- Dedicate particular spaces to be used as project ‘hub’ areas for multiple projects, where temporary project teams can be cycled through as required.
- Minimise storage at individual work points by encouraging the use of centrally located team storage units, which will reduce clutter and free up space in the work areas.
- The workplace should have a generic fit-out to make it easy for different agencies to share the space or for agencies to shift from one space to another with minimal modification. Choices for staff
- As much as possible, staff should be able and encouraged to work anywhere, including outside the building, to maximise productivity – so long as security and confidentiality is not compromised.
- A clear desk policy will allow workstations to be used by multiple users and assist with information security.
Migrating work environments
- The work environment within a building should be set up so that staff can easily move their own equipment and files to a new location or touchdown area within the building with minimal assistance, such as from IT or facilities staff.
- Any internal tenancy signage and other branding should be designed to be easy to move.
- External signs and other branding elements within a government office building should apply New Zealand Government branding, with agency brands secondary.
Office design scenario: using technology, mobility and adaptability
Managing space use and growth
A governance group of representatives, from each team within the floor or building, should be established to ensure that teams comply with an agency’s space policy, occupancy model or workplace guidelines. They also help to ensure the ongoing success of the space by:
- Ensuring all teams are able to make optimal use of the building and resources
- Increasing awareness of and promoting the best use of resources
- Establishing protocols and empowering leaders to ‘self-govern’ the working environment
- Ensuring alignment with behaviours and protocols established for the space
- Feeding back to property/facilities management business changes that may impact space usage or allocation needs
- Having active governance means the environment continues to best meet the needs of the organisation and that continues to provide the right types and proportions of space.