out of the ordinary: crawl before you walk: piloting agile working at investec bank #wtrends17

Out of the Ordinary

Crawl Before You WalkTHE PILOT

Workplace Trends Conference

18 October 2017

Introduction

• Tony Grimes > Investec

• Farrol Goldblatt > tp bennett

• What are we talking about today?• Brief introduction to the context of the project • Farrol will take you through the Briefing Process • I will take you through the Pilot implementation • Farrol will cover the Post Occupancy Evaluation• I will wrap up with how we applied learnings to the main project

• Founded in 1974 in Johannesburg• Founder driven, currently run by employee

No.4 and 5 • Unique culture –

• Out of the ordinary

• Dual listed • Investec Limited in Sandton SA• Investec Plc in London

• London office established 1992, listed on LSE in 2002

• Total employees 8,200 (4,080 in Plc)

• Current London headcount 2,461

3

Investec > Some info about the bank

Opportunities for Change

• Lease event, break option• Change in leadership

• Looked at different scenarios

-One new building-3 building campus-2 building campus

• Decided on a 2 building campus with an opportunity to expand and consolidate into one over time

WHERE ARE WE MOVING?

65

30

St Paul's Station

Shared entrance65 Gresham Street

Shared entrance30 Gresham Street

Towards Barbican Station

Where are we moving? > Location

2

3 0 G R E S H A M S T R E E T

Workplace office space and meeting suites

6 5 G R E S H A M S T R E E TStaff amenities

2 G R E S H A M S T R E E T

Lease break in September 2018

Need to vacate by June 2018 to allow for Dilapidations

THE BRIEFING PROCESSResearch & Data Driven

• Reflect Investec's brand, culture and values• Create an environment that stimulates extraordinary performance• Create an invigorating environment for employees

• Be efficient, flexible and encourage focussed work and collaboration• Existing 1:1, desk to headcount

• A more Agile solution is envisaged

The Brief > New offices will…

The Process carried out

Meeting Room Booking Data

Online Questionnaire

Interviews Focus Groups

Current Building

Utilisation Survey

26 x 1:1 796 responses 4 x Groups

Visioning Workshop

Leadership

12 x Months Data Site visits (UK&SA)2 x weeks

Space Demand

Test Fits

Building Stack

Culture & Identity > What did we learn

A Strong Culture• Friendly, open & face to face • Social & Sport• Entrepreneurial and ambitious • People who work at Investec do not want

to work at a typical bank

this is an “Out of the Ordinary Bank”DEFINED

DISTINCTIVEDIFFERENT

Staff Experience• The workspace should bring people together to

collaborate in different & unexpected ways• In a variety of work settings • Potential to spend less time at the desk and

more time being productive in the future

INSPIRECREATE

PERFORM

What staff told us

Summary > What staff told us

Agility• Desire to be more mobile within the

workplace – able to sit near whoever you are working with at any given point

• Positive about gaining alternative places to work and collaborate,

• Key to any change at Investec would be to retain or enhance the culture of face to face interaction

FLEXIBLE NIMBLE

Working Spaces > What did staff tell us in the online questionnaire?

74%

…believe that choosing a work setting to match thetask & activity would enable them to work more productively

Working Spaces > What did you tell us in the online questionnaire?

> 70%

Most positive is the atmosphere: Sociable, team working, interaction & spirit

Most negative is the lack of variety:Quiet working, privacy & creative spaces

< 60%

* Staff survey results

0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100%

Provides opportunities for quiet working

Provides sufficient privacy for business related phone calls

Encourages creative thinking/working

Demonstrates the distinctive spirit of Investec

Promotes interaction with colleagues across the business

Encourages team working

Promotes a sociable atmosphere

Positive Negative

Working Spaces > What did you tell us in the online questionnaire?

How do you rate the importance of and your satisfaction with the workspace?

87%83%

75%71%

66% 64% 62% 62% 58%

83% 83%

44%51% 50% 51%

61%66%

57%

0%

20%

40%

60%

80%

100%

STAFF CANTEEN SHOWERS/LOCKERS QUIET SPACES CREATIVE SPACES RELAXING SPACES CONVENIENCEFACILITIES

PERSONALSTORAGE

WELLNESS(MEDICAL)

BUSINESS STORAGE

> 80%Top STAFF FACILITY priorities are the staff canteen and the

shower facilitiesTop WORK SPACE priorities are quiet spaces and creative

spaces

> 70%Satisfaction is HIGH Satisfaction is LOW

> 80% 44-50%

LIFTS LIFTS

Pause Area

Open plan Neighbourhood


Open plan

Neighbourhood

STAIR

Flexible Project Zone

Enclosed Spaces



Collaboration Hub

Corner Garden

Corner Garde

n

Corner Garden

Corner Garden

Encl

osed

Sp

aces

Encl

osed

Sp

aces

Encl

osed

Sp

aces

Encl

osed

Sp

aces

Enclosed Spaces


Open Plan Neighbourhood

Corner Garden

Pause Area

Collaboration Hub

Key Zones:

Enclosed

Spaces

Open plan Neighbourhood Open plan

Neighbourhood

No 30 Gresham Street Office Design Principles > Typical floor zoning

ACTIVITY BASED WORKING?Getting the message across…

HOW ARE WE GOING TO DO THIS?

Level 5 Pilot

How Are We Going To Do This? > Project Process

• From the data, select candidates for Pilot

• Chose business unit including front, middle and back office

• Chose a business unit with a supportive COO (he had already been through this in his previous bank in Australia)

• Developed a three pronged approach:• Design• Technology• Change Management

How Are We Going To Do This? > Project Process• Leadership Workshop

Introduction to the pilot scheme and activity based working

• Change ManagementSupport from the Organisational Development Team and tpb Change Management

• Team InterviewsInterviews with team heads to understand your needs

• Review Utilisation DataRefer to survey data compiled a few months ago

• Design New Floor PlansUse and interview responses and surveys to inform design of the floor

• High Level Furniture SelectionResearch and select furniture solutions to support new working style

• Initial Design PresentationPresent initial space plan and furniture ideas

• Design ProgressArrange further meetings as the designs and furniture solutions evolve

LanguageIntroduce new language

IN IT IAL ENGAGEMENT

DATA REVIEW

DESIGN CONCEPT

Level 5 > Existing Space Plan

324 desks

Touch Down Tables

Work Tables

Work Stations

Level 5 > Space Plan Option 1

Focus Booths

Focus Room seats2

Other informal work settings

110

Total WorkpointsProvided

Agile Headcount of 273 @ 1:1.2 desk sharing ratio

Fixed Headcount @ 1:1 desk sharing ratio

Total WorkpointsRequired

Meeting Spaces76

18

163

54

11

246

228

11

239

11273284

Fixed HeadcountAgile HeadcountTotal Headcount on the Floor

Headcounts

Workpoint Requirements

Workpoint Provision

Additional Work Settings

* Lockers: 343

WHAT ARE YOU GOING TO GET?

What are you going to get > SPACE Where do I work?

Workpoints

Chair

Focus Booth 01

Focus Booth 02

Touchdown

Worktable

Workstation

Note: Sanitising wipes will be provided at each worktable, workstation and touchdown table for

surfaces, mouse, keyboard, etc.

Where do I keep my things?Storage

Locker

Team storage

Hot box

Existing High Density storage

Stationery centralised at copy points

What/Who is there to support me?Support Settings and Floor Coordinators

Floor Coordinators – Level 5

Vaida Aleksoniene07921840252

Charlotte Bush 07921840246

Brian Giles 07585848664

45 other places to work from*

Library

Corner Garden

Sofa

Zebra Crossing

*Note: Includes 35 open plan places to sit; 8 meeting rooms and 2 other enclosed spaces; 1 meeting table with chair, 1 sofa, etc is considered as 1 place to work (each

place to work may be able to accommodate different number of people, contains different number of seats)

-

Highlights

• Appointed tpb in March 2016

• Presented data July 2016

• Presented pilot proposition Sept 2016

• Approval to proceed Oct 2016

• Budget £600k

• Commence pilot fit out 23rd Dec 2016

• Complete 2nd Jan 2017

• Go live 3rd Jan 2017

POST OCCUPANCY REVIEW

“I was initially hesitant with regards to ABW. However I thoroughly enjoy the breakaway areas and the different settings in which this

can be completed. Having a laptop is a HUGE benefit and I feel I am much more

productive. I do not need a designated desk, but I do always require an additional screen.”

Online survey

76% of staff agree that Activity Based Working enables them to work

more productivelyAnd 80% of staff feel that the technology provided

enables them to be productive and work effectively

Post Occupancy Survey

WORKPOINTS (252 no.)AVERAGE & PEAK UTILISATION PER 10 MINUTES

AVERAGE & PEAK UTILISATION PER DAY

PEAK UTILISATION

AVERAGE UTILISATION

KEY

AVERAGE UTILISATION63%

PEAK UTILISATION83%

PER WEEK

64% Average utilisation excluding Fridays

Post Occupancy Survey

PERFORMANCE AND SATISFACTION LEVELS HAVE INCREASED

The space provides opportunities for quiet working

POST

PRE

PERFORMANCE

The space encourages creative thinking / working

POST

PRE

Alternative quiet spaces

POST

PRE

SATISFACTION

Alternative creative spaces

POST

PRE

15 %

24 %

29 %

24 %

Pre Post

Staff report increases in all aspects of the performance of the space.

Pre & Post Online Survey

Comments & what we learntTECHNOLOGY • Phone logging in takes too long / not everyone does it

• Laptop and screen connection (need better cables/always need to reconfigure display settings)

• Laptop logging on / off takes too long• IT equipment should match throughout the different workspaces

THE DESIGN / WORKSETTINGS

• Neighbourhoods too segregated / limiting• More whiteboards• Address the focus booth location• More booths with screens• More garden settings• 2 person focus booth not used• Library not used

COMMS • 88% of staff feel that communications throughout the pilot development up until the move were good / very good.

• 69% of staff reported they had at least some input into the process and outcome of the pilot.

• Ongoing change management

• Booths used all day• Want to eat at desk = more time to be productive• Team unable to sit together• Disruption due to noisy teams• Desks have been reserved / people sitting in same desk each day /

not enough desks• Not enough meeting places• Confidentiality issues (screens/printing)

CULTURE • Promote a healthier lifestyle• This has enabled interaction• Add music areas• Encourage home working when people sick• Loss of team identity / reduces team spirit / less social

STORAGE• Lockers need to be close by• Hot boxes not big enough / lockers too small• Lack of coat stands

PROTOCOLS

Comments & what we learnt

Proposed layout of No 30

Proposed No 30 Visuals

Thank You