A presentation that formed the backdrop of a workshop I ran for the NetIKX group in early 2014. It explored why it is important for organisations to consider how they organise their working environment, what works and what doesn't. Well attended and an interesting set of conversations (you'd expect that with Harold Jarche and David Gurteen in the audience - an accompanying report was made available - here's the link: http://www.scribd.com/doc/205349954/when-space-matters-and-the-role-of-orchestrated-serendipity-survey-and-workshop-findings

1. when the journey is as important as the destination
why space matters for innovation and Knowledge Management
a presentation to NetIKX | 28 January 2014

2. today’s learning objectives
slide 2
to gain an understanding of recent research
to consider lessons learned from stories in the past
to consider current and future use of space in the workplace
why space matters…

3. gain an understanding of recent research
slide 3
KM Community
responses from the speakers at KMUK 2013
Alim Khan
Alison Turner
Barney Smith
Chris Collison
Christine Rubner Hultmann
Ditte Kolbeck
Dr Bonnie Cheuk
Dr Susanne Etti
Gwenda Sippings
Jean-Pierre Bouchez
Louise Lorton
Margaret McNaull
Mark Field
Nick Milton
Paul J Corney
Rob Benson
Ron Young
Stephen Perry
Sue Mucenieks
why space matters…

4. why space matters… slide 4

5. views of KM experts
why space matters… slide 5
does your office encourage collaboration?
Yes and no! It does encourage conversation but we still have silo
working. I think there's an assumption that open plan equals
collaborative working but there are very few huddle type areas
which would actually help much more…

6. views of KM experts
why space matters… slide 6
describe a time when a policy change had an impact…
…In Aberdeen, the free lunches were stopped as part of a cost-
cutting drive in the early 90’s. The result? Packed lunches.
People stayed at their desks. All day.
Had anyone offered to the business unit leader that for a mere £3
per day they could significantly raise the level of collaboration,
networking, sharing and deliver a resulting increase in motivation
and productivity... He would have bitten their hand off!

7. views of KM experts
why space matters… slide 7
can you replace real workspace with virtual workspace?
Being a global leader…I have learnt to adapt my leadership style, my
communication style, my teaming style etc and while it does not
replace the real workspace it works for us but it requires more effort
and different skills and experience…
As we work on many different projects I have allowed my team to
manage a global project so they experience the challenges of global
teaming, learn new ways to connect with each other, ensure they get
feedback and buy-in from their stakeholders and consider the cultural
and geographic challenges and differences that may exist.

8. gain an understanding of recent research
slide 8
NetIKX Community
14 unattributed responses
why space matters…

9. why space matters… slide 9
does your office encourage collaboration?
The Library is adjacent to a coffee and meeting area called the
Hub. There are non-bookable private meeting rooms at the edges
of the Hub but many staff use the tables in the rest of the Hub to
conduct meetings etc. I attended a course a few months ago,
bumped into one of the participants in the Hub, invited him into
the Library and since then have worked together on resources for
the lawyers
No, it doesn't encourage collaboration, it inhibits it. The only
space where contact occurs, informally, is in the kitchen area, and
even then, each floor/dept uses different spaces.
views of NetIKX community

10. views of NetIKX community
why space matters… slide 10
Have you ever witnessed a company change its workspace
radically? What happened?
We have - it hasn't gone very well in that any form of work not
revolving around sitting at a pc has become much harder because
difficult to find rooms to work in and everything has to be cleared away
all the time.
Our centre manager keeps threatening to relocate all the toilets to one
place in order to make people meet each other at random. He read that
Steve Jobs had done this.... On a similar theme, after a redesign, our
library is the only place in the building (ca. 80 people) where people
get their coffee and tea and sit in a comfy chair to have a chat.
Formerly the library was little more than an office with shelves and
people always apologised for disturbing us when they came in.

11. why space matters… slide 11
can you replace real workspace with virtual workspace?
A virtual workspace can complement real workspace and help keep
things moving, keeping up momentum between meetings, reviewing
and collaborating on drafts etc… if people are already known to each
other or used to working together. It isn't a replacement for coming
together... To make it work you need to be clear about that you are
doing and why and not expect the technology to do the heavy lifting -
it is a tool and all the other things you need to do in terms of
considering behaviors and having agreed processes etc still apply.
Depends on the culture of the organisation. In a risk-averse workplace,
people are reluctant to put their name to informal conversations
online.
views of NetIKX community

12. why space matters… slide 12
where most interesting conversations take place…
views of NetIKX community
Our dining area in meetings
the pub
desks and
landing. Never
in meetings
the corridor
and at the
teapoint
kitchen, or lift on-line, on
Skype

13. today’s learning objectives
slide 13
to gain an understanding of recent research
to consider lessons learned from stories in the past
to consider current and future use of space in the workplace
why space matters…

14. even Google is changing
why space matters… slide 14

15. …or is it?
why space matters… slide 15

16. Health industry Sudan
slide 16why space matters…

17. slide 17why space matters…
Library & Information Hub ADB

18. Health industry Sudan
slide 18why space matters…

19. Standard Chartered Bank
| case study 3 slide 19 of 46
Standard Chartered
why space matters… slide 19

20. why space matters… slide 20

21. objects & timelines
why space matters… slide 21

22. slide 22why space matters…
objects, postcards & timelines

23. virtual space needs support
slide 23why space matters…

24. virtual space needs support
slide 24why space matters…

25. today’s learning objectives
slide 25
to gain an understanding of recent research
to consider lessons learned from stories in the past
to consider current and future use of space in the workplace
why space matters…

26. slide 26
(re) imagining the future of work
why space matters…

27. (re) imagining the future of work
why space matters… slide 27

28. (re) imagining the future of work
why space matters… slide 28

29. and finally
For good physical collaboration spaces, consider:
Importance of light, food and the demise of the managers’ dining room
Serving great coffee and make space memorable
Using unexpected spaces for exhibits
Analysing flows (of people and knowledge) and be opportunistic
Creating a knowledge (and information) hub
------
‘Mix up Monday’
‘Mingle and Munch’
‘going for a walk’
why space matters… slide 29

30. why space matters…
three takeaways
slide 30
physical space matters
objects stimulate discussion
artifacts
postcards
timelines
virtual space needs support

31. references
why space matters… slide 31
Doctor Anwar and making use of what he and others know in Sudan
http://www.knowledgeetal.com/?p=533
The Management of Virtual Teams
http://www.intranetfocus.com/archives/742
Space report
http://www.scribd.com/doc/151034866/When-Space-Matters-a-
report-on-what-works-and-what-doesn-t-in-workspace-design
Web Meeting tools
http://www.kstoolkit.org/WebMeeting+Tools
Using Timelines
when Siberia and Bangkok meet: conducting a cross cultural debrief
http://www.knowledgeetal.com/?m=201305
Glimpses of Apple’s spaceship campus
http://edition.cnn.com/2013/11/19/tech/innovation/apple-
spaceship-campus/index.html?iref=allsearch

32. refreshments
why space matters… slide 32

33. syndicate sessions
why space matters… slide 33
ideas around the use of space that have worked
I used to work in a biochemistry research institution. The head of the
department sponsored morning coffee every day of the week. The
institute staff was invited each day to go to the library for 30
minutes for a coffee break.
At times it was show and tell especially after a weekend but normally
this morning invitation enabled conversations between different
groups and provided knowledge exchange that let to collaboration.
At the time it was just something I took part in but looking back now
- with a KM hat on – this was a little investment from the department
but had a massive impact on collaboration and staff engagement.

34. syndicate sessions
why space matters… slide 34
ideas around the use of space that have not worked
One international organization in Geneva that I worked for,
changed its office space for its communications department from
closed offices to open space. This occurred after a fire had
severely damaged that floor of the building, so it was likely an
opportunistic decision.
The nature of the work, and the preferences of staff, did not
seem to figure into the equation.
As a result, both productivity and morale declined, and
resentment grew against the privileged few who were allowed to
keep private offices. Eventually a cluster pod arrangement was
made that went some way towards addressing the concerns.

35. slide 35
A case for new space?
Please read the one page ‘case study’ I’ve provided and discuss:
what obstacles do you think they had to overcome?
the characteristics that made this successful?
any ideas that have worked for you.
syndicate sessions
ideas around the use of space that have worked and why
why space matters…

36. slide 36
A case for new space?
Please read the one page ‘case study’ I’ve provided and discuss:
what obstacles do you think they had to overcome?
the characteristics that made this successful?
any ideas that have worked for you.
syndicate sessions
ideas around the use of space that have worked and why
why space matters…

37. slide 37
A case for new space?
Please read the one page ‘case study’ I’ve provided and discuss:
what obstacles do you think they had to overcome?
the characteristics that made this successful?
any ideas that have worked for you.
syndicate sessions
ideas around the use of space that have worked and why
why space matters…

38. thank you
why space matters… slide 38