It’s also useful to carry forward an understanding of what we mean by Smarter Working. First and foremost, it is ICT enabled (Broadband in the home normally) secure connectivity with the organisations IT systems. This might be achieved via Lap Top, Tablet PC, PDA (Blackberry) or good old plain PC. Showing the laptop used by someone in a wheel chair is also highly relevant in that the same ICT enabling technologies also bring home based or local (via a Community e-work centre such as we have in Whitchurch) work opportunities to the disabled and to those with caring responsibilities. It also fits nicely with initiatives aimed at attracting more women to start up business ventures. Of necessity, many of these tend to be from home. Encouraging more flexible working practices, like job share or part time working also opens the door to getting some of those experienced people who went into (early) retirement back into the jobs market. Although there are exceptions, Hampshire and the South East has a skills shortage not surplus. Smarter Commuting is also an important strand and some of you may have become aware of the 1 st Smart-Commute Week that we staged last year (Oct 29 th to Nov 2 nd ). (Show of Hands?) The 2008 SCW takes place from 3 rd to 7 th Nov – look out for the plug later! SCW 2007 resulted in 10K + web site unique visits for instance, 270 organisations visiting our pledge your support page on the website (incl the likes of B&Q, Ordnance Survey, M&S and VT group) – and promoted alternative forms of commuting (like car share) and included a work from home day. BT, Business Link, Stage Coach Bus and WSP Group as well as HCC sponsored a Smart-Commute Day during the week. Talk to me afterwards about our ideas to build upon the concept of ‘Green Travel Plans’ and introduce ‘Business Travel Clubs’ that will include member benefits like reduced travel costs and High street discount vouchers’ Finally, is the contribution of Smarter Working and link to initiatives encouraging more sustainable business practices which Anna and other speakers will talk about in their sessions
RNM Systems are leading providers of remote working support systems including hot desk and car park booking software for larger organisations. Their research revealed 68.7% of office workers would be absent in any year. By contrast only 31.3% of home/Teleworkers are absent sick in any one year. Sickness absence due to stress related factors is estimated to cost the UK Economy £12.25 billion per annum (DwP. UK also has the longest working hours (46) in Europe and the longest commute. The Sunday Times ‘Best companies to work for’ survey this year stated that for every 2 hours commuting per week, stress levels increase by 1.25%. Given the average SE daily one way commute is 17 miles, our commute exceeds 2.2 hours per day! That’s equivalent to a stress increase of nearly 30% for the average commute. TCWO = Total Cost of Workstation Ownership – to you and me the space we work in at the office. Actium Consult have recently calculated figures for the whole of the UK. For the SE the figure is between £5 and £6k per annum. Southampton as an example was £5493. The figures include everything from rent, heat, lighting, ICT kit, security, waste disposal, furniture, office equipment etc and can be reduced by up to 50% through smarter more sustainable working and commuting practices Carbon Footprint – we normally talk about the transport contribution (air, road, rail etc, commercial and private vehicles), yet running our offices takes more than double the transport figure according to Actium Consult – Strategic Property Consultants.
Bodies like CIPD and CBI have in recent articles urged businesses to hold their nerve. Their and our message is to make down-sizing a last resort after first having explored other smarter ways of saving money. It is so true that it is people that are crucial to business success and it will be people who help businesses survive the recession and ready themselves for the recovery. Think carefully before going down the downsizing route.
These are business bottom-line impacting issues and challenges that Smarter Working helps address, especially in recessionary times. Only a few weeks ago at the Business Southampton annual conference, traffic and congestion was top of the list of business issues revealed through their survey of some 400 local businesses. I’m sure this will be mirrored in the Thames Valley and Reading in particular. Are these your key issues? Are these items that if addressed would help your business? Did you spot in the business case model the inclusion of society as a factor? The large Corporates call this CSR, but even the smallest companies have a responsibility to give a little back. Clients increasingly expect, but even more importantly it provides a real feel-good factor for staff who are more likely to be committed, loyal and ambassadors for the business.
Now let’s talk about some of the tangible benefits to be derived from Smarter Working. Can I ask especially those currently home or emote working, what they would anticipate are the main benefits for the employer? SEEDA RES aims to increase GVA by ~ 3% by 2016 . MATiSSE Pilot participants matched the productivity gain (divide by 5 for one day only per week!) The gains also help achieve the Gershon efficiency targets. More visits for instance by a social worker per day because they no longer have to first go into the office to obtain their job-sheet/case load details. Also need to consider the following: 20% of company car drivers spend > 5 hours per week stuck, unproductive in congestion Average SE weekly commute is 11.2 hours Congestion, according to RAC Foundation, is estimated to cost UK economy £20 billion per annum Skills Shortfall – Smarter working can tangibly improve HR package of employee benefits and ‘employer of choice’ perception increases diversity of skills you can attract as an employer. Wellbeing £12.5 billion per annum lost to stress/mental health related problems. FT100 survey this year has shown a direct correlation between the length of the commute and stress levels
OK, in a similar way, what do you believe are the main benefits for the employee (the home worker themselves? OK, now let’s have a look at how close to your points my bullets are… UK workers spend on average 7 hours per week commuting. In the South East that figure is nearer to 11 hours, the equivalent of 47 ‘lost’ days per annum. This tied to the fact that UK working hours are the longest in Europe (46 hours per week leads inevitably to stress related absence and a fall-off in productivity. Sickness absence costs the UK economy £12.2bn per annum. You can calculate the cost of sickness absence to your organisation by going to the website and completing the sickness absence cost calculator The latter was most recently evidenced in the Sunday Times/Best Companies Ltd survey to find the top 100 employers (large and Small) as voted for by their employees. They found that wellbeing dropped by an average of 1.2% for every 2 hours spent per week commuting. When commuting is less than 2 hours per week, 23.94% of respondents cited symptoms of ‘work related stress. For the category 14 hours + commute per week this figure rose by 30.91%. It confirms how often, the commute is the greatest element of stress and not the job itself! BTW, it is really pleasing to be able to say that MATiSSE Knowledge-Exchange Partner Taylor Made Computer Solutions (Fareham) came in a highly credible 8 th amongst the small companies with Southampton based Hill McGlynn 17 th in the big company category Satisfaction comes via being trusted (empowered) to get on with the job, measurement and reward based on job outputs (targets being met)
Some of the applications are free – like Google Mail or Google analytics for website traffic measurement) Other commonly used applications include Outlook OWA, MS SHarePoint, MeetMe or Lotus SameTime. Signupto is a well respected and extensively used permission based marketing tool – they take on ownership for such as DPA compliance and charge on a pay as you go basis. Whilst web conferencing should not replace face to face meetings, audio conferencing services like Pelican and web conferencing solutions are now very affordable (web conferencing from 10 to 20p per minute per connection and do not need specialist expertise to set-up and run. Also take a look at ‘Live View’ a web-based document and contact management system – the basic SME version is currently FREE (www.thefutureoffice.com) I am not the ICT expert, but such expertise exists amongst the Business Link e-business and innovation advisors and across the range of Knowledge-Exchange Partners that are supporting the MATiSSE Initiative. Some are here today (hands up) and all are listed on the Partners page of our website. The message here is that no longer is the home or the remote worker the poor relation in ICT terms. Nevertheless, seek independent advice, get comparative quotes, talk to the clients of your prospective suppliers and major on ease of use and don’t forget initial training and support is key (first impressions and user competence and confidence!)
Although this may vary on a case to case basis (and for a new business start-up versus a larger employer considering introducing or expanding homeworking), I have found the following are important indicators of readiness and essential for successful and sustainable (all the meanings of the word) smarter/homeworking. So just to check you were listening earlier regarding H&S – who is ultimately responsible? The employee or the employer? How will you implement and manage the day job? Where on the scale (control to trust) would you place your organisation? – are you ready to make the move – a readiness Healthcheck offered by a number of our partners may help you find out)
All these resources are on the LINKS page of the eHampshire Partnership website.
Having looked at a large company example, let’s now look closer to home at some Hampshire SME’s that are benefiting from Smarter-Working… TMCS – 5 th in recent Sunday Times small business best employer poll (out of 513 applicants) MacAllister Elliott - Permanent staff of 12 who work at the MEP Head Office in Lymington plus a further 25 to 50 staff employed on short and long-term contracts world-wide. Typical of a number of Small to Medium Enterprises, MEP had to a small degree been operating an informal home working policy prior to hearing about the MATISSE Teleworking Pilot via Business Link. The MATISSE project acted as a catalyst for the organisation to enable all those who wanted to work from home to do so, supported by processes and technology that enabled VOIP (Voice over Internet Protocol) and secure remote system access via PC, Laptop or Blackberry. Real World Trust -Ian Newman is manager of this voluntary sector organisation.Ian hoped that home based working would not only remove the daily commute, lessen interruptions and help him get on top of the increasing admin workload. His main concerns however, related to how staff would react. The results have exceeded expectations with Ian now ‘on top of the admin’ enabling actually more time with staff when he is in the office. Additional benefits have included ‘more thinking time’, financial savings (fuel and refreshments) as well as, psychologically, feeling much less stressed. The business has benefited from the greater efficiency, productivity and increased concentration levels. Ian’s staff also accepted him working occasionally from home with no negative feedback. Cobweb Solutions - With turnover expected to double over the next two to three years, the need to further increase productivity within the organisation remains paramount. Cobweb fully expect that expanded use of Smarter working techniques will feature in their plans. In readiness for this, the company’s HR team have now developed and published policies aimed at supporting and guiding employees who’s role enables them to work flexibly. Training is an important part of the mix with both managers and staff able to access information on the company’s Intranet that will help them supervise and thrive in an increasingly flexible, 24/7 working environment. Company norms include employee wide access to diaries and a results based gaoling with reviews carried out, typically, quarterly
Here is an example of one well known organisation that has done its homework. Ultimately the driver will always have to relate to efficiency and the bottom line. For HCC with 62 office buildings real-estate savings represents a major cash saving opportunity. The vision forecasts a one stop ‘public sector ‘shop’ in major towns and cities with several public sector service organisations under the one roof sharing modern flexible office accommodation. Initial deliverables from the FMWB (first quarter 08) Defined ‘working styles’ (Hampshire Workstyle!) Eligibility criteria (business case cost/benefit analysis tool) Written Policy (allowances) Intranet based guidance Management and staff learning, guidance and communication resources Recruitment materials Promotional materials Flexible working will feature in management and leadership skills development modules including all-important action (situational) based learning. A necessitated (building fabric) major refurbishment of existing HQ buildings meant Ashburton Court East was the first facility designed to accommodate the various identified working styles. The building and others like it will include social, touchdown, hot desk, team areas as well as permanent office based accommodation. A 20 to 25% reduction in building footprint is the conservative target within the next five year period
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MATiSSE Millbrook 25th Feb 09
Surviving the Credit Crunch with Smarter Working Tony Corbin – Project Manager MATiSSE (Mobile And Teleworking Initiative for a Smarter South East)
What is ‘Smarter Working? <ul><ul><li>- Occasional (or permanent) Teleworking (e.g. home, remote and collaborative working (e.g. incl smarter-work centre based) </li></ul></ul><ul><ul><li>Flexible Working (e.g. incl. flexitime/staggered hours working) </li></ul></ul><ul><ul><li>Smarter-Travel (e.g. incl. less peak-time and more sustainable travel (e.g. Car Share/Clubs & travel plans/web & video conferencing) </li></ul></ul><ul><ul><li>More sustainable office and home working practices (e.g. energy, waste, water) </li></ul></ul><ul><ul><li>Effective utilisation of Information and Communication Technology (ICT) ( including for team member and document access) </li></ul></ul>
Smarter Ways to ‘weather the storm’ <ul><li>Productivity (and wellbeing) </li></ul><ul><ul><ul><li>Office based staff are twice as likely to be absent from work as remote working staff </li></ul></ul></ul><ul><ul><ul><li>Remote working staff will typically be 20% more productive/more loyal </li></ul></ul></ul><ul><ul><ul><li>R&D, Performance Measurement </li></ul></ul></ul><ul><li>Reduce Travel Costs – </li></ul><ul><ul><ul><li>Less Business Travel - occasional use of audio/web/video conferencing; car share/car clubs; </li></ul></ul></ul><ul><ul><ul><li>Smarter commuting </li></ul></ul></ul><ul><ul><ul><li>40% of car mileage; contributes 19.7 million tonnes per annum to UK CO 2 ; ‘Each on-site parking space costs £2k PA (NBTN) </li></ul></ul></ul><ul><li>Reduce Office Costs </li></ul><ul><ul><ul><li>Workstation space total cost of ownership in SE = circa £5,500 <Actium Consult> </li></ul></ul></ul><ul><ul><ul><li>Introduce more flexible, variable-hours remote/home/work centre based working. </li></ul></ul></ul><ul><ul><ul><li>Reduce Carbon Footprint – Office space accounts for 50% of UK CO 2 emissions </li></ul></ul></ul>
More Downturn Smarter Working Choices <ul><li>Share (don’t downsize) your people – each redundancy (CIPD) average cost £16,375! </li></ul><ul><li>Reduce working hours </li></ul><ul><li>Share under-utilised work-space with partners or neighbour businesses </li></ul><ul><ul><li>average building utilisation = 50% </li></ul></ul><ul><ul><li>Buildings can contribute 50% to CO2 emissions </li></ul></ul><ul><li>Put money in YOUR and employee pockets through home- based and local work-centre utilisation </li></ul><ul><li>Develop Skills (e.g. T2G ‘Business Leader Grants’) </li></ul><ul><li>Improve performance and service levels (innovate) </li></ul>
In Troubled Times Smarter Working is even more vital… <ul><li>Retain Key Skills </li></ul><ul><li>Preserve income </li></ul><ul><li>Reduce costs </li></ul><ul><li>Competitiveness </li></ul><ul><li>Recovery readiness </li></ul><ul><li>Reduce Travel/cost of congestion </li></ul><ul><li>Waste/water/energy/fuel cost reduction </li></ul>Business Case Customers Employees Owners Society
Smarter Working Benefits for Employers <ul><li>Improved output (Productivity gains of 15 to 25%) </li></ul><ul><li>Reduced costs (e.g. office accommodation (~ 25%) or expand without additional accommodation cost!) </li></ul><ul><li>Reduced absence levels (~ 20%) </li></ul><ul><li>Attract and retain the best staff (Reduce staff turnover by ~ 25%) </li></ul><ul><li>Increased reach and hours business available to clients (ICT enabled smarter-working incl e-commerce, VOIP telephony, use of hot-spots/e-work centres) </li></ul>
Smarter Working Benefits for employees <ul><li>Better work-life balance </li></ul><ul><li>Family (carer) friendly </li></ul><ul><li>Improved health and well-being (less in the way of stress) </li></ul><ul><li>Reduced travel and work day hours </li></ul><ul><li>Money in your pocket </li></ul><ul><li>Greater job satisfaction (feel valued) </li></ul>
Appropriate Technology <ul><li>PC/Laptop/PDA? (usage/duration of use) </li></ul><ul><li>Affordable (not always the cheapest) </li></ul><ul><li>Robust (leading not bleeding edge, satisfied customers) </li></ul><ul><li>Support (SLA backed, min 7 to 7 support window) </li></ul><ul><li>Secure (SPAM, Virus, Firewall, Backed-up) </li></ul><ul><li>Ease of use (ideally same as office interface) </li></ul><ul><li>Web Based shared resources (Email, Document and List Management, calendar, conferencing. . and Instant Messaging) </li></ul><ul><li>Telephony (Follow-me single number (incl VOIP/VPN solutions) </li></ul>
Smarter Working Readiness Checklist <ul><li>Business Goal/driver </li></ul><ul><li>Measuring outputs not attendance </li></ul><ul><li>Skills in place to manage/communicate/motivate effectively </li></ul><ul><li>Work conducive, H&S compliant, energy efficient, home-office environment </li></ul><ul><li>Updated policy and procedures </li></ul><ul><li>Tax and Benefits implications understood </li></ul><ul><li>Appropriate technology/support in place </li></ul><ul><li>Eligibility (incl. For employees, who pays for what) </li></ul><ul><li>Suitability (roles, tasks and people) </li></ul><ul><li>Training Provision (Continuous Professional Development) </li></ul>
Smarter and Home Working What Will it Cost? What will you save?
Who is Saving Money? <ul><li>Local SMEs: </li></ul><ul><li>Taylor Made Computer Services (Fareham) </li></ul><ul><li>MaCallister Elliott (Lymington) </li></ul><ul><li>Real World Trust (IOW) </li></ul><ul><li>Cobweb Solutions (Fareham) </li></ul><ul><li>Focal Point Training (Shedfield) </li></ul><ul><li>Business Link Hampshire & IOW (Fareham) </li></ul><ul><li>CAL and 247 (Virtual) </li></ul><ul><li>Glasshouse Studios (Fordingbridge) </li></ul>
<ul><li>Business Driver = Strategic Accommodation Review </li></ul><ul><li>Flexible and Mobile Working Board </li></ul><ul><li>Ten Year Programme (eventually incorporating partners and other Local Authorities) </li></ul><ul><ul><li>First flexible accommodation: </li></ul></ul><ul><ul><li>50% less energy consumption </li></ul></ul><ul><ul><li>Caters for twice no. of staff </li></ul></ul><ul><ul><li>Local working potential </li></ul></ul><ul><ul><li>50% + are Smarter Working </li></ul></ul><ul><ul><li>Alternative Commute incentives </li></ul></ul>Smarter Working Examples
Questions? Download the slides from : http://www.ehampshire.org/downloads.asp Thank You! Smarter Working in Difficult Times