This document summarizes the key points from a presentation on mobile and flexible working in the public sector. It discusses the benefits of these approaches, such as increased productivity and work-life balance. Challenges are also outlined, including how to stay connected and visible. The document then describes one local government's journey toward paperless offices and mobile technology use by regulatory services staff.

1. Chair’s Welcome

2. Welcome Government Goes Mobile 2009: Public Sector Mobile Working Ken Eastwood Assistant Director

3. Introduction Welcome House keeping The way we work …

4. Work as a place …

5. Work as an activity …

6. Mobile & Flexible Working Work Life Balance Better health Less stress Higher motivation and better morale Productivity New processes that reduce or eliminate administration Better use of time to deal with more cases Accommodation Hot desking and touch down Home based working and flexible working Environment Less travel and congestion (air quality & climate change)

7. The Challenges For Individuals: staying visible and connected, peer support & knowledge sharing, managing time, communications, workload and performance For Managers: sustaining improved performance, adapting new styles based on trust and providing effective support, collaboration, communication and sense of ‘team’ For Organisations: changing culture - command and control to empowerment and supportive norms

8. The Technology Devices: size, weight, battery life, carry cases, ergonomics etc Networks: coverage, real time or offline, data costs and tariffs Security: encryption, devices, CoCo Solutions & Integration: access to back office legacy systems, new functionality, data sharing

9. “ The best way to predict the future is to create it” Peter F Drucker Management Consultant 1909 - 2005 Conclusion

10. Barnsley’s Journey

11. 21 st Century Council Ken Eastwood Assistant Director Barnsley MBC

12. Introduction Nomad Proof of Concept Project ReGS Project 21 st Century Office Future Direction

13. nomad at the centre of mobile and flexible working National Forum for sharing learning Knowledge base – online catalogue Collective experience across local government Collaborative peer support community www.nomadpublicsector.com [email_address]

14. NOMAD eGov Project Barnsley Proof of Concept, “Cemetery Headstone Inspection” “ Deploying mobile technology in Bereavement Services to enable the collection of headstone inspection data”

15. ‘ Real Time’ Field Solution

16. Benefits Realisation Productive time gain of + 16 hrs/wk ( + 22% ), based on 2 Inspectors only needing to attend the office once a week (equivalent to £7.5k pa) Additional administrator not required (saving £17k ) Efficiency savings over using Paper Potential application in other service areas

17. Westgate Plaza One "Creating a 21st Century Market Town!"

18. Paperless Office – Myth or Reality?

19. Position clear before … Paper records; 3.5km of paper (or 9.25 Eiffel Towers!) Storage would have required >25% of the new office space

20. But now?

21. Cheating a bit?

22. Records Storage and Retrieval Approx. 22 000 boxes containing 400 000 records 18 000 active boxes (remainder Archive) Typical month; 55 Scanned on demand 195 Courier Items

23. ePost and EDRMS Offsite ePostroom 20 FTE Post scanned; All ‘Private and Confidential’ ‘ Addressee Only’ exempt Provision for plans (up to A0) Pass through policy agreed with services Part way through Hyperwave EDRMS implementation

24. Hot Desks, Touchdown & Meeting Rooms

25. Hotbox Storage - clear desk policy

26. Hot Desk with Tablet PC

27. Tablet PC, Printer & Field Case

28. Regulatory Services All front line staff hot desking and beginning to make use of mobile modules to support new ways of working Desks down from 77 to 58 ( - 25% ) = £50k pa 248m of file storage reduced to 75m ( - 70% ) Early adopters only in office once a fortnight Increased role for administrative support staff Leadership & management

29. Transforming Environmental Health, Trading Standards and Licensing Delivering solutions to support mobile, home and flexible work styles Developing tools to meet all officer, lone worker, manager and team needs Back office integration plus NEW mobile inspection modules On site generation of schedules, statutory notices, fixed penalty notices etc.

30. Business Case 212 front line staff Planned reduction of 72 desks Average (min) +10% Productive Time Calculated annual ‘value’ £751k

31. Fully enable Home / Mobile / Flexible working Back office integration plus NEW mobile inspection modules On site generation of schedules, statutory notices, fixed penalty notices etc. Integrated remote worker safety, management and communication solutions Objectives

32. Developed online tool to replace basic office systems and support a mobile workforce Officers log in/out on any internet device Generates time & mileage sheets Full range of panic and programmed alarms Text message and team level broadcast GPS Dashboard Portal

33. Current Position Food inspections in second iteration & transition to business as usual Simpler solutions in Health & Safety and Trading Standards Pest Control & Private Sector Housing under development Broadening out across other functions including Building Control

34. Retail Enforcement Pilot Data sharing between Food, Health and Safety, Trading Standards and Fire Safety Referral of findings to negate need for visits by other regulators Live in Barnsley and South Yorkshire Fire & Rescue Precursor to stronger collaboration Learning for the future

35. Summary Technology works (mostly) Executive leadership and senior sponsorship essential Don’t underestimate complexity of organisational change Involving people - be careful to manage [balance] expectations Corporate approach to mobile and flexible working ideal but pilots and projects OK too!

36. @keneastwood [email_address] www.nomadpublicsector.com

37. Nomad Discussion

38. nomad at the centre of mobile and flexible working National Forum for sharing learning Knowledge base – online catalogue Collective experience across local government Collaborative peer support community www.nomadpublicsector.com [email_address]

39. Nomad 2.0? A community of interest with 3,000 registered local authority members Needed now more than ever before? In discussion with potential partners, sponsors and others in public sector Keen to understand requirements Absolutely about providing collaborative support and learning exchange But also about filling in some gaps?

40. Thoughts Refreshed catalogue of case studies, toolkits, policies and procedures Web2.0 community (peer to peer networking, support and experience sharing) Extension to all public sector Subscription model Cutting edge of technology and innovation (device reviews/recommendations/technical white papers etc) Targeted events, workshops and conferences eLearning packages Advice on web2.0 and other technologies Other ideas?

41. Discussion Summary Support for all of above Procurement & leveraging VFM (brokerage) Consider Nomad offer to private sector? Act as strong voice for sector including on Gov Connects Evidence what didn’t work (‘warts and all’ approach) All public sector Wider technology including social media, Smartphone ‘Apps’, self serve and transactional services Subscription model (low cost - tiered) Agreement Nomad needed now more than ever! Develop a project database to encourage and facilitate collaboration (Notes made during discussion)

42. @keneastwood [email_address] www.nomadpublicsector.com