south lakeland district council...diital survey report south lakeland district council january 2019...

SOUTH LAKELAND DISTRICT COUNCILSOUTH LAKELAND HOUSE AND KENDAL TOWN HALL

ON LINE SURVEY RESPONSEJANUARY 2019

Appendix 3

DIGITAL SURVEY REPORT [South Lakeland District Council] JANUARY 2019

This report is the response from the on-line survey completed in July 2018 which predominantly involved the staff from South Lakeland District Council.

Input from the Council Committee members was invited by a second survey, with questions directed to gain feedback regarding the existing Town Hall operation.

Of the 250 staff based in South Lakelend House, 125 responses were given over a two week period. 49 staff also chose to provide personal comments regarding their existing and future workspace.

Feedback from the 19 Council Committee Members who responded is included. 10 Committee members chose to add personal comments.

The report includes the raw data results as bar charts (See Appendix I) with comments from the Council Committee also included (see Appendix II)

Our executive summary highlights the main concerns identified by the SLH staff, and also comments on how we are looking to address these issues with the proposed new layout for the offices.

THe

INTRODUCTION


EXECUTIVE SUMMARY

In general the responses from the staff can be categorised into five areas: • Office environment • Exercise and Wellbeing• Work area and Hot Desking• Meeting rooms and Public areas• Breakout spaces.

Office environment In response to the question regarding the heating, ventillation and lighting, 72% of staff said they considered it inadequate and a further 16 negative comments were recorded regarding the office environment. The main issues were regarding temperature control and the ability to open windows.

We would suggest the more open the office area becomes, there is the potential to balance the system more effectively. Some comment was given regarding the existing lighting but we would assume this would be replaced in the new scheme. Access to natural daylight was indentified as important. We would look to change the window treatments from vertical blinds to roller blinds in order that glare was managed on a needs basis (rather than blinds which block the daylight and are rarely adjusted).

Exercise and Wellbeing 56% of staff responded that they would be more likely to exercise around working hours if adequate shower and change facilities were provided, with 36% stating they would be more likely to exercise to get to work. We would hope the addition of suitable shower facilities would encourage more staff to cycle - only 6% currently choose this means of transport. A further 9 comments were received raising points regarding individual change areas, drying facilities and locker areas. 85% of responses stated the existing washrooms did not convey the correct image for the Council. Space for exercise / classes was mentioned (although classes are held within the Town Hall so this would possibly be a solution).

The plan proposals should include for a large shower/change facility on the ground floor, ideally with direct external access to the bike store area. The space should be accessible to the intended tenants of the startup business area, and also allow SLDC staff to easily access their offices.

22nd MAY 2018


Work area and Hot Desking

The majority of staff did not feel the existing office was an inspiring place to work. With 80% responding that the current layout was dated and did not reflect the way the council operates. South Lakeland carpark is the most popular entrance to the building (62% use this door) with 64% travelling to the office by car. Comment was made regarding the negative appearance regarding the carpark entrance to the building. 39% of staff walk to work.

Over 80% of staff found the way-finding signage around the building was lacking, and over 60% said the Reception did not convey the right image for the Council.

The main concerns regarding the work area revolved around the management of noise and disturbance within the open plan office. Generally there was concern regarding the implementation of hot desking and un-assigned workstations.

70% of staff felt it was important to work at the same desk each day, and 80% of staff spend the majority of their working week at their desk.

4 staff also commented there should be the option for height adjustable desks within the office area to allow staff to stand to work if they chose.

The staff responses highlighted a definite requirement for quiet rooms (88%) with 6 staff commenting specifically that quiet rooms would be essential for thier job role. 88% of staff also responded that they did not often use video conference on thier laptops as part of their job role.

The staff concerns regarding the work area are not unexpected when this type of change in work culture is first discussed. Our experience informs us that the correct inclusion of quiet space, meeting spaces (open and enclosed), acoustic treatments and intelligent space planning will solve the majority of these percieved issues. The feedback regarding desk use will of course be influenced by the IT network, which does not currently support flexible working. We should expect new systems will be made available to the staff over the course of the project, and as they become more familiar with the new IT systems there will be new opportunities to work differently. This point also applies to the use of laptop VC, where we would expect this to become more widely used over time.

We would suggest the proposed layout should allow for 20% of desks to be height adjustable to allow standing working.

ambert Smith HamptProject:


Meeting Rooms and Public Areas

Over 50% of staff responded that they interact with the Public as part of thier job role, but opinion was divided as to whether the Town Hall should be the first point of contact for visitors to the Council. However 62% stated that they felt the Town Hall was well-used.

The majority (61%) felt there were insufficient meeting rooms with 63% stating they would like to see more smaller meeting rooms for upto four people. It was also felt by 59% that the public facing meeting rooms should be more informal, with varous types of furniture to suit the meeting format. 80% of staff would like to see more open plan meeting spaces for informal discussion.

64% felt the AV facilities were user friendly, but there were coments in the staff response indicating that not all staff have used this equipment.

The feedback from this session will be read in conjunction with the separate information gathered regarding meeting room use. In order to meet staff expectations the proposed plan should include a variety of meeting room sizes and settings. Interview rooms should take account of the needs of people in wheelchairs and with pushchairs. The new office layout should include for open plan meeting spaces of various types to suit a variety of uses. The availability of a room for nursing mothers/people with specific medical needs should also be considered.

ambert Smith HamptProject:Meeting Rooms and Pubof a lic AreasBreakout spaces

For 84% of staff lunch is eaten at their desk, with 12% leaving the office and only 3% using alternative locations within the building. In addition, 16% of staff often eat their breakfast at the office, with 28% occasionally.

82% of staff felt a central cafe style area for people to have lunch and building relationships would be a good thing, with 13 staff specifically commenting positively regarding the potential inclusion of a breakout space within the office.

The most popular facilities staff would like to see in a breakout area include lounge seating, cafe tables and chairs and a TV. The kitchen should include fridge, hot water and microwave as a priority, with freezer, vending machines and dishwasher as less popular requirements.

80% of staff responded that they would like to see more breakout spaces for informal meetings rather than booking a meeting room.

The feedback from these responses will be used to determine the facilities and layout for the breakout locations possible within the new space plan. We would suggest the requirement for a freezer by 45% of the staff may be influenced by the current hot spell of weather! The management of individual food within shared areas must be carefully considered and a clear protocol for milk and beverage storage etc should be established as part of the design process.


APPENDIX I

DIGITAL SURVEY RAW DATA:RESPONSE TO QUESTIONS - OFFICE AREAS


WORDS FREQUENTLY MENTIONED IN THE STAFF RESPONSES.


MEETING ROOM ANALYSIS The meeting room analysis has been taken from Raw data provided by SLDC and relates to rooms in use in SLH only. We have interpreted the meeting room use showing occupancy charts per week and indicated the percentage use for each room.

In addition we have completed a breakdown of existing Town Hall and SLH meeting rooms in terms of their seating capacity. NB: This capacity count includes existing meeting rooms on the First floor and Second Floor SLH for which we do not have raw data.

We have then undertaken the same exercise regarding the proposed plans, in order to compare the existing with the new for capacity for ‘Rooms with a Door’.

The new layout has also then been recorded in terms of spaces without a door but with a 720 high surface, which could be practically be used for informal meetings or ah-hoc work. These are referred to as ‘Worksettings’.

Finally all breakout areas (food or drink preparation spaces) and sofas with coffee table are itemised separately. These are spaces which could be used for informal meetings but not for working and are referred to as ‘Soft Areas’

In order to provide a comparison for existing Town Hall rooms with new, where the room use has changed we have re-named the existing rooms according to the street/road they face onto (Angel, Lowther, Highgate). We have also re-named the Committee Room the Harrison Room in recognition of the individual who introduced snuff to Kendal. At this stage these should be regarded as working titles and are purely included to avoid confusion between existing and proposed schemes.


CONFERENCE ROOM

M T W T F M T W T F M T W T F M T W T F M T W T F M T W T F M T W T F M T W T F M T W T F M T W T F M T W T F M T W T F M T W T F S S8.009.00

10.0011.0012.0013.0014.0015.0016.0017.0018.00

Total Hours 17 14 31 31 28 25 27 28 20 23 21 29 23

M T W T F M T W T F M T W T F M T W T F M T W T F M T W T F M T W T F M T W T F M T W T F M T W T F M T W T F M T W T F M T W T F S S8.009.00

10.0011.0012.0013.0014.0015.0016.0017.0018.00

Total Hours 12 23 26 21 25 15 22 28 14 25 30 27 26

Internal meeting room use

Internal / public meeting room use

Total hours rooms in occupation Total hours rooms available

Percentage use

562810

69%

WEEK 1 WEEK 2 WEEK 3 WEEK 4 WEEK 5

WEEK 14 WEEK 15 WEEK 16 WEEK 17 WEEK 25WEEK 18 WEEK 26WEEK 19 WEEK 20 WEEK 21 WEEK 22 WEEK 23 WEEK 24

WEEK 7 WEEK 8 WEEK 9 WEEK 10WEEK 6 WEEK 13WEEK 11 WEEK 12


MEETING ROOM 6 - SLH

M T W T F M T W T F M T W T F M T W T F M T W T F M T W T F M T W T F M T W T F M T W T F M T W T F M T W T F M T W T F M T W T F8.009.00

10.0011.0012.0013.0014.0015.0016.0017.0018.00

Total Hours 4 14 13 22 10 18 8 21 12 18 17 17 21


10.0011.0012.0013.0014.0015.0016.0017.0018.00

Total Hours 6 9 19 12 17 10 21 24 15 10 17 14 3




Percentage use

372810

46%


WEEK 14 WEEK 15 WEEK 16 WEEK 17 WEEK 25WEEK 18 WEEK 19 WEEK 20 WEEK 21 WEEK 22 WEEK 23 WEEK 24

WEEK 11 WEEK 12 WEEK 13

WEEK 26

WEEK 7 WEEK 8 WEEK 9 WEEK 10WEEK 6




10.0011.0012.0013.0014.0015.0016.0017.0018.00

Total Hours 7 24 21 9 11 13 9 6 7 7 5 17 9


10.0011.0012.0013.0014.0015.0016.0017.0018.00

Total Hours 7 7 15 10 14 9 11 16 11 15 11 17 6




Percentage use

294810

36%

WEEK 24 WEEK 25 WEEK 26WEEK 19 WEEK 20 WEEK 21 WEEK 22 WEEK 23WEEK 14 WEEK 15 WEEK 16 WEEK 17 WEEK 18

WEEK 6WEEK 1 WEEK 2 WEEK 3 WEEK 4 WEEK 5 WEEK 7 WEEK 8 WEEK 9 WEEK 10 WEEK 11 WEEK 12 WEEK 13



M T W T F M T W T F M T W T F M T W T F M T W T F M T W T F M T W T F M T W T F M T W T F M T W T F M T W T F M T W T F M T W T F7.008.009.00

10.0011.0012.0013.0014.0015.0016.0017.0018.00

Total Hours 6 7 8 7 5 7 9 7 10 6 7 6 6

M T W T F M T W T F M T W T F M T W T F M T W T F M T W T F M T W T F M T W T F M T W T F M T W T F M T W T F M T W T F M T W T F7.008.009.00

10.0011.0012.0013.0014.0015.0016.0017.0018.00

Total Hours 7 6 7 7 11 9 11 9 10 12 9 10 9




Percentage use

208810

26%


WEEK 14 WEEK 15 WEEK 16 WEEK 17 WEEK 25WEEK 18 WEEK 19 WEEK 20 WEEK 21 WEEK 22 WEEK 23 WEEK 24


WEEK 26

WEEK 7 WEEK 8 WEEK 9 WEEK 10WEEK 6




10.0011.0012.0013.0014.0015.0016.0017.0018.00

Total hours 0 0 13 0 2 3 0 2 6 1 6 4 0


10.0011.0012.0013.0014.0015.0016.0017.0018.00

Total hours 2 3 15 3 1 7 0 3 16 20 16 0 0




Percentage use 15%

WEEK 10WEEK 6

WEEK 25WEEK 18 WEEK 19 WEEK 20 WEEK 21 WEEK 22 WEEK 23 WEEK 24


WEEK 26


123810


WEEK 14 WEEK 15 WEEK 16 WEEK 17


COUNTER AND REVENUE AND BENEFITS INTERVIEW ROOM 1&2

Date Counter Room 1 Room 206.04.18 152 26 313.04.18 92 8 320.04.18 139 6 027.04.18 143 12 204.05.18 172 17 711.05.18 134 11 218.05.18 131 11 325.05.18 118 8 001.06.18 134 8 108.06.18 172 24 4

Total 1387 131 25

Average interactions per week 138.7 13.1 2.5

Average interactions per day 27.74 2.62 0.5


EXISTING MEETING ROOMS - TOWN HALL

ROMNEY MEETING ROOM GF 12COMMITTEE ROOM GF 36BINDLOSS ROOM GF 25MEMBERS MEETING ROOM GF 8GEORGIAN ROOM 1ST 20KENT ROOM 1ST 8

MEETING ROOM CAPACITY (HEADCOUNT) TH 109

TOTAL MEETING ROOM CAPACITY (HEADCOUNT) - SLDC SITE 190

EXISTING MEETING ROOMS - SLH

ROOM NAME LOCATION CAPACITY

INTERVIEW ROOM1 GF SLH 2INTERVIEW ROOM2 GF SLH 2INTERVIEW ROOM3 GF SLH 3INTERVIEW ROOM4 GF SLH 4INTERVIEW ROOM5 GF SLH 6INTERVIEW ROOM6 GF SLH 4

CONFERENCE ROOM GF SLH 14

CONFERENCE ROOM (used as project space) 1ST FL SLH 12MEETING ROOM 1/025 1st FL SLH 12FINANCE TRAINING ROOM 1st FL SLH 14

CABINET MEETING ROOM 2nd FL SLH 8

MEETING ROOM CAPACITY (HEADCOUNT) SLH 81

EXISTING MEETING ROOMS - SLH


INTERVIEW ROOM1 GF SLH 2INTERVIEW ROOM2 GF SLH 2INTERVIEW ROOM3 GF SLH 3INTERVIEW ROOM4 GF SLH 4INTERVIEW ROOM5 GF SLH 6INTERVIEW ROOM6 GF SLH 4

CONFERENCE ROOM GF SLH 14

CONFERENCE ROOM (used as project space) 1ST FL SLH 12MEETING ROOM 1/025 1st FL SLH 12FINANCE TRAINING ROOM 1st FL SLH 14

CABINET MEETING ROOM 2nd FL SLH 8

MEETING ROOM CAPACITY (HEADCOUNT) SLH 81

EXISTING MEETING ROOMS - TOWN HALL

ROMNEY MEETING ROOM GF 12COMMITTEE ROOM GF 36BINDLOSS ROOM GF 25MEMBERS MEETING ROOM GF 8GEORGIAN ROOM 1ST 20KENT ROOM 1ST 8

MEETING ROOM CAPACITY (HEADCOUNT) TH 109

TOTAL MEETING ROOM CAPACITY (HEADCOUNT) - SLDC SITE 190


PROPOSED MEETING ROOMS

PRIVATE SPACES (ROOMS WITH A DOOR)


16 PERSON CONFERENCE ROOM MW2 GND 161:1 ROOM MW2 GND 26 PERSON MEETING ROOM 1ST SLH 66 PERSON MEETING ROOM 1ST SLH 66 PERSON MEETING ROOM 1ST SLH 61:1 ROOM 1st SLH 21:1 ROOM 1ST SLH 21:1 ROOM 1st SLH 21:1 ROOM 1st SLH 2LIBRARY 1st SLH 6QUIET ROOM 1st SLH 1QUIET ROOM 1st SLH 1QUIET ROOM 1st SLH 1QUIET ROOM 1st SLH 1CONFERENCE ROOM 1st SLH 20HARRISON ROOM THG 36LOWTHER ROOM THG 20ANGEL ROOM THG 12HIGHGATE MEETING ROOM THG 12BINDLOSS INTERVIEW ROOM THG 3BINDLOSS INTERVIEW ROOM THG 3BINDLOSS INTERVIEW ROOM THG 3GEORGIAN ROOM TH1 20KENT ROOM TH1 8KENT ROOM 2 TH1 6

TOTAL MEETING ROOM CAPACITY 197

OPEN PLAN WORKSETTINGS (DESK HEIGHT WORKSURFACE OPEN PLAN WORK AREA)

HOT DESK AREA MW2 GND 6HOT DESK AREA MW2 GND 6HOT DESK AREA MW2 GND 4HOT DESK AREA MW2 GND 4TOUCHDOWN MW2 GND 4OPEN PLAN MEETING BOOTH 1st SLH 4OPEN PLAN MEETING BOOTH 1st SLH 4OPEN PLAN MEETING BOOTH 1st SLH 4OPEN PLAN MEETING BOOTH 1st SLH 4OPEN PLAN MEETING BOOTH 1st SLH 4OPEN PLAN MEETING BOOTH 1st SLH 4OPEN PLAN PROJECT SPACE 1st SLH 8OPEN PLAN PROJECT SPACE 1st SLH 8TOUCHDOWN 1st SLH 8

TOTAL OPEN PLAN WORKSETTING CAPACITY 72

OPEN PLAN TEAPOINT / LOUNGE AREAS (COFFEE TABLE HEIGHT/ SOFA AREAS)

WAITING AREA MW2 GND 5TEAPOINT (WING) MW2 GND 10TEAPOINT (ENTRANCE) MW2 GND 43AUDITORIUM SEATING 1st SLH 12INFORMAL SOFA AREA 1st SLH 4INFORMAL SOFA AREA 1st SLH 10OPEN PLAN MEETING AREA 1st SLH 4TEAPOINT 1st SLH 14

TOTAL OPEN PLAN SOFT AREA CAPACITY 102
























APPENDIX II

DIGITAL SURVEY RAW DATA:RESPONSE TO QUESTIONS - COUNCILLORS


CONTACT USFiona Collier

Bluesky Design Interiors LtdStudio 1

169 High StreetBoston Spa

LS23 6BH

T: 01937 845 399

www.blueskydesigninteriors.co.uk

Registered Office: 82 Harlow Terrace, Harrogate HG2 0PNIncorporated: 6th December 2005

Comany number: 5645649

south lakeland district council...diital survey report south lakeland district council january 2019...

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