The document discusses creating environments that foster successful interaction and collaboration, crucial for innovation in the economy. Key findings from extensive research highlight the importance of meeting space utilization, the impact of social ties on teamwork, and the necessity of adapting spaces to enhance interaction quality. It emphasizes that while physical space is essential, it cannot alone determine organizational success, necessitating a focus on structure, purpose, and various methods of communication.

1. Creating Environments for Successful Interaction Nigel Oseland and Alexi Marmot [email_address] +44 207 284 5888

2. Shift in our economic activity Off-shoring and copying Knowledge was king Innovative Economy fueled by ideas and creativity Interaction  Collaboration  Innovation The innovative economy

3. Interaction-innovation cycle Activity between two or more people affecting each of them Organised facts and data Passing on of information Interaction Knowledge Collaboration Innovation Creativity Invention Communication Mental/social process of generating new ideas First occurrence of idea for new product or process Successfully implementing new idea to make a radical change in thinking, product or process Expertise acquired by experience and familiarity with information Working together towards a common goal Information © Alexi Marmot Associates 2008 Individual Individual Individual

4. “ Knowledge work is a highly cognitive and social activity” Heerwagen Concentration versus Communication Privacy is control of level of interaction: too much = isolation too little = overcrowding Degrees of interaction  stress

5. Virtual interaction & remote working Spatiality of human interaction: Non-verbal communication 55% non-verbal comms, 38% voice, 7% words Barber & Koney Remote working on the increase

6. Spaces for interaction Proximity Privacy Legitimacy Accessibility Functionality

7. Purpose of interaction Share information Make decisions Generate ideas and solutions Resolve (personnel) problems Socialising This is the starting point meeting rooms are only one solution and the wrong starting point information

8. Complement to 5 AMA WorkWare tools Helping organisations to benefit from interaction New methods, research and guidance What is WorkWare CONNECT ? Audit SOS Interviews Workshops Questionnaire

9. Our new tools Quality of Interaction Zone Visual field analysis Space Interaction Survey Social Network Analysis Interaction Profile Photosphere & Interaction Mapping Audit SOS Interviews Workshops Questionnaire

10. Two year research programme 5 case studies 350 meeting spaces 8 buildings 3,500 meetings 12,700 People in meetings

11. Key finding #1 The higher the ratio of meeting spaces to desks the more meetings taking place Ratio of meeting seats Meetings per person

12. Ratio of meeting spaces to desks Meetings per person per week α meeting seats per desk Cause or effect? Mean meetings per person per week Ratio meeting seats per person Regression analysis weighted by number of workstations 7 buildings r = 0.64, p<0.05

13. Key finding #2 On average meeting rooms utilised 37% of the time Allowing for capacity reduces utilisation to 19%

14. Utilisation of meeting spaces Meeting room utilisation = 37% Informal space utilisation = 21% 37% 38% 47 benchmark buildings

15. Meeting room calculator Uses data from questionnaire and utilisation survey Predicts required number and size of meeting rooms quiet rooms, conference, training

16. Key finding #3 Quality of space matters and improves utilisation

17. Quality of Interaction Zone – QuIZ Expert walkthrough 5 categories and 30 rankings Utilisation α QuiZ score Accessibility and privacy key Predict the success of existing and new spaces for interaction r = 0.8, p<0.05 Weighted regression analysis with QuIZ Score binned in 5% increments, 84 meeting rooms

18. Key finding #4 Only 20% of interactions in meeting rooms used any form of technology

19. Technology The conference rooms are much nicer so lets both go there I don’t know what the AV is or how it works I have booked us a meeting room for an hour Did I need to book you a projector? Our AV guru knows how to connect; he’s on holiday Do you have it on stick? You will have to use our laptop Do you have a hard copy?

20. Key finding #5 Social ties affects team working, informal meetings and knowledge transfer

21. Social Network Analysis & Space Interaction Survey Social capital α trust α performance One-third of movement ends in interaction Identify nodes of interaction Number of ties α team work & informal meetings Role more important than location

22. Key finding #6 Space matters but cannot alone overcome organisational predictors of success

23. Engendering successful collaboration Example Interaction Profiling Quantity Access Variety Comfort Privacy Layout Kit Physical Success Awareness Agenda Participants Timing Structure Action Control Organisational

24. Key finding #7 Much creative thought and productive work takes place alone … and away from the office

25. Photosphere & Interaction Mapping Photosphere - sort 100 images where: creative, concentrate, meet Images of desks and offices not selected Map/matrix of most appropriate media for purpose of interaction

26. Poor meeting spaces Temperature control & IAQ Daylight and blackout Acoustics Clumsy and inflexible furniture Circulation space in/out Technology and training Cable management Colour & inspiration Wayfinding and labelling

27. Successful meeting spaces

28. Successful meeting spaces

29. Meeting organisation Purpose – agenda & participants Arrangement – location & time Control – timing & input Action – minutes & follow up

30. Best media for interaction Telephone/tele-conf SMS, IMS, Twitter Facebook, bebo etc LinkedIn, ning, portal Second life Email Tele-conf Video-conf suite Skype/web-cam Webinar Letter/fax Breakout space Social/sports area Informal meeting 60 minute room Coffee/tea-point Café/restaurant Stairwell/corridor Meeting room Conference suite Office/desk Quiet/huddle room Brainstorm/war room Restaurant Formal - planned Informal - impromptu Virtual Personal Information Decision Ideas Problem Social © Alexi Marmot Associates 2008 Tele-conf SMS, IMS, Twitter Facebook etc Portal/team room Web cam Email Tele-conf Video-conf suite Webinar Fax Breakout space Social/sports area Informal meeting Café/restaurant Stairwell/corridor Meeting room Conference suite Office/desk Quiet/huddle room Brainstorm/war room Tele-conf SMS, IMS, Twitter Facebook etc Portal/team room Web cam Email Tele-conf Video-conf suite Webinar Fax Breakout space Social/sports area Informal meeting Café/restaurant Stairwell/corridor Meeting room Conference suite Office/desk Quiet/huddle room Brainstorm/war room Tele-conf SMS, IMS, Twitter Facebook etc Portal/team room Web cam Email Tele-conf Video-conf suite Webinar Fax Breakout space Social/sports area Informal meeting Café/restaurant Stairwell/corridor Meeting room Conference suite Office/desk Quiet/huddle room Brainstorm/war room Tele-conf SMS, IMS, Twitter Facebook etc Portal/team room Web cam Email Tele-conf Video-conf suite Webinar Fax Breakout space Social/sports area Informal meeting Café/restaurant Stairwell/corridor Meeting room Conference suite Office/desk Quiet/huddle room Brainstorm/war room

31. Practical output Meeting space calculator Streamlined specification Intelligent booking systems Culture and training

32. One thing Multipurpose – windows, light control, block out Organisational component – meeting etiquette Creating casual environments – release pressure on meeting rooms Promoting use of common space for meetings (plus third space) Add “plain old” whiteboard (or smartboard) Adaptability – furniture layout and AV

33. Thank you © Alexi Marmot Associates 2008 Nigel Oseland and Alexi Marmot [email_address] +44 207 284 5888