ACTIVITY BASED OFFICE There is a lot of changes in working culture – and these are seen by us as a thrilling opportunity. The spread of mobile working enables not only more effective use of space but also more extensive changes in work practices. There has been a move from personal rooms to open plan offices, and today we are experiencing the boom of so called activity based offices. This trend has reduced the size and number of individual work desks. Work involves a lot of different types of meetings and interactive situations.

NEW WAY OF WORKING anywhere anytime growing importance of social interactions - work is done in many different places; home, cafe's, office, car, airport etc. - traditional 9 to 5 working day will disappear - office will be more like a meeting place - work is measured through tasks, not through working hours - huge change in management culture 50 -luku

REVOLUTION OF WORK 2010 – activity based office 2000 – mobile work in office 1970 – personal rooms, 1980 - computers 1920 – industrial open plan office 1940 – manager’s rooms 1960 – office landscape 1920’s – Large open plan offices - desks were arranged in industrial manner. Work was efficient / closely controlled. (America). 1940’s – Managers move to personal office rooms. Own room becomes a status symbol. - (Martela was founded in 1945). 1960’s – German ’Bureaulandschaft’, Office landscape, lowers hierarchy in the office and supports team work. (> also in N-Europe). 1970’s – Because of strentghtened employee rights - the office landscape less popular.1980’s – Economic growth and new technology 2000’s – Through mobile technology - workers were able to carry the office with them. There was less need for physical space. The Northern way to design spaces for different work tasks became more common. 50 -luku

IMPORTANCE OF SPACES communicate values and visions Skype, Stockholm, Sweden brand building World Design Capital 2012 Helsinki, Finland 50 -luku role in competing for the best employees Lego, Billund, Denmark companies can communicate about their values and visions through their spaces – and show appreciation of the employees spaces are an important part of the brand of the corporation spaces will be more important in the tough competition of best employees

CONCEPT FOR ACTIVITY BASED OFFICE: Our concept to ABO We have developed it during past years within close cooperation with different professionals.

CONCEPT IDEA The office is still the core of working environment The office floor plan is based on user studies Visually inspiring Instead of a standardised workstations, there are various possibilities for individual work, as well as a variety of places for different encounters Facilities to support the new way of working The whole office is being used as a workspace Efficiency and space-saving The office is still the core of working environment The office floor plan is based on user studies Visually inspiring There are various possibilities for individual work Facilities to support the new way of working The whole office is being used as a workspace Efficiency and space-saving

BENEFITS ALL WORKING DAY Employee self estimate Away Temporarily away Collaboration Individual work Activity Based Office can increase space utilization efficiency by up to 40 percent. Workspace Oy ja Rapal Oy, 2011. If the in addition the energy efficiency of the is significantly improved, the carbon footprint of the real estate may decrease by 70% According to studies, activity based offices Improve work efficiency and well-being at work. Improves information flow between people - less unnecessary interruptions. Facility related costs are reduced as the need for space is reduced to match the real need. about WORKING DAY survey (Finnish Board of Education, Facilities utilisation study) Senaatti-kiinteistöt / DEGW, 2006

MANY DIMENSIONS Inspiring Office is a model for flexible space planning. It can be viewed from different viewpoints: And of course – the target is that it provides solutions for both the company’s and the individual’s needs.

MANY DIMENSIONS Specifying Planning Implementation Maintenance Recycling Public Semi-public Private Free interaction Intensive collaboration Intensive individual work Short term drop-in Seating Tables Storage Space dividers Other furniture Social Physical Virtual Anchors Connectors Collectors Navigators we can look at ….different people types: navigators, anchors, connectors and collectors. from the zone perspective, the user rights and user types vary greatly between public, semi-public and private zones Or the physical, social and virtual space requirements Lifecycle of an office Furniture point of view

Anchors Connectors Collectors Navigators Anchors & Connectors both spend their time in the office Collectors and Navigators both spend their time in the field Mobile employees mainly come to their office in order to meet members of their work teams Designers of office premises must also be familiar with the work profile of mobile employees The four personalities comes from a study conducted by The Finnish Institute of Occupational Health, 2012. Martela was taking part in the study.

ANCHORS spend all their days in the office, doing most of their work while sitting behind their desks ergonomic solutions play an important role in the design of anchors’ workstations as many of the tasks require concentration there should not be any sources of distraction in the surroundings spend all their days in the office, sitting behind their desks ergonomic solutions play an important role in the workstations anchors should have an operating environment with only a minimum amount of negative distractions Chief Accountant, …..

CONNECTORS spend half their working days in different premises of the organisation, such as conference rooms, cafes and at their colleagues’ workstations a connector’s workstation must contribute to interaction and collaboration and in its design consideration should be given to virtual links and the physical space itself the workstation must provide a venue for brainstorming and planning sessions and it must also be possible to leave marks of this work, such as wall boards describing different stages of a project Connectors spend half their working days in different premises of the organisation They ‘leave their coat on the back of their chair and go’. In their work, the focus is on interaction inside the organisation and collaboration between different departments of the organisation. Product Development Manager … the workstation must provide a venue also for brainstorming and planning sessions

COLLECTORS are responsible for the organisation’s relationship with the outside world spend at least half their working week in meetings with customers, in other offices of the organisation or in what are called third places, such as cafes and clubs the office provides them with an important fixture around which their working week revolves a collector’s workstation must be suited for both efficient interaction and concentration collectors bring important information, business and new contacts to the office. Collectors are constantly on the move and in constant communication with others. Sales people Workstation must be suited for both efficient interaction and concentration – interactive hot desking alone is not enough

NAVIGATORS are often the key persons of the organisation and they have extensive responsibilities in their own office, navigators are considered as ‘visitors’ the office must be flexible and it must be possible to set up the workstation quickly and easily premises solutions also help to achieve a situation where navigators do not consider themselves as ‘undesired visitors’ key persons of the organisation business developers The office must be flexible We should aim to achieve a situation where navigators do not consider themselves as ‘undesired visitors’

WHICH GROUP DO YOU BELONG ? Now question: if you are to put yourself in one of the mentioned personalities – where would you belong? Anchors Connectors Collectors Navigators

Public Semi-public Private The degree of openness of each zone depends on who is allowed to work there Public Semi-public Private The three zones comes from a study conducted by The Finnish Institute of Occupational Health, 2012 where we took part.

PUBLIC ZONE open to everybody and its premises and services are accessible to all in accordance with jointly agreed rules often a customer service space for external or internal customers often houses conference facilities and facilities for joint activities and premises that go together with them, such as entrance halls, exhibition rooms and cafes open to everybody in accordance with jointly agreed rules often a customer service space for external or internal customers

Entrance hall

Entrance hall

Entrance – waiting area

Cafe

Entrance – waiting area

SEMI-PUBLIC ZONE often consists of different types of conference and meeting centre, cafes, etc. zone is used by invited guests and the organisation’s own members and it also provides a venue for representative purposes includes open workstations, conference rooms, the staff rooms and corridors Zone is used by invited guests and the organisation’s own members Also used for representative purposes

Meeting room

Staff room

Conference room

Auditorium

Staff room

PRIVATE ZONE reserved for personnel and it is used by all staff members visitors may not enter the private zone the zone may have areas where distractions are permitted but also areas where distractions are not allowed typically includes project rooms, quiet workspaces and walled offices Only for own staff. Interference is the biggest ergonomic problem in open plan office According to different studies we spend approx. 25% of our time dealing with unnecessary interruptions. (2009, Basex)

Library – quiet workspace The instructions should have a positive tone; instead of stating ‘No talking’, we should say ‘Here you can concentrate on your work’.

Project room

Quiet workspace

Small and single rooms

Telephone booth

2. FLOOR 4. FLOOR 20% saving of space 1. FLOOR BASEMENT 3. FLOOR

REALISATION OF ACTIVITY BASED OFFICE The implementation starts with defining the need.

REALISATION OF ACTIVITY BASED OFFICE The office has to be living - the office has to change as the need and working changes! The current status must be measured and reported. After implementation, measurements must be done again. Corrective actions must be made if needed. In the long run, measurements should be done with chosen intervals in order to recognise the need for change and plan and implement required changes. .

FURNITURE SOLUTIONS More interaction Less concentration More concentration Less interaction

FURNITURE SOLUTIONS More interaction Less concentration More concentration Less interaction

ELEMENTS OF SUCCESSFUL ACTIVITY BASED OFFICE* Activity Based Office is the platform for various interactions and functions for the knowledge workers, as well as their customers and other stakeholders. Employees are satisfied with the Activity Based Office when they have the opportunity to withdraw to areas of quiet work or spaces supporting privacy. Activity Based Offices aim for facilities high utilization rate that support various activities. A common set of rules enhance the use of Activity Based Office. Activity Based Office is the platform for various interactions and functions for the knowledge workers, as well as their customers and other stakeholders. Employees are satisfied with the Activity Based Office when they have the opportunity to withdraw to areas of quiet work or spaces supporting privacy. Activity Based Offices aim for facilities high utilization rate that support various activities. A common set of rules enhance the use of Activity Based Office. User-driven Facilities, Finnish Institute of Occupational Health, 2012 *User-driven Facilities, Finnish Institute of Occupational Health, 2012

Working environment for 28 persons 14 fixed work stations High mobility, high flexibility IT COMPANY Working environment for 28 persons 14 fixed work stations

Working environment for 28 persons 24 fixed work stations No mobility, high privacy LAWYER´S OFFICE Working environment for 28 persons 24 fixed work stations

Working environment for 20 persons 5 fixed work stations High customer focus, representation NOTE - if you are to loose your own workstation in new ABO – you are getting many different ones instead ! SALES COMPANY Working environment for 20 persons 5 fixed work stations

In the end – video of one of our customer, a big bank HQ for 2000 people, which we are to complete in the end of 2013. Enjoy this Activity Based Office animation film done by the architect office.