team level

4 To allow an efficient consultation we need to structure the information

4 To support and stimulate digital working

• Clean Desk

clean up of desk when half a day not at working place

• No storage of personal and/or group information at workplaces or in consultation rooms

place must be available for others when not used

Basic rules for desk sharing


place must be available for others when not used

• Guaranteed availability

100% participation100% availability when not used (real clean desk)

Flex officeClean desk principle


2 network connections2 Phones

1 TFT screen8 powerconnections

ICT @ Flex Office Concept - General


Personal items :- Laptop + adapter + cable- Keyboard + mouse- Security lock- Flex top- Carrier bag

Items for the desk :- Network cables- Power connections- Fixed phones- Screens (partial)

4+1 network connections4 Phones

TFT screens(partial)16 powerconnections

NO personal items are left on desks

Basic Module 20 workplaces – 12 usable sqm/WProll out over the building of basic module with right mix of activity blocks

Activity blocks Generic module

Workplace in open space

Booths(semi-closed

Workspace)


Small closed room

Medium size closed room

Small consultation roomSmall consultation room

Generic Floor Lay-out - Integrated lab environmentT3 Lab workplaces T4 Server room


Small consultation roomSmall consultation room

Open workplaceBooth

Big consultation room

Cabinets for storage

Lab Environment

• 8000 m2 lab environment,includes

• T4 Lab/Server rooms

• T3- lab workplaces

• Customer test rooms

• IP Transformation Centre & Demo Centre


Centre

• All labs fully interconnected

Set up time & cost for new lab environment

reduced by 90%

General Office Etiquette for Flexible Workspace

• Everybody is engaged to join the concept• Clean desk/office principle is a corner stone

• Cleaning up in the evening, personal items in locker- other items in cupboard• Also in case we do not use the workspace for half a day e.g in the

afternoon • Consultation rooms are cleaned up after usage e.g. removal of coffee


• Consultation rooms are cleaned up after usage e.g. removal of coffee cups, papers etc

• Workplaces in the open space are the basis• Noisy activities such as conference calls, long telephone calls,

meetings, ad-hoc gatherings - are reserved for the closed consultation rooms keeping the atmosphere in the open office space quite and dimmed

• Information is kept in digital format & shared by the teams to a maximum extend

• One talks to each other in case those engagements are not met; continual infringements are discussed in the teams and seized

Status mid 2012 OBJECTIVES, defined at the start of “Alcatel-on-the-move” project , have been REALIZED

• Kievitplein has become the Reference site within Alcatel-Lucent, related to• Cost ( Euro/Sqm; Euro/HC)

• Efficient usage of Sqm (Sqm/HC)

• Flexibility has proven to work• In 2006 : 2100 people occupy 1770 workplaces and use 299 Multifunctional Closed Rooms

• Mid 2008: Seamless integration of the fLucent people


• Mid 2008: Seamless integration of the fLucent people

• In 2010 : space reduced with 4500 sqm, 2000 people occupy 1570 workplaces and use 254 closed rooms

• Several structural organization changes have been anticipated at almost no cost(only some labor costs in order to move boxes); On top, daily people-moves are monitored at no cost

• Communication & cooperation amongst colleagues has improved(ref.Survey)

• Generic approach (lab consolidations,Generic cabling,standardized floor lay-outs) works

• No floor customizations have been done, despite many org. changes(COST SAVING!)

• Lab consolidation & standardizations :27 independent labs consolidated into 1 virtual lab space(spread over 7 floors & 2 buildings)

Status mid 2012 Key success Factors

• Concept could survive thanks to the management support • Think and act consequent, in line with the concept (despite many changes at the top)

• Driving force and strong believers in the Real Estate & Facility Management organisation

• Time has proven that this was a good concept => acceptance by people• We were pioneers, today “Het-nieuwe-werken” becomes the standard

• General acceptance of home working supports the concept


• General acceptance of home working supports the concept

• The concepts supports “The Global Company “ - people can work from any place for any team in the world

Status mid 2012 Pitfalls - Difficulties

• Change Management : a continuous effort • Monitor presence & keep “need” for sharing

• Monitor behavior and act promptly if not acceptable but we are not the “police”

• Needs are changing – how to react• Increase of number of conf.calls due to the The Global Company increases the demand for closed

rooms , how to anticipate without repartitioning

New R&D development processes – Agile Development – how to comply with those extended needs


• New R&D development processes – Agile Development – how to comply with those extended needs

• Customisations – think twice• Teams might have different needs, some flexibility improves the acceptance by the people but

increases room for discussions & costs• E.g. how to book closed rooms => set by the teams on the Floor, but what if I change team => new “rules “?

• Height of partitions could be chosen by the teams => what if teams change floor ?

Alcatel-Lucent@Kievitplein: building occupancy evolution

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Building occupation

Flex office environment in Alcatel-Lucent Hoofddorp - The Netherlands April 2012


Flex office environment in Alcatel-Lucent Bratislava-Slovakia


Visitor/business center

Flex office environment in Alcatel-Lucent Russia - Moscow


Flex office environment in Alcatel-Lucent Italy - Roma


Flex office environment in Alcatel-Lucent Spain – Madrid
