1. Firms that adopt
the latest available
technology and
modernized workplace
strategy have the
potential to recapture
underutilized space and
even shrink occupancy
by more than 15%.
Law firms – then and now
Iconic space design used to be the primary differentiator between law firm
build-outs. The design of law libraries, monumental interior staircases,
corporate art collections and luxurious materials were what set firms
apart from each other. Well-designed space of quality materials spoke
to a firm’s image, enhanced their brand and aided in the recruitment and
retention of attorneys and staff. While the elements of well designed
space are still critical, firms are also concerned about perception of clients
and being good corporate citizens. For the most part, today’s iconic law
firm designs incorporate liberal use of glass to increase transparency
and natural light penetration into the
interior zones, two office size standards
for attorneys, consolidated conference
centers, employee gathering spaces
such as lunchrooms and modular,
multi-purpose interior workstations,
offices and team rooms.
The very nature of the way people
work is evolving with incredible speed
– and cutting-edge design is all about
adapting to this evolving workplace.
For the first time in history, four generations of workers are interacting
in the workplace, with work styles and needs varying as much as their
ages. Alternative workplace strategies or alternative officing allows
organizations to meet these various needs of workers by providing a
variety of workspaces. Whether an individual works autonomously in a
single office or they work collaboratively in a shared office, team room
or open workstation environment, multiple types of space design can
facilitate an individual’s work style.
Lessons from the experiments and investments in alternative officing of
corporate America over the last few decades have allowed law firms to
embrace successful workplace designs and avoid pitfalls that can harm
employee morale. Today, alternative officing means many types of work
environments. These environments may include any combination of
alternative offices such as: unassigned visitor or retired partner offices,
team zones, collaboration areas (such as cafes), universal office sizes,
“heads down” zones (small enclosed rooms), modular work stations,
satellite offices and home offices.
One of the most commonplace phrases of the past decade is “cutting-
edge.” The question “What is cutting-edge design?” is posed by many
in the legal community struggling with how to improve their real estate
strategies in this post-recession economy. Space is at a premium and
clients are demanding more for less. Just as corporate America struggles
to improve its bottom line, so are legal firms grappling with how to adapt
their business and real estate strategies to new and ever-changing
client demands.
For law firms, cutting-edge design is all about flexibility. Of course, there
are some long-established traditions unlikely to change soon, such as
perimeter offices for the majority of attorneys, but there is still plenty of
opportunity throughout the law office – and particularly in the core areas
within each floor – to create a truly cutting-edge space today and in the
future by creating flexibility. In fact, firms that adopt the latest available
technology and modernized workplace strategy have the potential to
recapture underutilized space and even shrink occupancy by more
than 15%, positioning firms to reduce costs in a business climate where
minimizing capital expenditures remains paramount.
For law firms, cutting-edge
design is all about flexibility
2014
Perspectives on
law firms
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Flexibility at its core
Although the traditional model of an attorney working in an office with the
secretary outside the door is shifting as work teams and collaboration
become drivers of client service models, the one attorney/one windowed
office arrangement is still a reality for many firms and is unlikely to
change anytime soon. In many cases of existing space renovation, it
might even be impractical from a cost standpoint to strip down and redo
electrical wiring and other infrastructure to downsize large perimeter
offices. The interior of a law firm’s floor plate, however, is another matter
(see Baker & McKenzie case study on the next page). Due to changing
technologies and the alternative work arrangements mentioned earlier,
less space is needed than in the past. If law firms are giving back an
average of 15% of their space when they move or reconfigure existing
space, they can use that reduced space even more productively through
flexible measures such as:
Building out on a module with demountable partitions
instead of hard walls
Rather than fixed office walls and expensive built-in secretarial
work stations, employ a combination of drywall and demountable
partitions. Provide modular workstations for staff and ergonomic,
modular casegood furniture for attorneys. Demountable partitions can
be quickly altered as your practice changes by adjusting the number
and configuration of spaces for attorneys (including temporary contract
lawyers), paralegals and other support staff, and different types of group
workrooms. The increased cost for demountable partitions is offset by
the long-term benefits, including the ability to make changes quickly and
easily, reducing downtime and disruption that is costly to productivity.
When space is designed on a module, unexpected growth of the firm or
a practice group can be accommodated without requiring construction,
often simply by moving furniture or panels.
Creating more group, smaller “heads-down” space
As offices become smaller, the importance of modular team
rooms, cafe areas and other informal meeting spaces rise.
Unassigned meeting space provides the flexibility of use by groups
verses an individual. Attractive, centrally located cafe spaces with
multiple table and chair layouts have the added benefit of usability all
hours of the day rather than only at lunchtime.
Investing more in client-facing areas
Today, client meetings typically take place in conference rooms
or via teleconferencing methods rather than individual offices.
Thus, a good rule of thumb is to spend $1 per square foot on office space
for every $3 spent on client-facing space such as conference rooms
and reception areas. Seamless technology in the conference centers
is demanded for the most successful use of these high cost spaces.
Conference rooms or team rooms within the non-client facing areas must
also have enhanced technology, although the design quality may mirror
the rest of the office space.
The very nature of how people work coupled with advancements
in technology has dramatically changed how businesses operate
and will continue to do so at unprecedented rates throughout our
lifetimes. Imagine that the way your firm operates today will be
completely different in five years and plan accordingly. Remember,
cutting-edge design is all about flexibility, so make sure you’re
maintaining a nimble design strategy, optimizing the latest
technologies and incorporating flexible measures today to ensure
longevity and brand integrity for many years to come.
Considering the value of recognized sustainability
Unless you are paying for HVAC and electricity, investments
that produce energy savings and other sustainable advantages
may seem of questionable value. However, recognized green
improvements, even LEED certification, can produce “soft” benefits such
as higher regard for the firm by clients and employees. Some companies
bolster their own environmental commitment by requiring that their
suppliers also demonstrate sustainable behavior. Many also believe that
environments heavy on green features such as natural light increase
employee productivity and well-being. In fact, research indicates that
employees with access to natural daylight have higher concentration
levels and better short-term memory. And organizations that have
renovated their space to include natural daylight experienced 13% to
15% increased productivity, 25% drop in absenteeism and 69% decline in
energy costs. At the least, your staff is likely to feel better about working
there. Studies show that young people in particular are most likely to
use demonstrated green commitment as a tie-breaker in choosing an
employer—an important factor for law firms in attracting the “best and
brightest” candidates.
Leveraging enhanced technology
Technology continues to revolutionize how organizations do
business. While we have a long way to go before becoming the
“paperless society” envisioned years ago, electronic document storage
and retrieval will allow significant take-back of space previously used
for storage while improving the ability of firms to be organized. These
efforts in turn support the ability to work across geographic boundaries in
a fluid manner. Laptop computers, tablets, social networking and secure
infrastructures allow firms to respond to shifting client drivers seamlessly.
These technological advances also provide the ability of space uses to
overlap and ultimately reduces the required footprint of the
individual spaces.
