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Office Heroes League | "Office Official" Workplace Design & Moves
- 2. What is OHL? A community of professionals passionate about all things related to the workplace and the people who use them - from cultivating culture, to devising efficient processes, to creating exciting spaces. This network is a resource for its members to stay connected, inspired, and empowered.
- 3. Bay Area Steering Committee! -10 Office Heroes -Help make decisions for the network -Meet Monthly to coordinate and organize The A-Team is available to provide advice or fill you in on how to get more involved A-Team
- 4. Our SPONSORS Prizes annouced after the Q&A!
- 5. “OFFICE OFFICIAL” WORKPLACE DESIGN & MOVES
- 6. #1: Workplace Design @Gensler Oakland | Tuesday March 29th #2: Leasing @Cushman SF | Tuesday April 5th #3: Furniture & Moves @Gensler SF | Tuesday April 12th MICRO MEETUPS OHL “breakout sessions” to provide a deep dive into each topic
- 7. HIGH LEVEL PROCESS Budget planning Develop Requirements Lease negotiation Sign lease Legal review Contract + Documentation Final Design Development Planning Design Construction + IT infrastructure Contract AP- Permits Pricing & Bidding Move management Furniture install Packing + Moving Post move punch list Communications & Readiness PHASE 1: LEASE PHASE 2: DESIGN PHASE 3: CONSTRUCT PHASE 4: RELOCATE
- 10. Office Leasing | Garrett Mills
- 11. OHL Member Tips “Get ahead of the game! Start planning as far in advance as possible and be sure to keep everyone informed of your target move date.”“ “Fight for ample time and a decent budget to work with!” “ “Get as much lead-time as you can, and then assume it will take twice as long as you forecast. Manage everyone’s expectations accordingly.” “ “Start early. Add 20% to what you think you’re going to spend.” “ $
- 12. Find The Right Broker Your Broker Should be an Advisor not a Salesperson Credible Well Connected Likable TRUST TRANSPARENCY
- 13. Establish Criteria !$fx Establish Internal Committee Brainstorm Required vs. Desired Prioritize!
- 14. Location
- 15. This Year 5 Years 7 Years 3 Years How Much Space? Not One Size Fits All Plan For The Future
- 17. Process Overview Strategic Planning Define Space Requirements Analyze Market Engage Project Manager Select Archetect Evaluate and Compare Options Identify Economic and Operational Pros/Cons Select Prefered Options Negotiate Terms On-Going Evaluation of Economic and Operational Factors Eliminate Options Submit Counter Proposals to Priority Options Select Property Engage Market Submit Proposals Sign LOI Negotiate Lease Agreement Engage Local Real Estate Attorney Execute Lease
- 18. Key Takeaways START EARLY CHOOSE A TEAM YOU TRUST Don’t Hesitate to Reach Out: Garrett.Mills@Cushwake.com COMMUNICATE PRIORITIES
- 20. Oakland San Jose San Francisco5000+ We are a small team within gensler focused on providing affordable workplace design to young ambitious companies AND NON-PROFIT ORGANIZATIONS. 112 48 WHO WEARE
- 22. WE WHYANDHEREIS THINKSO efficient use of space flexible multi-use maximize head-count considers growth BE budget conscious right types of spaces effective work tools support business model encourage innovation unique look & feel facilitate your culture attract / retain talent BRAND EXPERIENCE BRAND BUSINESS BOTTOMLINE BBB
- 23. office cubicle pantry copy room conference room bench workstation sit-stand workstation focus booth stand-up meeting perch sit-down collaboration table collaboration booth brainstorm pit flexible project room 2-4 person privacy room in-between spaces video conference room lounge conference room library/communal quiet room lab training room onsite/offsite room lounge game room zen room theater amphitheater stair café/coffee shop bar it genius bar fitness room craft room FROM YESTERDAY’SOFFICE WORKSPACETOTODAY’S THATPROMOTESCREATIVITY ANDINNOVATION
- 25. Choice variety of spaces tools policy Focus acoustics functionality design look & feel Balance meeting space circulation & support space in-office amenities design for identity and culture flexible infrastructure curating the experience culture EXPERIENCE HEARTISATTHE OFWHATWEUSEDTOCALL CORPORATECULTURE
- 26. ti budget permit common area maintenance (cam) RFP - Request for Proposals RENTABLE VS. USABLE SQUARE FEET TI = TENANT IMPROVEMENT test fit KEY TOKNOW JARGON TITLE 24 IT/AV Hard Costs VS. Soft Costs
- 27. 08 Move-in. 01 Project growth, schedule, and budget. 02 Hire your team. 03 Look for space, ask for Test Fits. 04 Negotiate your lease. 05 Sign lease. 06 Design space. 07 Build and furnish. $ the key to this process is to Ask lots of questions! QUICK LEASEOVERVIEW COMMERCIAL $
- 28. Above the Ceiling 13% Specialty Ceiling 15% Millwork 15% Visible Surfaces 7% Furniture 11% Wall Graphics 5% Inside Walls 13% Soft Costs 2% IT/AV 2% Window Blinds 2% Below the Floor 15% WHERE GO? DOESTHEMONEY Hard Costs: $85-$220*/ Sq. Ft. Furniture: $20-$45/ Sq. Ft. Soft Costs: $3-8/Sq. Ft. *The smaller the project, the higher cost per square foot for a basic TI project. Efficiency of scale allows for lower cost per square foot on larger projects; the difference may be $120-$220 range vs. $90-$150 for larger areas. 41% - not visible (tip - check your lease!) 35% - may or may not need 11% - no design impact, but need to have 3% - Services 11% - Furniture
- 29. layout of space power/data mechanical systems updated lighting building shape updated condition of ceiling existing finishes a view HAVINGA BONES”REDUCES REQUIREDCAPITAL SPACEWITH“GOOD
- 31. Active employees take 27% fewer sick days. 1 Sitting more than 6 hours/day increases risk of death up to 40%. 3 There’s a 10% reduction in work absenteeism if employees have views of nature.2 People with sitting jobs have twice the rate of cardiovascular disease as people with standing jobs. 4 Companies with highly effective wellness programs report 6% lower employee turnover rates.5 1 Plotnikoff, et al, 2003 2 Terrapin Bright Green 3, 4 medicalbillingandcoding.org 5 National Business Group on Health 2010 THENEWGREENIS HEALTHAND WELLNESS
- 32. 2-4 weeks Schematic Design1 2 1 week - 3 weeks Visioning and Programming 2-6 weeks Design Development 4-8 weeks Construction Documentation 14-20 weeks Construction Administration3 4 5 Phase 1 - Look and Feel Phase 2 - Documentation and Implementation TYPICAL DESIGN PROCESS
- 33. Open space only works when balanced with quiet focus space. Space needs to align with culture, policy, social protocols. Health and Wellness in workplace are expected by staff. Get IT/AV on board early on. Involve Human Resources (HR) and Marketing groups. Acoustics in wide open environments should not be ignored. Branding for the new culture and workplace experience. SOME THOUGHTS PARTING
- 35. FURNITURE | KRISTEN LOOK Source: Pivot Interiors (Santa Clara HQ) Source: Studio O+A (Uber HQ) Source: Gensler (Airbnb HQ)
- 38. PRICE AESTHETICS/QUALITY RELATIONSHIP Source: Allsteel Source: Steelcase Source: KnollSource: Herman Miller
- 39. 1. MULTIPLE MANUFACTURERS • PRICE POINT • TIMING 2. KNOWLEDGEABLE • CONSTANTLY SOURCING/BEING EXPOSED TO NEW BRANDS • UP TO DATE ON LATEST TRENDS 3. SERVICES • PLANNING + BUDGETING • PROJECT MGMT • INSTALLATION • DESIGN • RENDERING • INVENTORY MANAGEMENT • NATIONAL + INTERNATIONAL SUPPORT 1. TIMELINE • FAST TURNAROUND 2. BUDGET • RESIDENTIAL ONLY 3. ADDITIONAL VENDOR TO MANAGE 4. TIED TO MANUFACTURER PROS CONS Image Sources: Knoll, Allsteel, Herman Miller, Steelcase, OFS, First Office, Watson, Coalesse, Arper and Allermuir
- 42. BUDGETING Source: Soyou knowbetter.com $15/SF $25/SF $35/SF Source: Gigaom.com Source: Studio O+A
- 43. PLANNING FOR GROWTH #1 KNOW END GOAL #2 KNOW YOUR INVENTORY #3 GET CREATIVE #4 BE FLEXIBLE
- 44. KEYTAKEAWAYS 1. BE UPFRONT AND COMMUNIATE AS MUCH INFORMATION AS POSSIBLE 2. YOU KNOW YOUR TEAM BEST 3. BE FLEXIBLE AND PLAN FOR THE UNEXPECTED 4. DO YOUR RESEARCH- KNOW WHAT YOU WANT AND WHEN YOU NEED IT Source: Herman Miller Source: Herman Miller