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Oracle Flex Office. Joseph Gumina Vice President, International Real Estate January 25, 2010. Flex Office – What is it?. Flex office – Consists of various work styles Dedicated - assigned workspaces Desk Sharing/Hoteling – unassigned workspaces Telecommuting/Work from Home – work remotely.
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Oracle Flex Office Joseph Gumina Vice President, International Real Estate January 25, 2010
Flex Office – What is it? • Flex office – Consists of various work styles • Dedicated - assigned workspaces • Desk Sharing/Hoteling – unassigned workspaces • Telecommuting/Work from Home – work remotely
Flex Office – Why? • Mobile workforce, frequently out of office • Insufficient space to accommodate growth • Shortage of suitable expansion space • Increasing rents and opex for office space • Downsizing underutilized, costly facilities • Derive more utility from space and workstations • Increase agility to accommodate growth • Delay expansion/construction • Reduce parking requirements • Technology makes it possible Workspace no longer 4 walls and access point – now includes laptops, PDAs, Smartphones, iPhones, Blackberries, MFDs, homes, customer sites, hotels, planes, trains, cars, Starbucks, etc. Objective: Use facilities more efficiently/cost effectively, reduce idle time, leverage technology, streamline workspaces to job functions.
Flex Office – Who? • Some employees in only few hours daily • Some employees in and out constantly • Some employees away for long periods of time • Some employees never in office or no need to be • Reasons for employees out of office: • Customer sites • Business trips • Conferences/seminars • Off-site training • Vacations • Sick days Meanwhile, rent/opex continues 24/7, occupied or not Objective: Minimize space requirement & costs, maximize utilization
Flex Office – Who Cannot? • Desk-bound jobs, tied to desks • Little or no travel, seldom out • Have confidential, proprietary, or sensitive information • Senior executives
Flex Office – Telecommuting/Work from Home • No assigned space or office phone number • Work partially or solely from home or non-office locations • Based on distance • Based on job function • High level of autonomy, quiet concentration desired • Minimal supervision required • Minimal client/customer/peer interaction • Minimal use of office based files/applications/resources • High volume of international concalls outside normal hours • Need Manager approval • Need established work schedule • Need identifiable/measurable performance objectives
Flex Office – Telecommuting/Work from Home • Furniture & equipment standard or allowance • Supplies provision • Must be proven performer and strongly committed to work • Improves space utilization/efficiency, reduces costs • Reduces parking requirements/shortfalls • Improves work/life balance Issues: Management acceptance, work distractions, lost teamwork/synergy/camaraderie, sense of disconnection, change in work habits, small homes/apartments, lack of adequate workspace, no broadband access, legal liabilities/risk management, furniture & equipment provision and cost, etc.)
Flex Office – Desk Sharing/Hoteling • Based on job function or title • Based on time in/out of office • Pre-established sharing ratio (flexible) • Base minimum provisions required • Improves space utilization/efficiency, reduces costs • Reduces parking requirements/shortfalls • Issues: Change in work habits, learn new work style, loss of status, de-motivating, demoralizing in the face of increased workloads, shortages of workstations in peak periods, non-supportive managers, etc.
Flex Office – Does it work? Yes – Employees always coming and going Everyday examples follow same concept: Restaurants – Limited tables. Diners come in, diners leave. Tables turned continuously. Rental Cars – Limited cars. Someone picks up, someone drops off. Cars used continuously. Hotels – Limited rooms. Someone checks in, someone checks out. Rooms turned up to 30 times per month. Why not offices? – Employees coming and going constantly, just like hotels - limited “rooms” (i.e. workstations) accommodate many “guests (i.e. employees) - hence the name “hoteling”. Why dedicate costly space/workstations to employees frequently out?
Flex Office – Does it work? • Even in traditional offices - conference/meeting rooms are based on “sharing/hoteling” concept: • Employees don’t have dedicated meeting rooms. • Employees don’t have continuous meetings. Even during peaks, meetings always ending and beginning. • Few meeting rooms accommodate all employees. • Sharing/hoteling plays the odds. • Important to sell management on concept, and “before/after” facility cost allocations.
Flex Office – Essentials,Guidelines, Policies • Can be as simple or complex as desired, but basic requirements: • Reservation system or grab any available seat from Flex Office pool • Convenient, specific location in office – general or LOB specific, near copiers, meeting rooms, kitchens, key LOBs) • Promotional/directional signage • Adequate sized, properly configured workspace – offices, cubes, carrels/bench seats • Increased “huddle” rooms
Flex Office – Essentials,Guidelines, Policies • Laptops • VOIP or cell phones • Electrical/network connections or wireless • Personal storage lockers • Individual mail slots • Essential office supplies • Daily inspection/cleaning of workstations • Ergonomic chairs • Executive support/buy-in • Communications • Ongoing monitoring/refinement
Flex Office - Metrics Criteria for desk-sharing • Job function specific • Days per month in office (from security system reports) 12 -15 - assigned space 3 -11 - desk sharing/hoteling 0 - 3 - remote/work from home • % per month of space utilization (from “bed checks”) 61 - 100% - assigned space 0 - 60% - desk sharing/hotels • Ratios of employees to workstations variable, depends on employee acceptance, job type, frequency/length of time in office Start low, increase ratios as appropriate 2:1 to 3:1 - sales 4:1 to unlimited – consulting • Management mandate
Streamlined workstation: Analyst, support services Front office, sales, consulting
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