Insights from the forefront of future of work thought leadership

Technology has transformed the workplace and had a powerful impact on employee satisfaction, productivity and efficiency. Enterprise networks, mobile devices and cloud computing, in particular, mean that work is no longer a place we go: it’s what we can do – wherever. Here are a few ways technology trends are profoundly changing how and where we work.

Working remotely

Today, people no longer work solely from a single, ‘corporate’ office. They work from home, cafés, co-working spaces, meetings, public transport and while travelling.

Advances in secure corporate networking and cloud-based applications mean employees can work anywhere, anytime, from any device. This has led to increased productivity, reduced commuting stresses, greater flexibility and thus higher employee satisfaction – along with improved business operations.

Workplace flexibility

The right technology enables staff flexibility, leading to enhanced collaboration and productivity. There’s no longer a ‘one size fits all’ approach, where all employees must use the same technology; today’s working environment must identify the needs of individual roles and deliver the technology they need to do the job.

Different teams have different needs, so it’s important to consider the technology to best enable them. By giving employees the right tools to do their job more effectively, you’re creating a positive workplace culture and empowering them to take control of the way they work.

Employee mobility

The days of waiting until you get back to the office to complete tasks are long gone. Employees need to be able to access, edit, print, share, search and send information from wherever they are. Think about your technology and consider whether it measures up to today’s standards. Is it mobile-friendly and easily accessible on any device?

Consider the needs of your employees first, then the technology you need to support those needs. Think about where your employees will be working, what information they’ll need to access and who they’ll be collaborating with. The ability to be able to work from anywhere without compromising productivity is as important for your employees’ satisfaction as it is for you. New talent in the market considers mobility a given, so make sure you’re winning and keeping the best by empowering them to work the way they choose.

Virtual teams

More and more, companies are creating teams across geographic boundaries. Shared workspaces, social enterprise platforms and multi-point video conferencing make it easier for distributed teams to collaborate on tasks and deliver cost-effective opportunities for training and education.

Connection is a critical element of developing distributed teams. You’ll need to have robust systems in place and provide top internet speeds, otherwise your employees will spend more time connecting and processing, and less time communicating. Choosing the best technology for your virtual teams does not necessarily mean using the latest platform or the one with the most features. It’s all about ensuring it will best support your employees and business operations.

Looking to drive employee satisfaction and efficiency through technology? We develop strategies to align technology with your workplace design, to help your employees stay productive wherever they are. Get in touch to find out more about our technology solutions or read our Progressive Leaders Guide To The Future Of Work.

Office space size is a primary consideration when you’re relocating, renewing a commercial lease or having employees return to the workplace. The right office area not only helps your employees stay productive and efficient but can support the growth of your business in the future.

If you’re not sure how much office space you really need, here’s what we typically factor in when we’re developing a customised workplace strategy for our clients.

Your organisational strategy

What type of organisation are you? Your physical and hybrid work environment reflects your brand, intentionally or unintentionally.

The first step to calculating the space you really need is determining how your employees or customers will use the environment. What type of tasks do your employees perform and how often do they spend time at their desks each day? How much storage space do they need – physical or digital?

Is your culture fostered aroundworking collaboratively with each other where defined spaces encourage interaction, inspiration & innovation? How much storage space is required - physical or digital? You also need to consider how many meetings take place in your company, how large the meetings are and potential technologies to maximise collaborative efficiency.

Read more: How technology trends are impacting workplace design

Your business objectives

Before you get bogged down in details, it’s important to consider your overall business objectives and the purpose of your workplace relocation or redesign.

Are you hoping to improve staff productivity? Reduce building management costs? Enhance collaboration between teams? Focus the office experience towards a healthier, supportive and sustainable environment? Use your office more efficiently?

Understanding what you’re looking to achieve will help you determine how much floorspace you’ll need to achieve it.

Your spatial requirements

The Building Code of Australia requires a minimum of 10m² per person for office workers, but many companies prefer to estimate their spatial requirements at a comfortable 12 to 14m². Organisations that require more enclosed office spaces for client or acoustic privacy, such as law, psychology or accounting firms, may need to calculate their requirements at 14 to 18m² per employee.

These figures are based on approximate net lettable area's and don’t include common building core zones such as kitchens, bathrooms, shared corridors, or lift lobby areas. They’re just estimations, so it’s best to talk to a workplace designer to get an accurate estimate before renting or buying new office space.

Read more: Top tips for budgeting an office move

Your future needs

As well as thinking about your current needs, it’s essential to consider the future needs of your business.

The only constant we can count on is change. Many commercial leases run for three years or more – which is an age in today’s fast paced world.

You’ll need to ensure capacity for additional employees if you’re thinking of expansion or operational consolidation. You should also consider how much office space you’ll need if you downsize, automate workflows, divest or outsource business functions, merge with another company or undergo a restructure where teams will grow or change in size.

The amount of space you need for technology is also likely to change in the future, particularly if you’re planning to move your IT infrastructure into the cloud or relocate your data centre operations offsite. By considering how your business will look in three, five or even 10 years’ time, you’re in a better position to choose a workplace flexible enough to grow and change as your business does. How can you create a workplace flexible enough to accommodate the future?

Need expert advice in developing a workplace strategy and design to make the right decision on the size of your next office move?

Read about how workplace design influences to enhance wellness and wellbeing in the workplace below or contact us and discover how we can help.

Many people underestimate the time it takes for an office relocation and end up stressed, over budget and behind schedule. The key to avoiding this?

Effective planning.

We recommend you start reviewing your options around 12 to 18 months before your existing office lease expires, regardless of whether you are renewing, renegotiating or relocating.

If you’ve decided to relocate your office, here’s a general timeline of activity to help you stay on time and on budget.

Develop a workplace strategy: 2-4 weeks

Before starting your search for a property, it’s best to undertake a workplace strategy. This will help you define the goals of the business and understand what kind of space will support your business now and in the future. Your workplace strategy will include a needs analysis, an accommodation analysis and a location feasibility study. This process generally takes around two to four weeks, and is well worth it.

Search for a property & lease space: 6-9 months

Finding the right space can take time, but it’s an important decision that will affect the long-term success of your business, so it’s important to be patient. Your workplace strategy will help you narrow down options for your new space.

The next steps are to:

• Inspect potential properties
• Submit offers for short-listed properties and start negotiations
• Choose your preferred property and finalise negotiations
• Conduct spatial test fits and a building evaluation
• Provide final approval and sign the lease

Design your space: 8-10 weeks

Once you’ve leased your property, it’s time to start planning what is required in the new premises. You should start with an in-depth briefing and a needs analysis with a design consultancy firm.

Get fees from a number of design consultancy firms, preferably ones with the capacity to build, as this will make for a smoother refurbishment process. Once you’ve chosen your preferred design, develop contract schedules and seek any statutory approvals required.

Delivery: 10-12 weeks

Don’t underestimate the time it will take to have all furniture and fittings delivered and installed. Renovation works like reflooring and painting should be factored into your timeline.

The big move: 2-4 weeks

Planning ahead will help you minimise downtime and ensure your team can set up their workspaces and get settled in with a minimum of fuss. You’ll need to work closely with your delivery team to ensure they move items at a suitable time and place them in the correct position.

Account for extra contractors you may need to set up and test your IT networks and phone systems so your staff can get on with their work in the new office fast. This is especially critical if you are taking existing equipment from old office to new; if it’s nearing end of life (or end of lease) consider replacing it.

Need more? Check out our ultimate guide to planning your office move

Common mistakes to avoid when moving offices

When it comes to office relocations, even the smallest mistakes can make a big impact. A collaborative effort is required from key people in your organisation, as well as external stakeholders.

Here are some of the most common mistakes we see in office moves:

• Lack of planning or preparation, or leaving  it too late, resulting in hasty decisions, increased costs and fewer options when it comes to service providers
• Not having a budget, or having unrealistic expectations about costs
• Lacking the right advice and expertise in place, leading to poor communication and expensive mistakes

Contact us for a free consultation to discuss your relocation or workplace strategy needs.