Senate Properties is a state-owned company that manages work environments and properties for the Finnish government. It aims to pioneer new ways of working and more efficient use of space. It provides activity-based work environments designed for flexibility that allow various work modes. Services include workspace planning, change management support, and digital tools to support virtual and mobile work. Case studies show these environments improve employee productivity and satisfaction while reducing costs.

1. SENATE PROPERTIES
The work environment partner of the Finnish government
Sanna Jääskeläinen, Marketing & Communications Director
Pertti Siekkinen, Change Management Specialist

2. • Senate Properties in brief:
• Key figures and facts
• Our Strategy
• Pioneering the new ways of
working and work environments
• Tour in Senaatti Sesam coworking
office & quick discussion
2
AGENDA

3. SENATE PROPERTIES
WE ENSURE SMART WORK ENVIRONMENTS FOR MORE THAN
70,000 GOVERNMENT EMPLOYEES
3

4. Senate Properties is an unincorporated state
enterprise operating under the Ministry of
Finance, operating in accordance with
parliament and government approved
legislation and policies.
The Government Premises Strategy steers
our organization and functions.
We are the work environment
partner and specialist of the Finnish
government.
We help our customers improve their
efficiency and save on premises costs.
Senate is also responsible for the sale
and development of properties no
longer used by the government.
SENATE PROPERTIES

5. THE STATE PROPERTY PORTFOLIO IS DIVERSE (2018)
49 %Defence premises
Prisons 6 %
Cultural heritage
buildings
7 %
Legal buildings 3 %
Border patrol
and customs
premises
3 %
Museums 1 %
Offices 14 %
Other 12 %
Police
buildings
5 %
RENTAL DISTRIBUTION BY
MINISTRIES (€)
Rented from private
sector
Less than 1 Mm2
Protected
heritage buildings
Government’s property
values
Government’s costs of
premises
Premises costs as percentage of
the state’s operational, salary
and pension expenses
4.2 Bill.€ 500
8%
773 M€/year
SHARE (m2)
VNK 5 %
OM 14 %
SM 15 %
PM 34 %
VM 9 %
OKM 7 %
MMM 4 %
LVM 3 %
TEM 5 %
STM 3 %
YM 1 %

6. Buildings
9000
Government’s own
premises
5900000
Total turnover
638M€
Total income
64M€
Return on investment,
entire operation
2.0%
Equity ratio
65%
Outsourcing
of services
>90%
6
OUR KEY FIGURES 2018
Return on investment,
rental business
1.5%

7. GOVERNMENT
PARLIAMENT
OPERATIONS MODEL
General
policies,
legislation
Budjet
negotiations Services
7
Rental agreementsOwner Service agreements
MINISTRY
OF FINANCE
SERVICE
PROVIDERS
CUSTOMERS
governmental
organisations
SENATE
PROPERTIES
government
business

8. Senate takes care of government premises and premises information management.
Tenant organisations pay rent that is determined by the use of the premises, according to
the government rental system.
8
THE GOVERNMENT RENTAL SYSTEM GUARANTEES
TRANSPARENCY AND EQUALITY
Flexible system with a
12 mth term of notice
When entering the new
rental system in 2016, our
customers' rents decreased
by 15 % and will be
decreased by 6 % in 2020.
Premises are used
sensibly
No repair debts will be
created and the value of the
properties will be
maintained

9. • In accordance with its property strategy, the government
abandons non-strategic properties as well as other
properties, if there are no grounds for the government to
own these properties.
• After a governmental organisation has decided to abandon
the use of the property, Senate is responsible for the sale of
properties determined to be sold.
• We develop the government-owned property assets so that
they are marketable and can be sold at a fair price.
• We announce our sales publicly and we usually sell
properties on the basis of tenders.
9
SELLING AND DEVELOPING
GOVERNMENT-OWNED PROPERTY
Selling properties that are
no longer needed by the
government brings
100M€
to governmental funds yearly

10. OUR STRATEGY
10

12. PIONEERING THE NEW WAYS OF
WORKING
12

13. Our vision is for the Finnish
government to be a pioneer in new
ways of working and work
environments.
13

14. 1. BASIS OF OUR WORK
Changes are taking place in the central government and work in general
14

15. Improving productivity requires
more efficient use of resources.
15
CENTRAL GOVERNMENT BECOMES MORE DYNAMIC
Ways of working and work
environments are renewed in
a more user-friendly way.
Co-operation is carried out
more over administrative
boundaries.
Digitalisation Electronic document
managment
Security aspects Sustainable
development

16. The goal is to ensure that premises support
productivity and are cost-efficient. Special
premises are expected to have a higher
utilisation rate, while offices are expected to
improve space efficiency.
AVERAGE
GOVERNMENT OFFICE
SPACE EFFICIENCY
22m2/FTE
Savings on costs of premises
Flexible leases and premises
Senate as a work environment and premises specialist
Healthy, safe and comfortable
premises
Suitable for multi-location and
mobile work
Max. 15 m2
/FTEMax. 18 m2
/FTE
Social and
environmental
responsibility
16
GOVERNMENT PREMISES STRATEGY
GUIDES OUR WORK
PREMISES EFFICIENCY
OBJECTIVES
Renovated buildings New buildings
Next government premises strategy is currently being planned.
Themes are
• ”I work for Finland”
• Location independent work instead of regionalisation
• co-working work environment as a default

17. Work is not where I am going,
but what I do.
17

18. The facilities are utilised
flexibly and they support
new ways of working.
PHYSICAL
Functional, safe and
pleasant premises
The personnel knows how to use
software and information systems
efficiently. The virtual side supports
work and social interaction.
SOCIAL
Good leadership and up-
to-date ways of working
VIRTUAL
Required equipment and
software, as well as adequate
support
Equipment and
software are
suitable for
mobile work.
A work
environment
consists of
three
dimensions
18

19. We offer work environments that support
activity-based working.
The work environment is designed to support a variety of forms of work:
teamwork, customer service, research, work requiring concentration…
19
Information
passes more
freely
Working progresses
efficiently and
smoothly
A good work
environment inspires
employees
Occupational
wellbeing
increases
Costs are
reduced

20. Offices are designed based on organisational needs and the government’s work environment concept.
20
ACTIVITY-BASED ENVIRONMENTS ENABLE
SMART AND FLEXIBLE KNOWLEDGE WORK
8.45
Morning coffee in a
work café
11.15
Short meeting
with a colleague
in a confidential
discussion room
13.50
Phone meeting in a
quiet room
9.00
Work requiring
concentration in a
quiet library space
12.20
Teamwork in an
interaction area
14.30
Rest of the day working at
shared use workstations in
a discussion area

21. EXPERIMENTS LEAD US TOWARDS NEW WAYS OF WORKING
Senate Sesam is a smart
work environment, which is
open to all government employees
and supports new ways of working.
Lintulahdenkuja 4 A, Helsinki
Kallanranta 11, Kuopio
.
SENATE SESAM
– experience a modern activity-based
environment
Hupi is a meeting environment that
supports modern ways of working. Hupis
are located in connection to office
buildings and are open to all government
employees, thus they are suitable for
mobile and flexible work.
Ratapihantie 7, Pasila, Helsinki
Viestikatu 1, Oulu
HUPI
– Flexible service and work environment
senaatti.fi/sesam
#senaattisesam
View the presentation video
21
Read more: senaatti.fi/hupi

22. 2. OUR EXPERTISE
We help our clients work smarter
22

23. We implement work environments that are
functional, safe and support the work
We help organisations reform their
ways of working
SMART
WORKING
23
WE HELP IN MODIFYING
BOTH PREMISES AND WAYS OF THINKING

24. View Implementation
Training
Smart everyday
We create a common
understanding of the ways of
working and work
environment that meet the
needs of the organisation.
We plan and implement together the work
environment with its services on a turnkey
basis.
We help to engage, inspire and train the
organisation towards change.
We help in settling into
the new work
environment and ways
of working and
improve them
constantly.
SMART WORKING
24
THE STEPS TOWARDS SMART WORKING

25. WE KNOW THE DIVERSE WORK ENVIRONMENTS
OF THE GOVERNMENT
OFFICES
New activity-based environments
support flexible ways of working,
providing different spaces for
varying working needs.
25
MINISTRIES AND SPECIAL
PREMISES
Many ministries, museums, art and research
institutes, schools and hospitals operate in
protected buildings and speciality premises,
the maintenance and development of which
requires special expertise.
DEFENSE AND SECURITY
In addition to office, warehouse,
accommodation and training premises,
the property portfolio includes state-of-
the-art speciality premises, as well as a
significant number of underground
premises.

26. 27
3. OUR SERVICES
Smart work requires a comprehensive view

27. Support for work environment
and premises management Work environments
and facilities
management
services
Security services for
work environments
Development of
digital work
capacity
Development of
ways of working
and performance
Support and training for
change management
28
We will increase premises utilisation
and optimise costs.
We help to engage, inspire and
train the organisation into
change.
We plan and implement activity-based environments
and special premises. If necessary, we can also supply
relevant furniture as well as facilities management
and security services already tendered.
We provide workplace safety consulting
and we are increasingly providing
security services.
We help with the planning, training and
taking into use of virtual work
environments and tools.
We measure the organisation's
knowledge work performance
to gain a snapshot of working practices
and to develop the right things.
OUR VARIETY OF SERVICES FOR SMART WORK
SMART
WORK

28. We help with the planning, training and taking into use of virtual
work environments and tools.
• Our work environment solutions are based on the aspiration to
support flexible activity-based working. This requires, for example,
wireless networks, user-friendly meeting and AV technology, as
well as smart access control and time monitoring solutions.
• We work together with the government’s information and
communications technology centre, Valtori.
29
DEVELOPMENT OF
DIGITAL WORK CAPACITY

29. We measure the organisation's knowledge work performance to
gain a snapshot of working practices and to develop the right
things.
• Much of the work done in governmental organisations is
knowledge work. When knowledge work is carried out as
smartly as possible, it is more pleasant at work, the organisation
succeeds in its mission and the resources are wisely used.
• Digitalisation has quickly changed the ways in which knowledge
work is done. We ensure that valuable working hours are used
smartly, and not on simple routine tasks that could be done
more quickly with technology.
Watch our presentation video
30
DEVELOPMENT OF
WAYS OF WORKING AND
PERFORMANCE

30. We help to engage, inspire and train the organisation into change.
• The transition to new ways of working is a great change for the
entire organisation. We support the organisation in going through
the change in a controlled manner. We always take into account
the needs and operational culture of the organisation.
• We support employee engagement by involving the employees in
the change and by training them to adopt new ways of working.
Active communication ensures that the employees experience the
change process as a positive one.
31
SUPPORT AND TRAINING FOR
CHANGE MANAGEMENT

31. 4. RESULTS OF OUR WORK
Smart work reduces costs and increases efficiency
32

32. CUSTOMER SATISFACTION
of the users of the premises very
or fairly satisfied
72 %
Customer savings (€/FTE) on
costs of premises, on average
Property management costs over
23 %
13 %
* KTI Benchmarking-research
STUDIED EFFECTIVE SOLUTIONS (2018)
22 % more economically *
20 %
Workplace development projects
improved premises efficiency
Increase in self-evaluated performance,
after moving to an activity-based environment
33

33. AN ACTIVITY-BASED ENVIRONMENT
IMPROVES PRODUCTIVITY
• An activity-based environment
supports employees’
performance. An employee’s
experiences of better
performance protect them
from becoming overburdened
and facilitate well-being at
work.
• Cost savings are created
through an improvement in
the customer experience and
well-being at work.
“The results concerning the increase in perceived
productivity in an activity-based environment are
startling. They indicate that we are headed in the right
direction.”
Heljä Franssila, Specialist on Knowledge Work
• A move to an activity-based
environment is never just
about facilities. Above all, it is a
change that concerns the work
culture and daily ways of
working.
• A successful workplace
improvement project requires
the organisation’s management
and cooperation practices to be
developed to ensure continued
good performance.
RESEARCH RESULT
In state administration,
employees’ perceived
productivity increased by
13%
after a move to an activity-
based environment.
The measurements were
carried out in organisations
in which some employees
had moved to
an activity-based
environment
and others had not.
The measurements were
carried out before and
after the move to an
activity-based
environment, and the
same measurements
were conducted among
employees who had not
moved to such an
environment.

34. “We supported the personnel by organising
workshops and openly informing them
of the progress of the renovation.”
Heidi Nummela, Director of HR and Administration, MEAE
ALEKSANTERINKATU 4–10: MINISTRY OF ECONOMIC
AFFAIRS AND EMPLOYMENT (MEAE)
Services provided by Senate Properties
• Support for change management and
workplace development.
• Cleaning, lobby and guarding services.
• Security services: system
administration, and service and
maintenance.
• Cleaning and property maintenance
services.
“It was surprisingly easy to adapt the spaces in
the 200-year-old historic building for modern
ways of working.”
Aino Jalonen, Director of Division, Prime Minister’s Office
Starting point
• MEAE’s employees were working
at four different locations.
• Idea was to create a modern
activity-based environment for all
MEAE’s employees in the
neoclassical Empire building
protected by the Finnish Heritage
Agency.
WHAT WAS DONE
HISTORIC BUILDING WAS
RENOVATED
IN TWO STAGES
INTO A MODERN
ACTIVITY-BASED
ENVIRONMENT
EUR 3.5
million
ANNUAL SAVING AS
OF 2019
14 m2/fte36 m2/fte
SPACE EFFICIENCY
400
NUMBER OF
EMPLOYEES

35. Thank you.
Sanna.jaaskelainen(at)senaatti.fi, @SannaJaas
pertti.Siekkinen(at)senaatti.fi, @perttisiekkinen
36
www.senaatti.fi