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230413 start2nwow casealcatellucent

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  • 1. Flexible Workspace ConceptsHow to improve flexibility, efficiency and communicationFlexible Workspace ConceptsHow to improve flexibility, efficiency and communication
  • 2. Welcome to Alcatel–Lucent@KievitpleinAntwerp, Belgium2 | ALL RIGHTS RESERVED. COPYRIGHT © ALCATEL-LUCENT 2011.September 20124 buildings – 35.500 m2 – hosts 1800 peopleSeptember 20124 buildings – 35.500 m2 – hosts 1800 people
  • 3. Project targets:• Need for high flexibility because Continuous organisation changes 50 – 60 projects in parallel in different lifecyclephases.Project : Alcatel- on-the –move 2005-20063 | ALL RIGHTS RESERVED. COPYRIGHT © ALCATEL-LUCENT 2011.3phases.resulting in 150-200% churn• Move to Kievitplein is a cost improvement project low facility management cost
  • 4. > More people in Antwerpthan in original budgetAlcatel Bell + contractors = 1900 personsOnly 1700 workplaces in budget Net Missing1800 m²Space problem urges for new solutionProject : Alcatel- on-the –move 2005 - 20064 | ALL RIGHTS RESERVED. COPYRIGHT © ALCATEL-LUCENT 2011.4Only 1700 workplaces in budgetOne workplace is 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 m²Total gross missing = 3256 m² * 1,67 = 5438 m²
  • 5. Business results: Fostering a culture of excellence•• Functionally driven• Project teamwork• Maximum FlexibilityConceived tothink and work differentlyWorking environment5 | ALL RIGHTS RESERVED. COPYRIGHT © ALCATEL-LUCENT 2011.• Transparent communicationstechnology• High quality office space• Integrated lab infrastructure• Future proof IT Infrastructure
  • 6. • Full sharing using team bases• team members are together when in the office• team zones contain all necessary elements to support thevarious activities• teams share all information and spaceAssign workspace to groups instead of individuals6 | ALL RIGHTS RESERVED. COPYRIGHT © ALCATEL-LUCENT 2011.• 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
  • 7. The workingenvironment• Today’s knowledge worker’s environment consists of two parts:7 | ALL RIGHTS RESERVED. COPYRIGHT © ALCATEL-LUCENT 2011.a digital onea physical and
  • 8. A culture of sharing• Open collaborative team environments enhancethe team learning and the personal development4 Goals and evaluation schemes shouldstress groups results and team behavior4 Together they can create a workplace8 | ALL RIGHTS RESERVED. COPYRIGHT © ALCATEL-LUCENT 2011.4 Together they can create a workplaceculture that supports learning, cooperationand openness4 Only if the digital and physical part of theworking environment are in line with eachother, the organization can generatemaximum performance
  • 9. Occupancy Principles: The dynamicWorkspace –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 ,9 | ALL RIGHTS RESERVED. COPYRIGHT © ALCATEL-LUCENT 2011.• Space assignment to teams, creating neighborhoods & adjacencies ,supporting mobility, flexibility, productivity• Shared environment, guarantees an efficient usage of the space & thefacilities• Limited, individual assigned workplaces –driven by functional needs e.g. theTechnical workplaces• Enabled by Web2.0 Technology; Training & Communication as support• Everybody participates – Management leads by example
  • 10. What tools will support our ALU Enterprise 2.0objectives?• 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 phone10 | ALL RIGHTS RESERVED. COPYRIGHT © ALCATEL-LUCENT 2011.• 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. Atthe office they have the freedom of choice between fixed phone or “Telephony over PC”
  • 11. Information management kievitpleinGoal4 To allow for the required flexibility & mobility we need toreduce the paper information4Target average 1.5 m/person(individual+ team info)4 To optimize the collaboration & knowledge sharing we needto bring the information as much as possible at team level11 | ALL RIGHTS RESERVED. COPYRIGHT © ALCATEL-LUCENT 2011.to bring the information as much as possible at team level4 To allow an efficient consultation we need to structure theinformation4 To support and stimulate digital working
  • 12. • Clean Desk clean up of desk when half a daynot at working place• No storage of personal and/or group informationat workplaces or in consultation rooms place must be available for others when not usedBasic rules for desk sharing12 | ALL RIGHTS RESERVED. COPYRIGHT © ALCATEL-LUCENT 2011. place must be available for others when not used• Guaranteed availability100% participation100% availability when not used (real clean desk)
  • 13. Flex officeClean desk principle13 | ALL RIGHTS RESERVED. COPYRIGHT © ALCATEL-LUCENT 2011.
  • 14. 2 network connections2 Phones1 TFT screen8 powerconnectionsICT @ Flex Office Concept- General14 | ALL RIGHTS RESERVED. COPYRIGHT © ALCATEL-LUCENT 2011.Personal items :- Laptop + adapter + cable- Keyboard + mouse- Security lock- Flex top- Carrier bagItems for the desk :- Network cables- Power connections- Fixed phones- Screens (partial)4+1 network connections4 PhonesTFT screens(partial)16 powerconnectionsNO personal items are left on desks
  • 15. Basic Module 20 workplaces – 12 usable sqm/WProll out over the building of basic module with right mix of activity blocksActivity blocks Generic moduleWorkplace in open spaceBooths(semi-closedWorkspace)15 | ALL RIGHTS RESERVED. COPYRIGHT © ALCATEL-LUCENT 2011.Small closed roomMedium size closed room
  • 16. Small consultation roomSmall consultation roomGeneric Floor Lay-out - Integrated lab environmentT3 Lab workplaces T4 Server room16 | ALL RIGHTS RESERVED. COPYRIGHT © ALCATEL-LUCENT 2011.Small consultation roomSmall consultation roomOpen workplaceBoothBig consultation roomCabinets for storage
  • 17. Lab Environment• 8000 m2 lab environment,includes• T4 Lab/Server rooms• T3- lab workplaces• Customer test rooms• IP Transformation Centre & DemoCentre17 | ALL RIGHTS RESERVED. COPYRIGHT © ALCATEL-LUCENT 2011.Centre• All labs fully interconnectedSet up time & cost for new lab environmentreduced by 90%
  • 18. 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 incupboard• Also in case we do not use the workspace for half a day e.g in theafternoon• Consultation rooms are cleaned up after usage e.g. removal of coffee18 | ALL RIGHTS RESERVED. COPYRIGHT © ALCATEL-LUCENT 2011.• Consultation rooms are cleaned up after usage e.g. removal of coffeecups, 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 consultationrooms keeping the atmosphere in the open office space quite anddimmed• Information is kept in digital format & shared by the teams to amaximum extend• One talks to each other in case those engagements are not met;continual infringements are discussed in the teams and seized
  • 19. Status mid 2012OBJECTIVES, 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 people19 | ALL RIGHTS RESERVED. COPYRIGHT © ALCATEL-LUCENT 2011.• Mid 2008: Seamless integration of the fLucent people• In 2010 : space reduced with 4500 sqm, 2000 people occupy 1570 workplaces and use 254 closedrooms• Several structural organization changes have been anticipated at almost no cost(only some laborcosts 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 labspace(spread over 7 floors & 2 buildings)
  • 20. Status mid 2012Key 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 concept20 | ALL RIGHTS RESERVED. COPYRIGHT © ALCATEL-LUCENT 2011.• General acceptance of home working supports the concept• The concepts supports “The Global Company “ - people can work from any place for any team inthe world
  • 21. Status mid 2012Pitfalls - 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 closedrooms , how to anticipate without repartitioningNew R&D development processes – Agile Development – how to comply with those extended needs21 | ALL RIGHTS RESERVED. COPYRIGHT © ALCATEL-LUCENT 2011.• 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 butincreases 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 ?
  • 22. Alcatel-Lucent@Kievitplein: building occupancy evolution05001000150020002500MaDiWoeDoVrTot.pop0%10%20%30%40%50%60%70%80%PresencePresence in the building22 | ALL RIGHTS RESERVED. COPYRIGHT © ALCATEL-LUCENT 2011.Target:1,20Dec06Jun07Nov07Apr08Sep08Jan09Jun09Nov09Mar10Sep10Jan11Oct11Jan12Jun120,000,200,400,600,801,001,201,40Dec06Jun07Nov07Apr08Sep08Jan09Jun09Nov09Mar10Sep10jan11Oct11jan12jun12MaDiWoeDoVrHeads/seatBuilding occupation
  • 23. Flex office environment in Alcatel-LucentHoofddorp - The Netherlands April 201223 | ALL RIGHTS RESERVED. COPYRIGHT © ALCATEL-LUCENT 2011.
  • 24. Flex office environment in Alcatel-LucentBratislava-Slovakia24 | ALL RIGHTS RESERVED. COPYRIGHT © ALCATEL-LUCENT 2011.Visitor/business center
  • 25. Flex office environment in Alcatel-LucentRussia - Moscow25 | ALL RIGHTS RESERVED. COPYRIGHT © ALCATEL-LUCENT 2011.
  • 26. Flex office environment in Alcatel-LucentItaly - Roma26 | ALL RIGHTS RESERVED. COPYRIGHT © ALCATEL-LUCENT 2011.
  • 27. Flex office environment in Alcatel-LucentSpain – Madrid27 | ALL RIGHTS RESERVED. COPYRIGHT © ALCATEL-LUCENT 2011.