Susan Monroe, University of Michigan and Elliot Felix, brightspot strategy presented "Break the mold on campus: A seven-step formula for planning the academic workplace of the future"

1. Weiser Hall at University of Michigan
College of Literature, Science, and the Arts
Susan Monroe simonroe@umich.edu
Elliot Felix elliot@brightspotstrategy.com
Break the mold on campus:
A seven-step formula for planning the
academic workplace of the future

2. University of Michigan + brightspot Tradeline Space Strategy 2018
introductions
Susan Monroe Elliot Felix

3. project background

4. University of Michigan + brightspot Tradeline Space Strategy 2018
Weiser Hall (née Dennison Hall)
Dennison Hall (renamed Weiser Hall during the project) is a narrow, doubled-load corridor
building that housed the department of physics, other departments, and general purpose
classrooms (built 1963). One of the most unloved buildings. A great opportunity to renew.

5. University of Michigan + brightspot Tradeline Space Strategy 2018
the provost’s charge: practical and aspirational
“The Academic Building
of the Future”
The provost identified the project as a chance to create a new kind of academic
workplace that would be more flexible and enhance collaboration for faculty, staff, and
students while addressing practical space and financial considerations.

6. University of Michigan + brightspot Tradeline Space Strategy 2018
project background
• Creating a “Center of Centers” where
different groups come together to share
space, services, and ideas – with international
or interdisciplinary common themes
• Campus-wide move to shared services
(“Administrative Services Transformation”)
• Need to move the International Institute in
due to space pressure from other academic
programs and funding pressure from changes
to Title VI
• New planning process because it can’t be the
architect’s role to be the change agent – we
needed to lead it with the help of a
consultant.

7. our formula

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our formula
Weiser Hall represents a comprehensive approach to innovative project delivery from
research to assess needs, full cycle through post-occupancy evaluation to measure success
and fine tune the building and its policies and operations.
1. research your users
2. develop a shared vision
3. create a flexible program
4. develop the design
5. pilot the concepts
6. manage the change
7. measure the results

9. University of Michigan + brightspot Tradeline Space Strategy 2018
1. research your users
To understand the needs, we conducted interviews, focus groups, and an online survey as
well as also analyzed event calendars and service transactions. From these we created
user personas and findings about their current and desired future experiences.
STAFF
FACULTY

10. University of Michigan + brightspot Tradeline Space Strategy 2018
2. develop a shared vision
Based on the research findings, we then created a vision for the future with the advisory
committee and the executive committee in order to describe the ideal future state and
what would have to change to get there.
Weiser Hall will be a place that provides a
• sense of group identity as well as a
globally engaged culture
• range of settings for different activities
including formal and informal
collaboration, focus work, study, events
• culture of collaboration across disciplines
and geographies
• technology for seamless connectivity and
services for productivity
• space that is magnetic, welcoming, and
flexible

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3. create a flexible program
Because the units occupying the building, their size, and the nature of their work was all
subject to change, we distilled units into different types (creation, communication, and
support) and sizes (small, medium, large) and created a formula to allocate space.

12. University of Michigan + brightspot Tradeline Space Strategy 2018
4. develop the design
To test the program, brightspot completed initial blocking and stacking exercises and
then Diamond Schmitt was selected as the architect and developed the design using the
research, vision, and program brief.
Diamond Schmitt Architects

13. University of Michigan + brightspot Tradeline Space Strategy 2018
4. develop the design
Diamond Schmitt developed the design using the research, vision, and program brief
using the same kit-of-parts and planning principles. Lower floors tended to be more
interactive and student-oriented (“communication units”).

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4. develop the design
Diamond Schmitt developed the design using the research, vision, and program brief
using the same kit-of-parts and planning principles. Upper floors tended to be more
contemplative and faculty-oriented (“creation units”).

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5. pilot the concepts
To test the workplace concepts, we capitalized on the opportunity to use one unit’s swing
space as a pilot. We used the programming formula and prototype layouts as part of the
process and got feedback before and after.

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5. pilot the concepts
To test the workplace concepts, we capitalized on the opportunity to use one unit’s swing
space as a pilot. We used the programming formula and prototype layouts as part of the
process and got feedback before and after.
Pilot Feedback:
• Open workstations for some coming from enclosed
offices was a challenge
• faculty enjoyed having student team space just
outside their offices
• access to natural light was satisfactory, even though
private offices were not located at exterior wall
• Served as a great "preview" for future occupants of
Weiser to see office size and layout, amount of glass
and visibility, typical grad student stations

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6. manage the change
Because the new workplace represented a change in allocating, using, and sharing space,
technology, and services, we designed a structured change management program so that
people were informed, excited, and prepared. This was the most helpful aspect for users.

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7. measure the results
We conducted a post-occupancy to measure the project’s performance and identify areas to
fine-tune. Weiser Hall is meeting its goals, people are more productive, they are more
satisfied with the physical environment, but less satisfied with awareness and concentration.
Time Loss Before After
Tech Issue 2.2 0.54
Peer feedback 2.2 0.82
Mgr feedback 2.2 1.09
Locating peer 0.7 0.4
Finding room 1.5 1.1
Peer pop-ins 2.2 2.14
Distractions 2.8 3.45
Total 13.8 9.54
Savings Hours 4.26
Savings % 31%

19. lessons learned

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setup the process for success
• Identify who the change agents are
• Designate the “faculty shepherd” for
communications
• Create an advisory committee and an
operational committee for input and
executive committee for decisions
• Think carefully about which groups to
involve when and how that relates to
where they’ll be in the building –
compatibility/adjacency is key!
• Gather baseline data to inform decision
and enable assessment later

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stay flexible
In order to design for change, build
flexibility into the process by:
• Using scenario planning to establish a
vision that will work in different “futures”
• Don’t think of your program as static; you
need a dynamic deliverable that can be
easily updated as the organization
changes
• Make everything modular so that it’s easy
to change; for instance, a 120sf room can
be an faculty office, 3 graduate students,
or a 5-person meeting room

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integrate change management
• Keep people involved through the whole process
so they can act as champions and instill ownership
• Project website, regular meetings, tours, welcome
guide, and celebratory move-in were all critical
• Use pilots (and swing space) strategically to test
and communicate ideas
• Go on a study trip if you can; the shared
experiences and references will be invaluable for
consensus later
• Set the expectation that you’re not “done” when
it opens, but rather there is assessment and fine-
tuning to do

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“tradeline three”
Setup the project
for success by
designing the
committee, having
a clear roadmap,
and setting
expectations.
Make change
management an
integral part of the
process so people
are informed,
excited, and
prepared.
Build flexibility into
the process
because occupants
and their needs will
change.
On your journey to academic workplace innovation, we recommend:

24. thank you
susan monroe simonroe@umich.edu
elliot felix elliot@brightspotstrategy.com