NSWGovernmentOfficeDesignRequirements
June2010Circulationissue5.2
AGuidetoworkplacedesignrequirementsforNSWGovernmentAgenciesTheNSWGovernmentOfficeDesignRequirementswerefirstreleasedinJuly1999aspartoftheGovernmentsOfficeAccommodationReformProgram.TheserevisedOfficeDesignRequirementsarenowawebbasedtoolthatwillcontinuetoassistagenciestomakebetterdecisionsabouttheeffectiveandefficientplanningoftheirofficeaccommodation.
Contents
SectionOne IntroductionForewordApplicationanduseofOfficeDesignRequirementsCurrentGovernmentPolicy PremiersMemorandum200806StatePropertyAuthorityand
GovernmentPropertyPrinciples PremiersMemorandum200828SustainabilityPolicyforNSW
Government GatewayReviewSystem
Acommentonofficeplanning
SectionTwo ThefundamentalsMandatoryrequirementsAppropriatespaceplanningmodelsSpecificworkpointdesignoptionsthekitofpartsTeamworksettings
SectionThree ThefitoutprocessGettingstartedBuildingyourteamSelectingasuitablesiteUndertakinganeedsanalysisCommunicatingwithstakeholdersReportingontheproject
SectionFour ReferencematerialCapturingtheopportunityforculturalchangeTheroleoftechnologyinofficeplanningManagingthealternativeworkplacePlanningforflexibilityOtherspecialisedfacilitiesAwordaboutstorageSecurityandaccesscontrol
SectionFive SustainabilityOverviewRatingToolsandGuides
Attachments DiagramsusedonwebsiteFullsustainabilitydocument
SectionOne,Introduction
Foreword
TheNSWGovernmentOfficeDesignRequirementswerefirstreleasedinJuly1999aspartoftheGovernmentsOfficeAccommodationReformProgram.TheserevisedOfficeDesignRequirementsarenowawebbasedtoolthatwillcontinuetoassistagenciestomakebetterdecisionsabouttheeffectiveandefficientplanningoftheirofficeaccommodation.
Thewayweworkhaschangedsubstantiallyoverthepast3040years.Todaywehavemobilephones,blackberries,laptopcomputers,mobilebroadbandandeverchangingtechnologytohelpusdoourwork.Wecanworkwhereweneedto,whenweneedto.
Withtheexceptionofentirelynew,morerecentfitouts,mostworkplacestendtobeanaccumulationofmanychangesoveranumberofyearstoaccommodatenewdemandslikeadditionalstaff,reorganisationsornewinitiatives.Generallytheseworkplacesareapoorfitformodernworkpractices.
Today,officeworkismorementallychallengingandworkplacesneedtobeabletostimulateminds.Sometimesweneedtoworkinteamsandcollaborateandothertimesweneedquietplaceswherewedontgetinterrupted.Weneedthetechnologythatsupportspeopleingettingthejobdonewithoutimposingobstaclesornuisancesthatcanbedistracting.Workismoredependentonsocialskills,morereliantontechnologicalskillsandmuchmoremobilethanithaseverbeen.
Workplacedesignneedstobeabletosupportthesechangesandthosethatwillcontinuetooccur.
Theworkplaceshouldbeseenasoneofthetoolsthathelpanorganisationachieveitsgoalsinthemosteffectiveandcostefficientmannerwhilealsohavingregardtoitsimpactontheenvironment.Considertheenvironmentalimpactsinyourprocurementplanningwhenundertakingyourfitoutproject.Inaddition,workplacesshouldbeplannedanddesignedwithsustainabilityconsiderationsinmindtoenableefficientuseofresourcessuchasenergy,waterandfitoutmaterial,effectivewasterecyclingandtoprovideacomfortableandhealthyindoorenvironmentforstaffduringoperations.
Workplacestodayneedtobeadaptable.Theyneedtoaccommodateuptothreeorfourdifferentgenerationsofworkerswithdifferingexpectationsoftheworkplaceanddifferingapproachestowork.Theyalsoneedtobeabletorespondquicklyandcosteffectivelytochangeasaresultofnewprojects,newstructuresornewinitiatives.
Goodworkplacedesignisimportantforanumberofotherreasonsincluding:
Recruitingandretaininggoodstaff
Supportingproductivitygains
Achievingresults
Image
Healthandsafetyofstaff
Reducedimpactontheenvironment
Theroleoftheofficeinsupportingtheachievementofcorporategoalswillcontinuetoevolve.Itisnowaplacewheresocialinteractioncanoccurbetweenstaffwhilestillgivingthemlessformalworkspaces,touchdownareas,meetingspaces,privateareas,mealroomsandthenecessaryequipmentandtechnology.
SectionOne,Introduction Page|5
ApplicationanduseoftheOfficeDesignRequirements
ThepurposeoftheseOfficeDesignRequirementsistoassistGovernmentagenciesinensuringthattheworkplacestheyprovideeffectivelyandeconomicallysupporttheirservicedeliveryneedsandcomplywithrelevantstandardsandlegislation.
TheseOfficeDesignRequirementsaretobeadoptedbyallGeneralGovernmentSectoragenciesandPublicTradingEnterprises(excludingStateOwnedCorporations).ShareholdingMinistersandBoardsofStateOwnedCorporationsaretonotetherequirementsoftheOfficeDesignRequirementsandencouragetheirorganisationstoadoptthemasappropriate.
Thedocumentisdividedintoanumberofsectionstoallowyoutoaccessdegreesofdetailonthevarioustopicsdependingonyourcurrentknowledgeonthesubject,orstatusofyourproject.Thekeysectionsare:
SectiontwoThefundamentalsThisdetailstheessentialrequirementsthatallfitoutprojectsneedtomeet.Thespecificsofyourparticularprojectwillalwayscallfordifferentconfigurations;howeverthefundamentalrequirementsofallprojectscanbefoundhere.
SectionthreeThefitoutprocessThissectionprovidesagreaterlevelofdetailonthewaythatatypicalprojectisconducted.
SectionfourReferencematerialThissectioncontainsaseriesofarticlesthatdescribemanyoftheconceptscontainedwithinsectiontwo,ingreaterdetailputtingcontexttotherequirements
SectionfiveSustainabilityThissectionisanexecutivesummaryofaseparatedocumentthatdiscussessustainabilityasitrelatestoofficedesign.
SectionOne,Introduction Page|6
PremiersMemorandum200806TheStatePropertyAuthorityandGovernmentPropertyPrinciples
TheStatePropertyAuthorityhasbeenestablishedbytheNSWGovernmentasacorporationwithfunctionsrelatingtotheacquisition,managementanddisposalofGovernmentownedproperty.
TheAuthoritysobjectivesasstatedintheStatePropertyAuthorityAct2006areto:
improveoperationalefficienciesintheuseofpropertiesofgovernmentagencies,particularlygenericproperties(suchasoffices,warehouses,depotsandcarparks);
managepropertiesofgovernmentagenciesinawaythatsupportstheservicedeliveryfunctionsofthoseagencies;
provideadviceandsupportwithingovernmentonpropertymatters;and
operateatleastasefficientlyasanycomparablebusiness,consistentlywiththeprinciplesofecologicallysustainabledevelopmentandsocialresponsibilityforthecommunity(includingtheindigenouscommunity).
TheAuthorityistheGovernmentsrealestateservicesproviderandisresponsibleforacquiringandmanagingGovernmentsgenericand,byagreement,otherpropertyassets.
ToassisttheStatePropertyAuthoritytoachieveitslegislatedobjectives,theGovernmenthasapprovedanewpropertypolicyframework.TheframeworkoutlinestherelationshipbetweenagenciesandtheStatePropertyAuthorityintheacquisition,management,maintenanceanddisposalofproperty.
Keyinitiativesoftheframeworkare:
theimmediatevesting(from1July2008)totheStatePropertyAuthorityoftheownershipofallgovernmentownedofficeaccommodation;
theimplementationofacommercialrentalchargeforallofficeaccommodationvestedintheStatePropertyAuthority;
thetransfertotheStatePropertyAuthorityofmanagementresponsibilityofallgovernmentleasedofficeaccommodation;
theextensionoftheGovernmentLeasingServicewithintheStatePropertyAuthoritytoincludeallleaserenewalsandnewandexistingleasenegotiationsforgenericpropertyintheGreaterSydneyMetropolitanArea(asdefinedbytheDepartmentofPlanning);
regularandongoingreviewsbytheStatePropertyAuthorityofagencypropertyportfoliostoidentifyefficienciestoimproveservicedeliverywhichwillbemonitoredbytheGovernmentAssetManagementCommitteeandreportedtoGovernment;
theprovisionofinformationbyallagenciesforthegenericpropertydatabase,includingtheparticipationinsurveys;
reviewandendorsementofallproposedpropertyacquisitionsanddisposalsbytheGovernmentAssetManagementCommittee;
theStatePropertyAuthorityisGovernmentspreferredacquisitionanddisposalagency;
theStatePropertyAuthoritywillbetheleadagencyforallmultifacetedpropertyproposalsthatareinterlinkedbytiming,locationoruse;and
theDepartmentofPremierandCabinet,StatePropertyAuthorityandNSWTreasurywillworkcooperativelywithGovernmentagenciesandrelevantunionstoaddressanystaffingandfundingimplicationswhichmayarisefromimplementationofthepolicyframework.
SectionOne,Introduction Page|7
ThefollowingGovernmentPropertyPrinciplesoutlinedetailsofthepropertypolicyframeworkaswellasotherconsiderationsrelatingtopropertytitle,preferredofficelocations,provisionofcarparking,leaseprecommitments,saleandleasebackproposalsandfitoutamortisation.
OperatingPrinciples
Principle1
AllownedofficebuildingswillbevestedintheStatePropertyAuthorityandleasearrangementswillbeenteredintowithtenantagenciesthroughaMemorandumofUnderstanding.Agencieswillnotbecompensatedforthevestingofassets,butwillreceivebudgetfundingfornetrentalpayments.Normaloperatingcostswillbefundedbyagenciesfromexistingresources.Thevestingofallownedofficebuildingswilloccurfrom1July2008.
Principle2
AgenciesmayvestintheAuthorityanyoralloftheirnongenericownedpropertyassetssubjecttoagreementwiththeAuthorityandTreasuryonresourceandfundingtransfersassociatedwiththoseproperties.InsomeinstancesGovernmentmaydirectthatcertainpropertiesoragencyportfoliosbevestedintheAuthority.
Principle3
TheAuthoritywillassumemanagementresponsibilityforallleasedofficespaceandotherleasedpropertyassetsandsubleasearrangementswillbeenteredintowithtenantagenciesthroughaMemorandumofUnderstanding.AgencieswillpayamanagementfeetotheAuthorityinadditiontotherentpayableundertheheadlease.
AprogramwillbeestablishedtotransfermanagementofexistingheadleaseresponsibilitiestotheAuthority.
Principle4
TheStatePropertyAuthoritywillconductallleasenegotiations(newleases,renewalsandrentreviews)forpropertyassetsrequiredbygovernmentagenciesexceptwheretheGovernmentAssetManagementCommitteedeterminesotherwise.
Principle5
ConsistentwithOperatingPrinciple4,negotiationsforallproposedleaseprecommitmentsmustbeconductedbytheAuthorityandinaccordancewithexistingapprovalprocesses.AllprecommitmentstoacquirepropertyorofficespacemustbeassessedandapprovedinaccordancewiththeWorkingwithGovernmentPolicyandGuidelines.
Principle6
AnyrequesttotheAuthoritytoacquirenewpropertyassetsmustbeconsistentwiththeagencysAssetStrategy,supportedbyabusinesscaseandcertificationoffundingavailabilityforacquisition,rentalandfitout,asappropriate.Whereanofficeaccommodationrequirementexceeds1,000m2,agenciesmustprovidetheAuthoritywithafacilityplanforapprovalbeforetheAuthoritycanapproachthemarket.
Principle7
AllproposedpropertyacquisitionsmustbereferredtotheGovernmentAssetManagementCommitteetoconsidertheproposedacquisitionstrategyanddeterminetheappropriateagencytocompletethetransaction.NormalTreasuryrequirementsforacquisitionscontinuetoapply.AllproposedpropertydisposalswillcontinuetobereferredtotheGovernmentAssetManagementCommitteeforapproval.
Principle8
NoGeneralGovernmentSectoragencywillapproachthemarkettoacquirepropertyassets,eitherbyleaseorownership,otherthanthroughtheStatePropertyAuthority,unlesstheGovernmentAssetManagementCommitteedeterminesotherwise.
Principle9
AllproposalsthatinvolveeithersaleandleasebackarrangementsoramortisationoffitoutsaspartofleasearrangementsmustbereferredtotheAuthorityandwillrequireTreasurysspecificapproval.
SectionOne,Introduction Page|8
Principle10
AllgovernmentagenciesmustimmediatelyadvisetheAuthorityofanyvacant,underutilisedornolongerrequiredofficespaceorotherproperty.
Principle11
CarparkingspacesthatincuracosttoanagencyshouldonlybeprovidedforofficialGovernmentvehiclesincludingvehiclessuppliedundersalarysacrificearrangementsusedforofficialbusiness.TherearecircumstanceswhereapprovalhasbeengivenbyCEOsfortheparkingofprivatemotorvehiclesinofficialcarspaces.Theseapprovalshavebeengivenonthebasisoftheparticularneedsoftheagenciesconcerned.Pendingfinalisationofasectorwidepolicyinrespecttothesemotorvehicles,existingapprovalsaretoremaininforce.
Principle12
AllagencieswillenterintoanagreedMemorandumofUnderstandingwiththeAuthorityforofficespaceorotherpropertyassetsitprovides.IfanagencyfailstoexecuteaMemorandumwithinareasonabletime,theAuthority,subjecttoTreasuryapproval,maydeemitsexecutionandthetermsoftheMemorandumwillbebindingontheagency.Forleasedpremisesthetermistobeconsistentwiththeheadlease.Forgovernmentownedaccommodationthetermmaybenegotiatedbetweentheparties,butsubjecttoacertainminimumterm.
Principle13
TheAuthoritywillenterintoServiceLevelAgreementswithagenciesinrelationtotheprovisionandmaintenanceofownedorleasednongenericpropertyassetsthatmeettheirservicedeliveryrequirementsanddeliverbestvalueforGovernment.
Principle14
Agenciesareresponsiblefortheprovisionoffitout,changestoexistingfitoutsandthemakegoodofpremisesprovidedbytheAuthorityandnofitout,makegoodorotheralterationsaretobeundertakenwithouttheAuthorityspriorapproval.
Principle15
TheAuthoritywillconductregularandongoingreviewsofagenciespropertyportfolios,workingwithagenciestoidentifyefficienciestoimproveservicedelivery.TheoutcomeofthesereviewswillbereportedtotheGovernmentAssetManagementCommittee,whichwillmonitorimplementation.
SectionOne,Introduction Page|9
GuidingPrinciples
Principle1
TheGovernmentAssetManagementCommitteeremainsGovernmentspeakChiefExecutiveBodyforconsideringallstrategicassetmanagementissues.TheCommitteestermsofreferencearebroadenedtoincludeallassetsincludingassetsotherthanrealproperty.
Principle2
ThetitleforallnewpropertyacquisitionswheretheresponsibleMinisterdoesnothavethelegislativepowertodealinpropertytransactionsistobeplacedinthenameoftheStatePropertyAuthority.Allpropertyrelatedleases(includingofficeaccommodation)willalsobeinthenameoftheStatePropertyAuthority.
Principle3
GovernmentagenciesaretoachievetheofficespaceusetargetsdeterminedbyGovernment.Currentlytheseareanaverageof17m2perpersonacrossanagencysofficeportfolioand15m2perpersonforallnewofficespace.
Principle4
GovernmentagenciesaretoactivelypursueopportunitiestosharecommonresourcesorservicesconsistentwithGovernmentpolicyordirectives.
Principle5
ThepreferredlocationforagenciesintheSydneyCBDisinthesouthernsectororothersectorwhereequivalenttermscanbenegotiated.Noagency,however,willbeprovidedwithaccommodationintheSydneyCBDCoreunlessapprovalhasbeenobtainedfromtheGovernmentAssetManagementCommittee.
Subjecttoindividualagencyservicedeliveryrequirements,thepreferredlocationsforgovernmentagenciesintheSydneyMetropolitanAreaarethosecentresconsistentwiththeDepartmentofPlanningsSydneyMetropolitanStrategy.
GovernmentagencieswillensurethatdecisionsonthelocationandfitoutofofficeaccommodationareconsistentwithplanningforactivelivingprinciplesandsustainabletraveloptionsasreferredtointhePremier'sWhyActiveLivingStatement,includingthenecessaryinfrastructuresuchasshowers,lockersandsecurebicycleparking.
Principle6
AllgovernmentagenciesaretoensurethatofficeaccommodationcomplieswithGovernmentpolicyinrelationtosustainabilityandenergyconservation.ThecurrentpolicyisoutlinedinPremiersMemorandum200828.
SectionOne,Introduction Page|10
PremiersMemorandum200828NSWGovernmentSustainabilityPolicy
TheNSWGovernmentSustainabilityPolicyishelpingGovernmentsavewaterandenergy,reducewasteandgreenhousegasemissions,increaserecyclingandsustainablepurchasingandbecomecarbonneutralby2020.TheDepartmentofEnvironmentClimateChangeandWaterNSW(DECCW)istheleadagencyimplementingtheSustainabilityPolicy.Visitwww.environment.nsw.gov.au/governmentformoreinformation.TargetsGreenhousegasemissionsfrombuildingenergyuse
Statewidetargettoreturngreenhousegasemissionsfrombuildingenergyuseto2000levels(1.5milliontonnes)by2019/20,withinterimtargetsof1.74milliontonnesby2010/11,1.67milliontonnesby2013/14and1.59milliontonnesby2016/17.
Agenciestocontinuetopurchaseaminimumof6%GreenPowerby2010/11,withtheexceptionofAreaHealthServices.
Water
Statewidetargettoreducetotalpotablewaterconsumptionby15%by2010/11(from2005/06levels).
Environmentalperformanceofbuildings
Governmentownedortenantedofficebuildingsover1000m2to:
obtainaNABERSrating(NationalAustralianBuiltEnvironmentRatingSystem)by31December2008;
achieveandmaintainaNABERSratingof4.5starsforenergyandwaterby1July2011,wherecosteffective;and
whereneworrefurbished,achieveandmaintain2011targetsfrom18monthsofthefirstoccupancy,wherecosteffective.
TenantedbuildingstoincludeGreenLeaseScheduleinallnewornegotiatedleasesorwhenexercisingaleaseoption,wherepractical.
TheGovernmenthasalsocommittedtosetNABERStargetsinGovernmentofficebuildingsforwasteandindoorenvironmentby30June2009.Agencieswillbeadvisedofanyrequirementsrelatedtothiscommitment,oncethesetargetshavebeenset.
CleanerGovernmentFleet
Governmentfleettoachieveanaverageenvironmentperformancescoreof12/20by2007/08(newongoingtargetswillbesetin2008).
Governmentfleettoachievea20%reductioningreenhousegasemissionsbyend2007/08,basedon2004/05performance(newongoingtargetswillbesetin2008).
Waste,RecyclingandPurchasing
Agenciestopurchaseproductsandapplianceswhererelevant,availableandfitforpurpose,with:
aminimum4starratingundertheMinimumEnergyPerformanceStandardsScheme(MEPS);and/or
aminimumof4starratingundertheWaterEfficiencyLabellingandStandardsScheme(WELS)orSmartApprovedWaterMarkproductsandservices(foroutdooruse).
Aminimumof85%ofallcopypaperpurchasedbyNSWGovernmentin2014tocontainrecycledcontent.
Agencies,fromthecommencementofthe2008/09financialyear,tospecifyinclusionofatleastonerecycledcontentoptionaspartofeachpublicationquotesought.
SectionOne,Introduction Page|11
GatewayReviewSystem
Majorofficerelocationand/orfitoutproposalsmayberequiredtopassthroughtheGatewayReviewprocesstogainfundingapprovalfromTreasury(whereanagencysproposedfitoutmeetsthespaceusetargetof15m2perpersonandthebenchmarkfitoutcostof$1,200perm2,agatewayreviewwillnotberequired).
TheGatewayReviewSystemisaseriesofstructuredreviewsthatareheldatkeydecisionpoints(gates)intheprocurementprocess.
TheNSWGovernmenthasdevelopedtheSystemtohelpagenciesimprovetheirprocurementdisciplineandtoachievebetterserviceresultsfromtheirprocurementactivity.
Asmallteamofexperiencedprocurementpractitionersthatarenotinvolvedintheprojectsconductthereviews.Theteamsassesstheprogressofprojectsagainstsevencriteria:servicedelivery,affordability,valueformoney,sustainability,governance,riskmanagement,stakeholdermanagementandchangemanagement.
Theresultsofeachreviewaresummarisedinareportthatprovidesasnapshotoftheprojectsprogress.Whereappropriatethereportswillincluderecommendationstostrengthentheproject.
GovernmentagenciesarerequiredtosubmitforGatewayReviewallprocurementproposalsforprojectsthatmeetthefollowingcriteria:
StrategicReview
Estimatedtotalcostover$10millionandcommencinginyears24oftheupcomingforwardestimatesperiod,orproposedforStateInfrastructureStrategypublicationorotherpublicstatement.
BusinessCaseReview
Estimatedtotalcostover$1million,ifrequestedbyTreasury.
Allprojectswithanestimatedtotalcostover$10millionandcommencingintheupcomingbudgetyear.
FurtherinformationcanbeobtainedfromTreasuryswebsiteathttp://www.treasury.nsw.gov.au/gateway/gateway_introduction.
SectionOne,Introduction Page|12
Acommentonofficeplanning
Whatisthebigdeal?WhydoweneedaccommodationOfficeDesignRequirementstotellushowtofitoutspacesthathaveworkedforover100years?Theanswerisbecauseweareonthecuspofchangeinnotonlythewaywework,butalsointhewayweinteractwithtechnology,eachother,andourlivesoutsidework.
In1968anAmericanfurniturecompany,HermanMiller,introducedtheActionOfficesystem,theworld'sfirstopenplanmodularsystemofpanelsandattachingcomponentsaworkstation.Intheinterveningyearswealsogainedindividualtelephonesonourdesksandthenpersonalcomputers,telexandfacsimilemachineshavecome(andgone)andnowwehavetheinternet,mobilephonesandwirelesstechnology.Technologyisbecomingavailablethatgenuinelyallowsustoworkwhereverandwheneverwechose.Indeedwearealmostatthepointwhereinteractionwith,andmanagementofeachotheristheonlyreasontobeintheofficeatall.
Andyetthevastmajorityofofficeinteriorscontinuetobeacombinationofenclosedofficesforseniorexecutives,workstationsofvaryingsizesforgeneralstaff,meetingroomsforoccasionaluse,plusstoragepositionedwherespaceallows.Justbecausetechnologyallowsworktobemobile,isthatavalidreasontobeso?Andwhatofmanagement?Canaworkforcethatmaynothaveapermanentdeskbesuccessfullymentored,managed,andintegratedintothebroadercultureoftheagency?
ThepurposeoftheseOfficeDesignRequirementsisnottoprescribeaspecificwayofworkingthatisuptotheindividualagencytoresolvewithassistancefromappropriatelyqualifiedconsultants.RathertheseOfficeDesignRequirementsseektomakeoptionsavailabletoyousothatanyreconfigurationorrelocationprojectisoptimisingthebenefitsthatnewgenerationofficedesigncanbringtotheefficiencyandeffectivenessoftheagencyandyourworkforce,improvetheenvironmentwithinwhichtheywork,andcontributepositivelytotheNSWGovernmentscommitmenttobecarbonneutralby2020(PremiersMemorandum200828).
Implicitwiththisistheacknowledgementthattheallocationofspace,thecharacteristicsofthespaceanditsassociatedfacilitiesbebasedonthebusinessneedsoftheagency,includingtheworkstyleneedsofitsvariouscomponents,notstatusorgradingofeachofficerperse.Itmaybethatthenatureoftheworkofaseniorofficerinaparticularagencymeansthatanindividualofficeisindicated,butthisshouldbedrivenbydaytodayactivitiesnotstatus.Tothatenditisnowappropriatetoconsideraccommodationtypeswithintheoverallofficeplanbaseduponthefunctionoftheindividualsuchas:
MobileLeader.InteractiveManagerLargeformatpaperusersQuietconcentratorsKnowledgeworkersSupportersMobileFieldWorkerVirtual/PhoneCustomerSupportInformationProcessorsFacetofaceCustomerSupport.
(StrategicBriefMcKellWorkplaceOpportunitiesProject,FINALREPORT:3RDAUGUST2007,Authors:ChrisAlcock,SteveCoster,SamanthaMorley&HaydenPerkinofDEGW)
SectionTwo,TheFundamentals Page|13
SectionTwo,Thefundamentals
Withinthiswebsitearetools,explanations,guidelinesandmandatoryrequirementsthatcollectivelydefineaframeworkforthesuccessfulcreationofallfutureofficespacefortheNSWGovernment.Consistencyofaccommodationacrossgovernmentisakeyobjectiveofthisdocument.ItisrecognisedthataccommodationandmanagementstylesevolveovertimeandsotoowilltheseOfficeDesignRequirements.Everyefforthasbeenmade,andwillcontinuetobemade,toensurethattheseOfficeDesignRequirementsadapttosuitcuttingedgeaccommodationsolutions.
Certainprinciplesoftheinitiativearerequiredtobeadoptedwithinallworkplaceprojects.
1. Whenconsideringarelocationproject,especiallyinregionalandremotelocations,colocationwithotheragenciesisthepreferredorprimaryoption.Thisshouldincludeshareduseofcentralfunctionalandfacilitiessuchasreception,utilities,andbulkstorage.
2. AdoptionofenvironmentalgoodpracticeandadherencetotheenvironmentalpolicydocumentcontainedwithintheseOfficeDesignRequirementsisarequirementofallworkplaces.
3. Theuseoftechnologytoreducetherequirementforpersonaltravelisarequirementofallworkplacedesigns.Thiscanincludesimplesolutionssuchasteleconferencingenabledphonesystemsthroughtotelepresencetechnology.
4. Endofjourneyfacilitiesforstaffusingnonmotorisedformsoftransporttotraveltoandfromtheworkplacearetobeconsideredwhenselectingasite.
5. Allagenciesarestronglyencouragedtoconsideralternativeworkplacestrategiesintheworkplace,includingaconcurrentreviewofworkpractices.Openplanistobeconsideredthatmandatoryrequirementforallgeneralworkspaces.Enclosedofficesmayonlybeprovidedbaseduponspecificfunctionalneed.Theymaynotbelocatedonperimeterwalls,andmustbedesignedinamannerthatallowsforuseasmeetingroomwhenotherwiseunoccupied.
6. Desksharingisencouragedwhereatallpossible.
7. Allagenciesarestronglyencouragedtoreviewtheirstoragepracticesaspartofanyworkplaceprojectwithanaimofinitiatinganoffsitearchivingprocess.
SectionTwo,TheFundamentals Page|14
Mandatoryrequirements
Thedesignofeveryagenciesfitoutissubtlydifferent,reliantuponthespecificneedsofthatagencyandthefunctionsofthestaff.Asdetailedwithinthesectiononreferencematerials,modernconceptsofofficedesignbasesolutionsuponthefunctionalrequirementsoftheusersratherthanblanketadoptionofhierarchicalspacestandards.Suggestedworkpointdesignoptionsareprovidedwithintheworkplacedirectionssection.
TomanagetheoverallportfolioofofficespacewithintheState,anumberofkeyrequirementshavebeenpreparedthatareconsistentwithtargetssetbyotherstatesandtheprivatesector.Theseincludeworkplacedensity,costoffitoutandotherissuesthatimpactuponthequalityofthespaceandstaffamenityThecriteriadetailedbelowarerequiredtobemetbyallapplicableaccommodationprojects.Requirement Factor NotesWorkplacedensity Nottoexceed15m2perpersonin
metropolitanandregionalcentres.Nottoexceed14m2perpersoninCBDofSydney.ThisismeasuredbydividingtheNLA(excludingoperationalareas)bythetotalnumberofstaffthatcanbeaccommodatedatworkpointsinthespaceatanygiventime.Forcallcentreworkplacesthemeasureis1000m2 RequiredtobesubmittedtoSPAateveryleaseevent.ContactSPAwithacopyofyourbusinesscasepriortocommencement.
NABERS AchieveandmaintainaNABERSratingof4.5starsforenergyandwaterby1July2011,wherecosteffectiveMeetNABERSratingtargetsforwasteandindoorenvironmentwhenset
Applicabletoofficefitout>1,000m2TheGovernmenthasalsocommittedtosetNABERStargetsinGovernmentofficebuildingsforwasteandindoorenvironmentbyend2009.Workplaceprojectswillhavetomeetthesetargetswhenset.
SectionTwo,TheFundamentals Page|15
Equalityofaccess AllworkplacesarerequiredtocomplywithAS1428.2,providingequalityofaccesstoallstaff.
Dispensationforbasebuildingorotheruniquenoncompliancesmaybeconsidered,subjecttoadetailedsupportingdocumentbeingprepared.
Workstationscreenheight Nottoexceed1350mmabovefinishedfloorlevel
Thisheightallowsforcontrolledlineofsightwhenseatedbutretainsanopenplanenvironmentwhenstanding.Agenciesareencouragedtoconsiderlowerscreenwherepossible.Theremaybeinstanceswherehigherscreensarejustifiedbuttheseshouldbecriticallyexaminedtoensuretheyaresupportedbyfunctionalneed
Enclosedoffices Minimiseandbaseallocationsonfunctionalneed.Designmustallowforuseasameetingroombygeneralstaffwhenvacant
Theallocationofanenclosedofficeisdeterminedbyfunctionalneedratherthanclassification.Theseofficesshouldprovidemaximumglazingsoastoaddtoageneralfeelingofopennessandbelocatedinpositionsonthefloorsthatdonotrestrictopenplanningsolutionsandaccesstonaturallight.Typicallytheywillbelocatedawayfromtheperimeterofthebuilding.Theyshouldbefurnishedwithfreestandingmodularfurnituresimilartothegeneralworkpoint
Storage Personalstoragetonotexceed1linmetre
Preferenceshouldbegiventosharedorcentralizedstorage
Endofjourneyfacilities Securebicyclestoragefor5%oftenancystaff(or1bicycleparkper300m2ofNLA,whicheverishigher)1shower(unisex)per10bicycleparkingspacesprovided
Whennotalreadyprovidedwithintheselectedbuilding,considerationshouldbegiventoseekinginclusionofthesefacilitiesbythelandlord
Sundryrooms Dependingonthenatureandsizeofyouragency,someotherfunctionspecificroomsorspacesshouldbeconsidered.Examplesincludeprayerrooms,firstaidroom(arequirementforstaffnumbersinexcessof200),breastfeedingrooms(detailsavailableatwww.breastfeedingfriendly.com.au)
ItmaybepossibleforsomeoftheseroomstobemultiuseroomsseesectiononOtherSpecialisedFacilities
Ifthebenchmarktargetof15m/personisbettered(i.e.lessthan15m/personisachieved),thenmorepeoplearebeingaccommodatedinaparticulararea(thanat15m/person)duetobetterplanningorfunctionalefficiency.Becausemorepeoplearebeingaccommodatedinthearea,thenmoreworkstations,furnitureandtechnologyarerequired.Consequently,thecostoffittingoutthatparticularareawillincreasebythecostof
SectionTwo,TheFundamentals Page|16
theadditionalworkstations,furnitureandtechnology.Therefore,theeffectofachievingthisbetterefficiencyisanincreaseinthefitoutcostratepersquaremetrecomparedwithbenchmarktargets.However,therateperpersonwillnotincreasebecausethesameamountoffitout,furnitureandtechnologyisbeingprovidedforeachperson.Everypercentagepointimprovementinworkplacedensitytranslatesdirectlyintoaonepercentrecurrentsavinginrentandbuildingservicescostsatnoadditionalcostperpersoninfitoutcosts.Thisstrategyofbetteringthetargetmaximumworkplacedensitycanbeappliedtonewfitoutsandforrationalizingspaceinexistingoffices.Expertadviceshouldbesoughtfromyourconsultantteamintheimplementationofthisapproachinordertoensurethatfunctionalityisretained,legislativecompliancerequirementsaremetandaqualityworkplaceisprovided.Otherconsiderationswhenplanningyourspaceare: Primarycirculationroutesshouldideallybe1.5mwide,withasinglecirculationroutebetweenthe
coreandtheperimeterpreferredforgreaterefficiency. Publicandbackofficezonestobeseparatedbyasecuritypoint Openplanindividualworkplacesshouldhaveaccesstodaylightandaspect(andhavepreference
overenclosedofficesandancillaryspace) Quietrooms,meetingspacesandstorageshouldbeadjacenttothosestaffwhorequireaccessto
them,andwherepossiblecolocatedwithothercommunalspacessuchasutilityzones Informalmeetingareasshouldbecentrallylocatedtoencourageinteractionacrossthefloor Thelayoutsmustsupportinteractionandconcentratedwork Acoustictreatmenttosurfaces Layoutsmustbeadaptableovertimeandbesuitableforavarietyofdifferentbusinesslines.
Preferenceisgiventomobilejoineryandfurnitureoverbuiltinandfixeditems Allworkpointsshouldbeconsideredasbeingavailableforhotdeskingwhennotoccupied Acousticcontrolandsoundattenuation.Youshouldfindanappropriatebalancebetweenalevelof
backgroundsoundthatgivestheofficelifeandnottoonoisyastobedisturbing
SectionTwo,TheFundamentals Page|17
Appropriatespaceplanningmodels
Innovationhaspresentedanopportunitytomakebroadchoicesabouthowtheofficeistobedesigned.Wherepreviouslythechoiceswerelimitedtosizeofworkstationorwhogetsanenclosedoffice,intodayandtomorrowsofficesthechoiceisvastandisintimatelyconnectedtohowyouragencyconductsitsbusiness.
Inseekingtorespondtoagencyneedsforflexibility,responsiveness,andthefreeflowofinformation,allnewGovernmentaccommodationprojectswilladoptone,oracombinationof,thefollowingspaceplanningmodels.
1. Activitybasedplanning.Thisprinciplecanbesaidtodrawitsinspirationfromthedesignofhouses,andtherecognitionthatmostworkersalreadyspendlessthat60%oftheirdaysittingattheirdesk.Whereinaconventionalworkplace,theuserisstaticandthetaskcomestothem;inactivitybasedplanning,theuserismobilewithintheofficeandwillbasethemselvesfortherequiredperiodoftimeatastationspecificallydesignedforthatparticularfunction.Byexampleaquietroomforconcentratedworking,anopencommunalspaceforteamwork,asmallindividualdeskforrespondingtoemails,orameetingroomfordiscussionwithexternalparties.Dependingonthechoiceoftheindividualagency,eachstaffmembermay,ormaynothavetheirownpermanentworkspace.Itisinterestingtonotethatwhilethisisnotanewconceptperse,ithasonlybecomeviableasaspaceplanningtechniquesincetheadventofmobileandvirtualisedtechnology.Theseinnovationsallowtheworkertoaccesstheirphone,emails,thenetwork,etcfromanycomputer.FormoreonthispointrefertothesectionontheroleofITinofficeplanning.
2. Universalplanning.Unlikeactivitybasedplanningwhichprovidesasuiteofhighlycustomisedbutsharedworkplaces;universalplanningisstrictlyconsistentinitsnatureandprovidesone(atbest,orveryfew)sizeofworksettingthatisdesignedtoprovideallofthefunctionalperformanceneedsoftheagencysstaff.Theindividualworksettingwillbelargerthanthesmallestonefoundinacomparableactivitybasedplanhowevertherearesomespaceusegainsmadethroughthehighlyregularnatureoftheplanning.Universalplanningisaveryeffectiveplanningtechniqueforagenciesthatexperienceahighdegreeofchurnandorganisationalchangeastherearrangementoforganisationalgroupscanbeachievedwithouttheneedforanychangetothephysicalworkplace.
3. Hotelling.Oftenmistakenwithhotdeskingwhichisanonbookableworkplace,hotellingisthecontrolledandprearrangedbookingofspecificworksettingsbyindividualsorgroupsinordertoaccommodatethemforagivenperiodoftime.Itisknownashotellingbecauseofitssimilaritywiththeconceptofbookingahotelroom.Anumberofproprietarysoftwaresystemsexistforthispurposeandthebestarewebenabledallowingstafftomakeonlinebookingsforspaceaheadoftheirarrival.Anofficedesignedalonghotellingprinciplesmaynotappeartobeanydifferentfromaconventionaloffice;itwillhaveamixtureofworksettingsincludingworkstations,offices,meetingroomsandcommunalareas.Howeverhotellingallowseachspacetobeusedforagreaterproportionoftheday.Forexamplethenumberandsizeofmeetingroomscanbedesignedsothattheyareusedupto80%ofthetime.Withconsideredresearchandpreplanningitispossibletoachieveusageratiosofupto5:1(5stafftoeachworkstation)althougha3:1ratioismorerealisticasastartingpoint.source:byteSIZEDguidetomanagingspace,UnwiredventuresLtd,2007
Hotellingataratioof3:1canresultina66%reductioninthespacerequiredbyanygivenpartofanagency.Howeveritisimportanttonotethatitdoesnotsuitindividualfunctionsthatarestaticsuchasinformationprocessors,ortechnicalstaff.
SectionTwo,TheFundamentals Page|18
Specificworkpointdesignoptionsthekitofparts
Inordertobothmaintainadegreeofflexibilityandallowworkspacestobesomewhattailoredtoindividualneeds,carefulconsiderationneedstobegiventoworkplacefurnitureandspaceallocation.Keepingtoaminimalnumberofdifferentspacestandards,andaconsistentandgenerickitofparts,allowsthestraightforwardrelocationofpeoplearoundthefuturepremiseseitherbymovingpeopleratherthanfurniture,orbyallowingpeopletotakethekitofpartsextraswiththem.Thekeyistoallowflexibilitytoarrangeteamspacesindifferentways.
Thekitofpartsavailabletoagenciesincludesthefollowingelements.Quantitiesofeachelementusedareatthediscretionoftheparticularagency,recognisingthattheoverallfitoutdesignmustmaintainadherencetothemandatoryrequirementsoutlinedinundermandatoryrequirements.
Workpoints
Item Description Footprintsize(inccirculation)
standardworkpointeitherrectangular,freeform,benchtypeor120degree
Thedefaultworkpoint.Theconfigurationofthisworkpointmayvarybutwilltypicallybeaworksurfacewithasidereturn(eitherfixedormobile)including1linealmetreofpersonalstorage
SectionTwo,TheFundamentals Page|19
Teamworksettings
Item Description Footprintsize
Suggestedratio
Collaborationhub Centrallylocated,multiusespaceforworking,socialising,eatingandholdingmeetings.Shouldbeanenclosedspaceonatleastthreesidestocontroldisruptiontootherlocalworkpoints
4060m2
1:6080staff
Openmeetingtable Gatheringspacewithscreeningtocreateasenseofprivacy.Accommodates26peopletofacilitateadhocdiscussions.Shouldbelocatednearcirculationpaths
610m2
1:2030staff
Enclosedsmallmeetingroom Bookableornonbookablemeetingroomforupto4people.Canbeusedtoholdteleconferencesandinterviews
Notethatroomsthataredesignedforoverfourpeoplemayrequireseparateairconditioningwhichcanaddsignificantcosts.
912m2
1:3045staff
Enclosedmediummeetingroom
Bookableornonbookablemeetingroomforupto10people.Canbeusedforexternalclientmeetingsiflocatedappropriately
2024m2
1:4050staff
Enclosedlargemeetingroom Typicallybookablelargemeetingroomtoaccommodate1520stafforvisitors.Usedforstructuredpresentationsormeetings.Considercollocatingwithoperablewallifverylargefunctionspacesarerequired,ratherthanbuildingoneverylargeroom
50m2
1:7590staff
Adhocroom Typicallyusedforshortperiodsoftimeforactivitiesthatrequireprivacyorconcentration.Discreetlyscreenedtoavoidvisualdistraction.Accessibleonafirstcomebasis.Consideravarietyofequipmentoptionse.g.computerinsomebutnotall
610m2
1:2030staff
Touchdownworkpoint Reservedforstaffvisitingtheofficeonashorttermbasis.Typicallytheywillhavealimitedstorageprovisionandwillbeclusteredingroups.Theymustbeleftemptywhenvacated.
36m2
1:4050staff
Utilityhub Alocalsupportspacethatprovidesaccesstocopying,faxing,printing,layout/collationandrecycling.Typicallycollocatedwithcollaborationhubswherepossibletopromoteadhocinteraction
1012m2
1:4050staff
Athirdgroupofworksettingsexist,beingthepublicinterfaceareasuchasreception,training,meeting,andhospitalityspaces.Theallocationanddesignofthesespacesisbaseduponthespecificneedsoftheagency.Youshouldbearinmind,however,thatthesespacesaretypicallyhighercosttofitoutthanworkspacesandshouldbecarefullyreviewed.Asuggestedbenchmarkisthattheyshouldnotaccountformorethan20%oftheareaoccupiedbytheagency.
Otherfitoutconsiderationsinclude:
Indoorairquality NotoxicmaterialsormaterialswithhighlevelofVOCemissions
(paint,adhesiveandsealants,carpetandflooring)areintegrated
Procurementplanningforthefitoutprocessshouldtakesintoconsiderationstheimpactsofthefitoutmaterialsonindoorair
SectionTwo,TheFundamentals Page|20
intothedesign.
Ensurethatallengineeredwood
productsusedintheproject(includingexposedandconcealed
applications)havelowformaldehydeemissionsorcontain
noformaldehyde.
Ensuresourcesforpollutantsfromknownareassuchasprintareasareseparatelyventilated.IncludeindoorplantstoassistinimprovingIAQ.
quality.Considerdevelopingamaterialsmatrixwhencomparingandselectingmaterials.
Maintainhealthylevelofindoorairqualitythrougheffectiveventilationsystemandremovalofpollutantsfromknownsources.IncludeindoorplantstoassistinimprovingIAQbutensurethattheplantscanbemaintainedwithouttheneedforchemicalfertilisersandwithlowwaterusage.
Thermalcomfort Forfullymechanicallyventilated
buildings,ensurethatthebasebuildingventilationsystemswork
withinthefollowingparameters:
Airvelocitynotmorethan0.2m/swithnosupplydirectedatoccupants(unlesstheyhavedirectcontroloftheairflowe.g.displacementgrilles,taskairnozzles);
HVACsystemtohaveseparateinternalandperimeterzonesthateachprovideindependentheating,coolingairvolumes.
Ensurethattheworkplace
achievesahighlevelofthermalcomfort.Talktostafftofindout
thetemperatureandhumidityrangethattheyarecomfortable
with.
Daylight Aimfor90%oftheNLAhas:
ameasuredDaylightFactor(DF)ofnotlessthan2.0%atdeskheightlevel(720mmAFFL)underauniformdesignsky;or
aDaylightIlluminance(DI)ofatleast250Lux.
Aimfor80%oftheNLAhasadirectlineofsighttotheoutdoors,orintoanadequatelysizedanddaylitatrium.Ensureglarefromdaylightisreducedthroughappropriateuseofblindsandscreensthat Eliminatealldirectsun
Ensurestaffhaveamenityto
naturallightsandexternalviewsandreduceglare
SectionTwo,TheFundamentals Page|21
penetration; Arecontrolledwithan
automaticmonitoringsystemwherepossible;
Areequippedwithamanualoverridefunctionaccessiblebyoccupants;and
Haveavisuallighttransmittance(VLT)of
SectionTwo,TheFundamentals Page|22
Energy Useenergyefficientlightingsystems/luminaries,officeelectricalequipmentandkitchenappliances(withaminimum4starsMEPSand4starsWELS).UtilisepassivesolardesignprinciplesforthermalcomfortanddaylightingneedsConsiderintegratingabuildingmanagementsystem(BMS)toorganisezonesaccordingtouseandafterhoursworkingtimesorHVACandlightingneedsandrecordtheconsumptionforongoingmonitoring.Uselightandmovementsensorstominimiselightsand/orACbeingleftonwhenareasnotinuse.Usemultipurposedevicestoreducetheproliferationofequipment.Equipmentswitcheseasilyaccessibleatworkstations.
Ensurethatthefitoutisdesignedtoenableefficientenergyuse.
NSWGovernmentSustainabilityPolicyrequirestheprocurement
anduseofproductsandappliancesthathaveaminimum4
starratingundertheMinimumEnergyPerformanceStandards
Scheme(MEPS)and4starratingundertheWaterEfficiency
LabelingandStandardsScheme(WELS)orSmartWaterMark
products.
Waste DesigninwasteavoidanceandtheefficientuseofmaterialstosuitmanufacturedsizesandorquantitiesWhereexistingfinishesandfurniturehavebeenleftinthetenancy,aimtoreuseasmuchaspossibleordisposeofappropriatelysuchasrecycling.DesignforfuturedisassemblyanddeconstructionforreuseandrecyclingatendoflifeEnsurethatcollectionpointswithinthebuildingareavailable(i.e.spacecanbeprovidedtostorewasteproducts)andsystemsinplacetocollectsortedwasteandrecyclablesduringoperation.
Thefirstconsiderationsto
reducingwastestartinthedesignphase,byreducingwhatneedsto
bedisposedofattheendoflife.Akeystrategyhereistouseless.
Oncethequantityofmaterialshasbeenreducedconsiderhow
materials/productsaregoingtobereusedorformnewproducts
throughrecyclingforexample.Thelaststrategyshouldbeconsidering
materialsaswastetobedisposedof.
Material Useecopreferredmaterialssuchastheuseofrenewableresourcesincludingreusedandrecycledmaterials.Usematerialswhichhavebeencertifiedthroughareputableandcertifiedgreencertification
Reducetheenvironmentalimpactsofmaterialselection.Considerdeveloping: guidelinesforgreen
specificationforofficeandbuildingmaterialsbasedontheNSWGovernmentProcurementPolicyand
SectionTwo,TheFundamentals Page|23
system.ForexampletimberhasvariouscertificationschemessuchastheForestStewardshipCouncil(FSC)certifiedtimberReuseexistingfurniture,fittings,fixturesetcasmuchaspossibleSelectmaterialsfordurability,reuseandrecycling.Usematerialswithlow/noharmfulVOCemissions.Ensuresupplierscommittoproductstewardshipstrategiesparticularlywhenclaimsforrecycling/reusearemade.
CommonwealthEnvironmentalPurchasingGuide
amaterialsmatrixwhencomparing&selectingmaterials
Water Ensurewasterefficientappliancesarespecifiedanduseonlyproducts/applianceswithaminimum4starsWELS.Considerwaterlessproductssuchaswaterlessurinal.
NSWGovernmentSustainabilityPolicyrequirestheprocurementanduseofproductsandappliancesthathavea4starratingundertheWaterEfficiencyLabelingandStandardsScheme(WELS)orSmartWaterMarkproducts.
SectionThree,Thefitoutprocess Page|24
SectionThree,Thefitoutprocess
Gettingstarted
Theaccommodationprovidedtoyourstaffisacriticalpartofmaximisingtheeffectivenessoftheagency.Evensmallchangesinproductivityachievedthroughwelldesignedofficespacecanhavesignificantimpacts.Forthisreasonitisvitalthattheaccommodationprovidedmatchesthestrategicgoalsoftheagencyinawaythatisflexibleenoughtochangeasyourorganisationchanges,
Typicallytherearetwomainreasonswhyyouwouldconsiderundertakingafitout.Thefirstoftheseisbecauseyourcurrentleaseisduetoexpireandyouareplanningtorelocatetonewpremises.Thesecondisbecauseorganisationalchangemeansthatthecurrentofficeplanisnolongertheoptimumsolutionforthewayyourstaffwork.Inthisscenarioyoumaywellbestayinginyourcurrentpremisesbutthereisasoundbusinesscasetosupportpartialorwholereconfigurationofthelayout.Inthisscenario,thereisatippingpointwherethepotentialbenefitsinincreasedagencyperformanceoutweighthecapitalexpenditureofthefitoutitself.
Incaseswheretheleaseonyourcurrentpremisesisduetoexpire,orthereisanotherexternalinfluencerequiringyoutoconsiderarelocation,theprocesscantakebetween12and18months,althoughyoushouldbeconsideringtheinitiationoftheprojectuptotwoyearsbeforetheendofthelease.Insomecaseswherethedecisionistakentomoveintoanewbuildingthismaybeevenlongerandcaninvolveanintegratedfitout.
Therearesixstagestoasuccessfulfitoutprojectdefinedas
1. Feasibilityneedsanalysisandprojectdefinition,followedbythebusinesscaseandfundingapproval
2. Conceptsiteselectionandinitialdesignconcepts
3. Designdesigndevelopmentwithinagreedbudgets
4. Pricingcompetitivepricingfromtradesandsuppliers
5. Constructionprojectmanagementandsitesupervision
6. Finalisationrelocationandstaffinduction,andpostoccupancyevaluation
TheStatePropertyDivisionoftheLandandPropertyManagementAuthorityandtheDepartmentofServices,AdministrationandTechnologycanassistyouinthisprocesshoweverthefirststepsneedtobetakenbyyou.Thiswillformthebasisofaneedsanalysisdocumentorroadmapthatdefineswhatgoalsaretobesetyourorganisation.Dependingonthesizeoftheagencythiswillincludeacomprehensivefacilityplanthatwillconsidersuchthingsasbusinessprocesses,serviceneeds,clientbase,affinitiesofinternalbusinessgroups,affinitieswithotherorganisations,andthestrategicinformationthatwillberequiredbyyourconsultantteam.Thefacilityplanshouldidentifythepreferredlocationsfortheorganisationandtheidealfloorplatesizetooptimiseoperatingefficienciesoftheorganisation.Greaterdetailonthepreparationoftheneedsanalysisiscoveredinthenextsection.
Thefirstdecisionstobemadebyyouare:
1. Whoisgoingtoruntheprojectfromwithinyouragency,andwhatistheirlevelofauthority?
2. Whatworktypesbestsuitthefunctionsofyourteams.Thiswillinformyourneedsanalysisandshouldbeusedwhenpreparinganoptimumblockingandstackingdiagram
3. Whatarethepositiveandnegativeattributesofyourexistingaccommodation?
4. Whatgeographiclocationsuitsyoubest?Considerstaffaccesstowork,whereyourclientsandsuppliersarebased,andwhetheranalternativelocationwillprovidenewopportunities
5. Howandwhenyouaregoingtocommunicatewithyourstaffabouttheproject.Itisvitalthatyourstaffarekeptinformed.
6. Howareyougoingtomanagetheprocessofchange?
SectionThree,Thefitoutprocess Page|25
Buildingyourteam
Inundertakingafitoutproject,agreatmanydifferentskillsetswillberequired.Somewillbeinvolvedinspecificaspectsoftheprojectsuchasthebuildingtradesortheprivatecertifier;whileotherswillbeinvolvedfromthestartrightthroughtocompletion.
Thereisnohardandfastruleaboutwhichconsultantsandcontractorswillberequiredasthespecificsofyourprojectareunique.Howeverthetablebelowprovidesasguideforcertaincommonprojecttypes.
Itemsshowningreyareoptionaldependingonneeds
Role Responsiblefor Reportsto Fitout500
m2
Integrated
fitout
Projectdirector Overallstrategy
Thisroleisonlyapplicabletoprojectsinexcessof10,000m2andshouldbeaseparateappointmentfromtheprojectmanager
Agencyrepresentative a
Assetmanager/agencyrepresentative
Arrangingapprovalsunderdelegatedauthorityincludingleases,fitoutbudgets,reportingtoagencyexecutiveandensuringgoalsareachieved.
EnsuresGovtpoliciesaremet
Agencyexecutive a a a
TenantrepresentativefromSPA
Sourcingpremises
Negotiatinglease
Managingexitfromexistingpremises
Managingnewpremises
Agencyrepresentative a a a
Projectmanager(usuallyaSharedCorporateServicespartneri.e.NSWBusinesslinkorDSTA)
Selection,engagement,andmanagementofconsultantteam
Programme(time)
Costplan(money)
Tenderingofworks
Coordinationwithlandlord
Agencyrepresentative a a
Interiordesigner Designbrief
Interiordesign
Designdocumentation
Qualityduringconstruction
Mayperformroleofprojectmanageronsmallfitouts
Projectmanagerand/oragencyrepresentative
a a a
Servicesengineer Servicesbrief Projectmanager a a
SectionThree,Thefitoutprocess Page|26
Servicesdesignanddocuments
Qualityduringconstruction
Basebuildingservicesengineers
Servicesbrief
Servicesdesignanddocumentsincludingintegrationwiththebasebuilding
Qualityduringconstruction
Projectmanager a
Privatecertifier Certificationofdesignforconstructioncertificateandoccupationcertificate
Projectmanagerand/orinteriordesigner
a a a
Quantitysurveyor Detailedcostplan
Certificationofclaimsandvariations
Projectmanager a a
Headcontractor Constructionofthefitout
Defectsrectification
Projectmanagerand/orinteriordesigner
a a a
Subcontractor
Supplier
Constructionand/orsupplyofindividualcomponentofthefitoute.g.partitionsorworkstations
Headcontractor a a a
ITrelocationconsultant
RelocationandtestingofITsystem
Businesscontinuityplanning
Agencyrepresentative a a a
Storageconsultant Rationalisationofstorage
Mappingandrelocationofstorage
Interiordesigner a a
SustainabilityconsultantsorESDconsultants
Contributetothedesignbrief
Auditingthebasebuildingservices(HVAC)andinfrastructure(meteringforNABERSrating)
DesignguidanceandmanagementofcertificationprocessforNABERSandotherratingsystems
Procurementadvice
Contributetodesigndocumentation
Typicallypartofdesignteamforsmalltomediumsizedprojects
Agencyrepresentative a a
Securityconsultant Prepareandadministersecurityplan
ProjectManager a a
Theappointmentofconsultantsandcontractorsissubjecttocertainpoliciesandprocedures.ThesearedefinedwithinDepartmentofPremierandCabinetCircular200417andtheStateContractsControlBoard
SectionThree,Thefitoutprocess Page|27
PurchasingDelegations.FurtherinformationisavailablefromtheNSWprocurementofficewebsitewhichhasadedicatedsectiononconstructionprocurement.
Inadditiontotheexternalprojectteamitisimportantthataninternalteamisconvenedtoprovidedirectionandsupporttotheconsultants.Thenumbersofmembersofthisteamisdependentonthesizeandcomplexityoftheprojectbutinallcasestheyshouldbestaffthathaveanappropriatelevelofauthority,timetocommittotheproject,andagoodunderstandingoftheorganisation.Thebestpeopleforthisrolehaveabigpictureview.
SectionThree,Thefitoutprocess Page|28
Selectingasuitablesite
ThecommercialrealitiesofRealEstatearesuchthattheoverarchingreason(assumingallotherserviceneedsareequal)toselectonesiteoveranotherwhenconsideringrelocationisgoingtobeafinancialdecision.RealEstatecostsareoftensaidtobethesecondorthirdhighestsinglecosttoanyagencyandsomakingtheoptimumfinancialchoiceisparamount.
Andyetnegotiatingaleaseforabuildingthatyoumayoccupyformorethan10yearsrequiresthataprocessofduediligenceisundertakentoensurethatthefinalselectioncanmeetthefunctionalrequirementsoftheagency.Ineffectthebuildingevaluationprocessshouldseektoeliminateanyshortlistedsitethatmayhaveafunctionalshortfallsothattheremainingsitescanbetrulyevaluatedonfinancialgroundsalone.Yourconsultantteamshouldbeaskingthequestionwhycantwegothere?
Criticallythefirststepinthisprocessistoclearlyunderstandwhatyouneed.Thisisbestachievedthroughthepreparationofablockandstackplanaspartofabroaderfacilityplan.Forexample,ifyourblockingsuggeststheoptimumoperationalefficienciesareachievedwhenyouragencyisaccommodatedononelargefloorplate,youcanimmediatelyexcludesitesthataresmallplatesrequiringoccupancyovermultiplefloors.
Spaceplanning
Inreviewingtherelativemeritsofsitesyoushouldengageaninteriordesignertopreparetestfitplans.Thesearenottruereflectionsofanyfinaldesigns,rathertheyaregeneralarrangementplansthattesttheconfigurationofthebuildingandfloorplatetomeetyourspecificneeds.Factorsthatthedesignerswillconsiderincludeaccesstonaturallight,columnsizesandspacing,ceilingheightsandquality,qualityofbasebuildingfinishes,andtheprovisionofbasebuildingamenities.Theywillalsobeabletoassessthestatutorycomplianceoftheproposedfitoutandalertyoutoanypotentialshortcomings.Theywillbeabletoadviseonrequiredfloorloadingsforcentralstorageandcommentonpositiveandnegativeenvironmentalattributesofthespace.
Buildingservices
Thespecificsofyouragencysfunctionmayrequireatypicalservices,suchasuninterruptedpower,orexcessivecooling.Generallyitisprudenttoengageabuildingservicesengineertoinspectanyshortlistedsiteinthesamewayasyouwouldengageadesigner.
Typicalissuestobeconsideredare:
Hydraulics.
1. Towhatstandarddoesthebasebuildingfirehydrantandhosereelsystemcomply?ThecurrentstandardisAS2419.12005butthe1994versionofthisstandardisalsoacceptable.Ordnance70isanoldstandardandshouldnotbeaccepted.
2. Whatisthewetstackcoveragetothefloor?agoodbenchmarkminimumis60%wetstackcoveragetothefloor.
3. Isacoldwaterprovisionavailabletothetenantfloors?Aminimum20mmcoldwatersupplyshouldbeprovidedoneachlevelfortenantconnection.
4. Isbasebuildinghotwateravailablefortenantuse?Thisisnotcommonbutisbeneficialtotheprospectivetenant.
5. Whatisthefloorstructureofthebuilding?ideallythiswouldbeaconventionalconcreteslabasposttensionedslabscancauseissueswithstructuralpenetrations.
6. Isgasavailabletothesite?Mostbuildingsdonothavegasavailabletotenantfloorsbutifitisprovidedtothebuildingthenthereisanoptiontoconnectifdesired.
7. Isthereatradewasteprovisiontothetenantfloor?Somebuildingswillhaveacommongreasearresterandwillextendtradewasteconnectionsthroughoutthebuildingforusebythetenantifsodesired.
8. Isthereanonpotablewatersupplyavailablewheninstallingnewtoiletblocks,itisdesirabletousenonpotablewaterforflushing.
SectionThree,Thefitoutprocess Page|29
Mechanical.
1. Whatisthesystemtypeandthesizeofthecontrolzones?Anythingover200sqmperzoneshouldnotbeaccepted
2. Whataretheexternalandinternaldesignconditions?Internalshouldnotfalloutsideof21.5+/1.5degreeC
3. Whatistheallowancefortenantequipment/power?Anythingbelow10W/sqmshouldnotbeaccepted
4. Isthereprovisionfortenantsupplementaryairconditioning?Ifcondenserwaterisprovided,whatistheavailablew/msqorL/s?
5. Isthereprovisionforadditionalfreshairtothespace?Howmuch?Anythingbelowaminimumof300l/sor0.3l/s/msqshouldnotbeaccepted
6. Isthereanyadditionalgeneralexhaustavailable?
Electrical
1. WhatElectricalSupplyisavailabletothetenancy?Anythingbelow20VA/sqmshouldnotbeaccepted
2. WhatspatialprovisionsareavailableonthetenancyDistributionBoards?recommend1poleper10sqm
3. IsthereLightningProtectionintheBuilding?Itisrecommendedbutnotmandatory
4. IstherePowerFactorcorrectionintheBuilding?Itispreferredbutnotmandatory
5. AretherebackupGeneratorsavailabletothetenancy?Itisrecommendedbutnotmandatory
6. AretherebackupGeneratorsavailabletotheBaseBuilding?Itisrecommendedbutnotmandatory
7. Aretheresurgedivertersprotectingthisfloor?Itisrecommendedbutnotmandatory
8. IsthemeteringprivateorSupplyAuthority,andwhopaysforthis?eitherisacceptablebutimportanttoclarifyforcompliancewiththeNABERSscheme
9. Whatluxlevelshavethebasebuildinglightingbeeninstalledto?ItisrecommendedtomeetAS1680min320luxaverage
10. HasdaylightharvestingbeenincorporatedintotheBaseBuildinglayouts?Itisoptionalbutcanhaveasignificantimpactonyourenergyreductiongoals
11. Arethereprogrammedlightingsystemstothetenancy?Itisoptional
Communications
1. WhatNetworkprovidersarepresentwithinthebuilding?Aminimumof1isrequired
2. Howmanycablepairsareavailabletothetenancy?Anythingbelow1pairper10sqmshouldnotbeaccepted
3. IsthereOpticFibrewithinthebuilding?Itisoptional
4. IsthereMobilephonecoverageto100%oftheaccessibleareaswithintheBuilding,includingliftcars?Thisisnotarequirementbutyoumayfindoneserviceproviderperformsbetterthananother
5. IsthereBaseBuildingprovidedMATVaccessibletothetenant?(AnalogueandDigital)Itisrecommendedbutnotmandatory
6. IstherePAYTVaccessibletothetenantwithinthebuilding?Itisoptional
SectionThree,Thefitoutprocess Page|30
Securityandaccesscontrol
1. Isthere24hoursonsitesecurity?Itisrecommendedtohaveaminimumofperiodiccontrolvisitsaspartofthelease
2. IsthereCCTVatallentrypointstothebuilding?(Ifyes,isitmonitored)Itisrecommendedbutnotmandatory
3. IsthereanAccessControlsystemwithinthebuilding?(Ifso,whatcommonareasareprotectedandwhen)Itisrecommendedbutnotmandatory
4. IstheAccessControlsystemabletobeconnectedtoandexpandedwithnewtenants?Itishighlyrecommendedbutnotmandatory
5. IstheAccessControlsystemandBMSsystemsinterfaced?Itisrecommendedbutnotmandatory
Fire
1. IsthereaFireEngineeredSolutioninthebuilding?Ifsocautionshouldbetakentounderstandthedetailimplicationsofit.FireEngineeredsolutionsrequirecomplexstatutoryapprovalstoamendandmayrepresentanunacceptableleveloflifesafetyrisktoyourstaff.
2. CanthelandlordprovidetheFireSafetySchedulerequiredinformation?Thisismandatory
3. DoanyFireServicesrequirereplacementorupgradeaspartofnewtenantworks?Detailsarerequiredforreviewbyyourconsultants
4. Isthehosereelandhydrantcoveragesufficientforreasonablepositioningofthefitoutelements
Locality
Thefinalconsiderationwhenshortlistingsitesshouldbethelocalarea.Typicalquestionsthatyoushouldbeconsideringinclude:
1. Willourstaffbesafetravellingtoandfromwork,atthetimesthattheyusuallytravel?
2. Arethereadequateendofjourneyfacilitiesavailabletoencourageahealthyandactivestaffe.g.bicyclefacilities,walkingpaths,etc?
3. Isthesiteservicedbypublictransport?
4. Aretheregoodlocalamenitiesforstaffsuchasshops,placesofentertainment,restaurantsetc?
5. Canourcustomersaccessthesiteeasily?
6. Doyourequiresignageandisitavailable?
7. Doesthebuildingspresentationmatchyouragencysimage
8. Aretheothertenantsinthebuilding,orlocalarea,agoodmixwithyouragencysprofile
9. Isthelandlordareputablepersonorcompanythatwillcontinuetomeettheirobligationstoyou?
10. Doesthebuildingprovideadequateequalityofaccessforallstaffandvisitors,inaccordancewithDADHCpolicies
11. IsthereappropriateparkingavailableforGovernmentvehicles?
12. Isthebuildinglocatedinafloodzone?
SectionThree,Thefitoutprocess Page|31
Undertakinganeedsanalysis
Withinthetoolssectionofthisdocumentyouwillfindadownloadablefilethatyoucanusetoprepareyourownneedsanalysis.Lateronintheproject,onceyourconsultantteamhasbeenappointed,theywillalsobetakingabrieffromyou,howeveruseoftheneedsanalysistoolprovidedwillensurethatmuchofthekeydatayouandtheyrequirewillhavebeenalreadygathered.Thisneedsanalysistoolisyouropportunitytolookatthebigpictureofwhatyouneed,notwhatyouwant.Itshouldalsonotconsiderthedetailofhow.Thatcomeslater
Aneedsanalysisdefinesthemostappropriateworkplacestrategyforyourorganisationthatsupportsbusinessgoalsandobjectivesoveradefinedtimeandwithincertainfinancialparameters.Ittakesintoaccountmatterssuchassuitabilityofexistingaccommodation,agencyobjectivesandbusinessneedstogetherwithidentifiedfuturechanges,peopleissues,sustainabilityissues,technologyandspecificservicesissues.
Whenevermajororganisationalchangesarebeingplanned,theneedsanalysisprocessshouldbeusedtoreviewexistingbusinesspractices.Majorrelocationsoccurinfrequentlyandprovideanidealopportunityfororganisationstostreamlinebusinessprocessesandchangecultureswherenecessary.
Theneedsanalysiscanprovideasignificantopportunityforyouragencytotakeafreshlookataccommodationandmaximisethepotentialprovidedbyanewworkingenvironment.Itisessentialthatsufficienttimebeincorporatedintotheprogramtoallowadequateinvolvementofstaffatalllevelsacrosstheorganisationsothatadiverserangeofideasandopportunitiescanbeidentifiedandexplored.Thiscantakeuptosixmonthsforlargeorganisationswhorequireacomprehensivefacilityplan.
Itcannotbestressedenoughthatatthisstageintheprocess,youarenotlookingforsolutions.Youarecrystalballingthefutureandthenexploringthestrengthandweaknessesofyourexistingaccommodationrelativetothewayyouthinkyoushouldwork.Bywayofanexample,agreatdealhasbeenwrittenonthechangingpopulationandtheriseofthegenerationY.Isyouragencydemographicchangingandcantheworkplacebedesignedtoattractandretainthisgenerationofstaff?
Therearemajorrisksifaneedsanalysisisnotundertakenatthisearlystage.Theyincludepoorlydefinedprojectscope;nodetailedunderstandingofworkprocess;lackofstakeholderengagementresultinginpoordataandpossiblepushbackatimplementation;noidentificationofkeyprojectissuesorganisationalandcultural;potentialtimelinedelaysandbudgetarypenalties.Fromasustainableperspective,itisimportanttoensureattheverystartthatanintegratedapproachtotheprojectisadheredto.ClickhereformoreinformationaboutSustainabilityissuestobeconsideredatthefeasibilityandplanningstage.
SectionThree,Thefitoutprocess Page|32
Communicatingwithstakeholders
Atthefeasibilityandearlyplanningstageofthefitoutprojectitisimportanttoensurethateveryoneisengagedintheprojectatvaryinglevels.Thisisnotonlyvaluablefromaninclusivepositionbutwillalsoassistinestablishingwhereimprovementscouldbemadeinthenewpropertyandofcoursewherecurrentpracticesareworkingwell.Somestrategiestoconsiderinclude
o Theengagementofstakeholdersintheprocesssuchasreportingcurrentpracticeshowsatisfiedareoccupantsintheircurrentlocation,whatarethecurrentstrengthsandweaknesses,arethereanyhealthissues,noise,thermalcomfort,lightingissues?
o Planninganauditofcurrentpracticesamongststaff,productivitylevelsandindoorenvironmentalqualitieswillalsohelptogaugeanyimprovementsinstaffhealthand/orproductivity.SpecialistconsultantsorsomeUniversityresearchcentrescanassistinthesetypesofaudits
o Ensurethatstakeholdersareawareoftheobjectivesmadebythedesignandmanagementteamforpeerreviewandprovidearecordofthedesignintent
Thefitoutprocesscantakemanymonthstocomplete,andatcertainstagesitcanappearthatthereisnotmuchhappening.ForexampleduringthedocumentationphasemostdesigndecisionswillhavebeenmadeandtheconsultantteamwillbebusyproducingthedocumentsrequiredtoenterintoabuildingcontractwiththeHeadContractor.Aftertheintensityofthedesignstageswhenyourstaffwillhaveseenmanyexternalpeoplewalkingthroughtheexistingpremisesarmedwithdrawings,thisperiodofsilencecanbealarming.
Itis,therefore,veryimportantthatacommunicationplanbeputinplacebyyourinternalprojectteamtoensurethatthestaffandyourclosebusinesspartnersarekeptinformedofwhatisoccurringintheproject.Theaimofthecommunicationplanshouldbetoprovideinformationontheprojectasitdevelops.Theycantakemanyformsdependinglargelyonthecultureoftheagencyitself.Successfulexampleshaverangedfromformaldocumentssuchasamemooutliningeventstoapageontheintranet.Bywayofexample,TheDepartmentofHumanServices,andCommunityServicesusedaConceptAdvisoryGrouponaprojectthatprovidedinputtothedesignprocess.TheCAGassistedwithcommunicationwithkeystakeholders,andensuredPSAinput.Itistheresponsibilityoftheagencyrepresentativetoensurethatallgroupsareconsultedincludingunionsandcommunitymemberswhereappropriate.Manycompaniesintheprivatesectorhaveusedsimplevideostoshowprogressonsitetogreateffectandanothercommontoolistosetasideanareainyourcurrentofficespaceasaprojectroomwherecollateralcreatedintheprocesscanbedisplayede.g.thepresentationboardsusedbythedesignteamhungonthewall,ortheproposedgeneralpurposechairmadeavailableforstafftotestout.Wheretimeframeandscaleofprojectallowsyoumayevenconsiderlivetestingofaworkstationcluster.
Theoverridingmessageofallcommunicationmustbetoinformpeopleofwhatisoccurringontheprojectandhowitwillimpactuponthem.100%consensusisdifficulttoachieveandsothemostsuccessfulcommunicationplansfocusonwhatisoccurring,withdocumentedsupportoftheprojectsdirectionbytheexecutive.FAQsandotheropportunitiesforstafftoaskquestionsaregoodplacestostart.
Insimpletermsitisbesttotellwhatisbeingdone,ratherthanaskwhatiswanted.Elementsthatcanbeincludedareadiscussiononthetangiblebenefitstostaff,theenvironmentalinitiativesbeingmade,thelocationproposed,andhowtheprojectwillaffecttheindividualsdaytodayactivities.
Towardscompletionoftheprojectthereisanotherformofcommunicationthatwillberequired.Inallprojectswheretheaccommodationsolutionisdesignedtoassistinsomeformoforganisationalchangeitislikelythatyouwillbeaskingyourstafftoworkinnewways,andwithnewaccommodation.Theprojectteamshouldbeaskedtoprepareadocumentand/orpresentationtokeystaffwhointurncancommunicatewiththeentireorganisationonhowthenewspacesaretobeused.Onecommonexampleistheuseofbreakoutspaceswhichareusedtoprovideaspaceforinformalmeetingsandadhoccommunicationbetweenstaff.Inworkplacesthathavenothadthesespacebeforeitisimportanttocommunicatetothestaffthatitisokaytobeinthesespacesandthatjustbecausetheyarenotattheirdesk,itdoesntmeantheyarenotworking.
Providingstafftrainingandeducationonthebenefitsofthenewfitoutanddesignandhowtouseitcanbecriticaltoasuccessfulproject,particularlywherethebuiltenvironmentisrequiringusercontroltomaintainareasofthermalcomfortforexampleorwherethetechnologicalsystemsmaybedifferentormorecomplicatedthanstaffareusedto.Ensurethisprocedureiscontinuedaspartoftheinductionprocessforallnewstaffandreminderprogramsforalstaffarecompletedonaregular(yearly)basis.
SectionThree,Thefitoutprocess Page|33
Toassiststaffinusingthenewfitoutonamorecontinualbasis,youcancreateaUserGuideforstafftomaintainhealth&comfortlevelsaswellasmaintainenergy,wasteandwatergoalsandobjectivesfortenancy.Youcanalsoconsiderprovidingmethodforcontinualfeedbackandimprovementfromstaffandotherusers.
Communicationwithstakeholdersdoesnotstopwhenthefitoutprocessiscompleteditgoesbeyond.Apostoccupancysurveyiscriticaltonotonlyensurethatstaffarehappyintheirnewenvironmentbutimprovementscanbemadewheretheyarenot.Butdontrushintothesurveywaitabout46months,whenpeopleareorefamiliarwiththeirsurroundingsandhowtheyusethemandthatnewofficehoneymoonperiodhaspassedsoyougetmoreaccurateanswers.Includeissuesaroundhealth,safety,comfort,usability,socialaspects,transport,accessibility,light,noiseandthermalcomfort.Therearespecialistconsultantsinthisareawhocanassistyouwiththissurveyandhowtoanalysetheresults.Usethisinformationtocomparewiththesurveycompletedbeforethemoveorrefurbishment.Itisalsoimportanttoprovideregularreportingonfitoutperformanceintermsofstaffsatisfaction,indoorenvironmentquality,waste,energyandwaterefficiencyperformanceforcontinualimprovementandsustainedmaintenance.
SectionThree,Thefitoutprocess Page|34
Reportingontheproject
ItisoftensaidthatRealEstateisthesecondlargestcostcentreofanybusinessoragency,behindstaff.Therearealsomanyrisksassociatedwiththeprocessoffitoutcanhaveseriousimpactupontheongoingoperationoftheagency.Theserisksmaytaketheformofexpenditureoverruns,delays,loss,andsafetybreachestonameafew.
Asaconsequenceitisgoodpracticetoinitiateareportingprocedureatthecommencementofanyfitoutprojectthatreviewsandreportsupontheprogressoftheproject.Theconsultantteamwillbecommissionedtomanageandreportuponthespecificprogressoftheprojecthoweveritistheresponsibilityoftheagencysnominatedrepresentativetoreporttotheexecutiveonthebroaderprojectissues.
Asamplereportingtemplatecanbefoundwithinthetoolssection.Thisusestwomethodstoprovideasimpleyeteffectivemeanstoreportontheprogressandanyemergingissuesofconcern.
1. Trafficlightsbyuseofgreen,amber,andredcolourcodingitispossibletodrawimmediateattentiontoissuesthatareofconcern
2. Riskmitigationwithineachsectionofthereportananalysisoftherisksisrequiredincludingmitigationstrategiesthathavebeenproposed
Areastobereportedonincludedesign,quality,programme,budget,resources,environmentaloutcomes,communication,IT,andageneraloverview.Othersectionsofthereportalsoprovidespacetoreportonprogressagainstmilestonesandanyupcomingdecisionpointsthatmayrequireexecutiveinvolvement.
Typicallyitisgoodpracticetopreparethereportonamonthlybasis.
SectionFour,Referencematerials Page|35
SectionFour,Referencematerials
Capturingtheopportunityforculturalchange
Renewingtheworkplacecanbeasignificantcatalystfororganisationalchange.Equally,anewofficeenvironmentisoneofthemostpowerfultoolstosupportorganisationalorculturalchange.Fouropportunitiesthatpresentthemselvesinthisprocessare
1. Theopportunitytotakeaholisticperspectiveoftheworkplacethatincorporatespeople,processandplace
2. Theopportunitytoanticipateandplanforflexibilityinthefuture,notjustintheworkplacearrangementbutalsointheorganisationalstructure
3. Theopportunitytochangethemindsetofyourstaffandshowthattheagencysupportsthechangeinitiativeswithtangibleaction
4. Theopportunitytocreateahealthyworkplacethatisenvironmentallysustainable
Itisimportantthattheworkplacechangeisconsideredonepartofthedevelopmentoftheorganisationandthatthecultureisactivelymanagedtoensuresynchronicitywiththenewworkplace.Thedevelopmentofanintegratedculturalprogrammedesignedtoalignwiththenewworkplacewillcontributetothispriority.Suchaprogrammewouldincludefocusonthreekeyareas:
1. Developmentofeducationmaterialandprotocolsgoverningbehaviourandtheuseofthenewspacessuchassharedzones,quietspaces,andindividualworkpoints,wastemanagement,energyuseandwateruse.Itisimportanttoeducatestaffabouttheimpactsoftheirbehaviourandencouragestafffeedbackonthenewspaces
2. Leadershipandperformancemanagementofmobileandtaskbasedworkpractices.Leadersmustdemonstratesupportofnewworkspacesasthereareinherentchallengesrelatingtotrust,ability,inclinationandpersonality
3. Staffrecruitment,rewardandrecognitionastheworkplacecanbeusedasatooltoattractandretainstaff
Thenewgenerationofworkplacesnowbeingdevelopedpresentanopportunityforagencyleaderstobuildteamsthatareworkingtowardscommongoals,andaunifiedculture.
SectionFour,Referencematerials Page|36
Theroleoftechnologyinofficeplanning
Whilstrecentadvancesintechnologyhavehadapositiveimpactontraditionalworkpractices,theimpactoftheseadvancesonmoremodernworkingarrangements(i.e.Hotelling,HotDeskingandTelecommuting)hasbeenevenmoresignificant.
Thissectionoutlinessomeofthetechnologiesthatreducetheneedforemployeestohaveadefined,staticworkenvironmentandhence,enableagenciestoincorporategreaterlevelsofinnovation,flexibilityandefficiencyintotheirofficedesignstrategies.Technologiesalsohaveanimpactontheenergyefficiencyofyouroperationandthusenergyuseshouldbeoneofyourconsiderationswhiledecidingwhichtechnologytoadoptinyournewworkplace.
HighSpeedBroadbandFixedline(residential)andmobile
Encompassesanytechnologythatdelivershighspeedinternetaccesstoaresidence(e.g.ADSL,Cable,Satelliteetc)
RecentAdvances Benefits
ImprovedCoverage
IncreasedSpeed
ReducedCost
FortheEmployee:
Allowstheemployeetoaccessmany(ifnotall)businessandtelephonysystemsfromhome,henceallowingtheemployeesignificantlymorechoiceandflexibility.
Work/lifebalanceimproved
FortheEmployer:
Greaterlevelsofflexibilityfortheemployeemayresultinlowerofficespacerequirementsfortheemployer.
Providescontingencyoptionstoemployerswhoexperienceworkspaceavailabilityissues(e.g.disastersituations,higherthanaverageworkloadsetc)
Reductioninabsenteeism
CorporateWirelessNetworkTechnology
RecentAdvances Benefits
ImprovedSecurity
ImprovedReliability
FortheEmployee:
Allowsanemployeewithawirelessenabledcomputertoworkfromanywherewithinthewirelesscoveragearea,encouraginginteractionandcollaboration;
Allowstheemployeetoworkfromlocationsthatareappropriatetothetypeofworktheyreundertaking.Forexample,researchmightbebestdoneinaQuietRoom,whereascustomersurveysmightbebestdoneinafrontofficeenvironment.
FortheEmployer:
Adecreaseinofficespacerequirementsthoughareducedneedtoprovideeveryemployeewithapermanentlyassignedworkspace;
Greaterworkplaceflexibilitythroughallowingtheemployertomoreeasilyrelocateindividualsorteamsonatemporaryorpermanentbasis.
Reducedcostofchurn
SectionFour,Referencematerials Page|37
IPEnabledTelephonySystems
RecentAdvances Benefits
Functionalityimprovements
FortheEmployee:
Allowstheemployeetoaccesstheadvancedfeaturesofanorganisationstelephonysystemviaanysuitablenetworkconnection(e.g.fromhomeviaabroadbandinternetservice).Thisallowstheemployeesignificantlyhigherlevelsofflexibilityinwhereandwhenthechosetowork.
Work/lifebalanceimproved
FortheEmployer:
Providesvariouscontingencyoptionstoemployerswhoexperienceworkspaceavailabilityissues(e.g.disastersituations,higherthanaverageworkloadsetc)
SmartphoneTechnology
Smartphonesaredevicesthatenableemployeestoaccesskeybusinesssystemsfromanylocationwithmobilenetworkcoverage.
RecentAdvances Benefits
Functionalityimprovements
ReducedCost
ImprovedCoverage
FortheEmployee:
Greaterflexibilityandproductivitythroughconnectanywhereemail,InstantMessaging(IM)andinsomecases,theabilitytoaccessbusinessspecificapplications.
ServerBasedComputingandVirtualDesktopTechnologies
Thesetermsencompasstechnologiesthatreducetheneedforanemployeetoalwaysusethesameclientdevicetoaccessanorganisationsbusinesssystems.
RecentAdvances Benefits
Functionalityimprovements
ImprovedSecurity
ReducedCost
FortheEmployee:
Greaterflexibilitythroughtheabilityofanemployeetoaccesstheircorporatedesktopfromthedevicethatismostconvenienttothematthetime.
FortheEmployer
Significantlyreducesthetimeandeffortinvolvedinmovingemployeesasitisgenerallynotnecessarytorelocatethecomputerwiththeemployeei.e.theemployeeshouldgenerallybeabletouseanycomputerwithinanorganisationtoaccesstheirdesktop
SectionFour,Referencematerials Page|38
UnifiedCommunications(UC)Systems
Softwarethatsimplifiesandintegratesmultipleformsofbusinesscommunication,generallyallowingthesesystemstobeaccessedfromasinglesourceusuallythroughanemailclient.
RecentAdvances Benefits
Functionalityimprovements
FortheEmployee:
Allowsanemployeetoaccessmost(ifnotall)oftheircommunicationtoolsfromanylocation.Forexample,anemployeecouldviewafaxontheirSmartphonewhilstataconference,orlistentoatelephonevoicemailfromaninternetcafe.Thisofcourse,allowsincreasedlevelsofflexibilityfortheemployee.
ElectronicDocumentandRecordsManagementSystems
ElectronicDocumentandRecordsManagementtechnologiesalloworganisationstostore,searchforandviewdocumentsandrecordselectronically.
RecentAdvances Benefits
ImprovedFunctionality
FortheEmployee:
Reducesoreliminatestheneedforanemployeeandtherecord(s)tobecolocated,henceallowingtheemployeegreaterlevelsofflexibility
FortheEmployer:
Asrecordsanddocumentsarestoredelectronically,thephysicalrecordscangenerallybehousedincheaperaccommodation(e.g.offsite).Thisresultsinemployershavinggreaterflexibilityinhowtheyutilisetheiraccommodationassets.
InstantMessagingSolutions
RecentAdvances Benefits
ImprovedFunctionality
FortheEmployee:
Encouragesinteractionandcommunicationbetweentwoormoreemployees,regardlessoflocation
Presencefunctionalityallowsemployeestoquicklydeterminetheavailabilityandstatusoftheircolleagues,withouthavingtoknowwheretheyarephysicallylocated.Thiscangreatlyimprovetheabilityofanorganisationtointeracteffectively.
ManyInstantMessagingapplicationsnowincludeVideoConferencingcapabilities.Thiscanbeparticularlyeffectiveinbridginganygeographicalgapthatmayexistbetweenemployees.
SectionFour,Referencematerials Page|39
CollaborationSoftware
Collaborationsoftwareisatermusedtodescribeindividualpiecesorsuitesofsoftwarethatenableuserstoworkcollaborativelyonacommontask(e.g.adocument,project,designetc).
RecentAdvances Benefits
ImprovedFunctionality
FortheEmployee:
Allowsemployeestoeffectivelycollaborateondocumentsfromdisparatelocations,henceallowingworkersgreaterflexibility
Videoconferencing/Telepresence
RecentAdvances Benefits
ImprovedFunctionality
Accesstogreaterbandwidth
Immersivetechnology
FortheEmployee:
Encouragesinteractionandcommunicationbetweenmultiplelargegroupsofemployees,regardlessoflocation
DesignofTelepresencesystemsallowsfortruecollaborationandcommunicationratherthanfeelingofremoteness.Thiscangreatlyimprovetheabilityofanorganisationtointeracteffectively.
Integrationwithcommonsoftware(word,exceletc)
SectionFour,Referencematerials Page|40
ManagingtheAlternativeworkplaces
Therearemanyestablishedbenefitstoimplementinganalternativeworkplacestrategy(AWS)including:
Decreasingcosts
Decreasingwastethroughreducedremodelling
Increasingspaceutilization
Enabling24/7operation
Reducingenvironmentalimpactbybetteruseofspace
Respondingtofluctuationsinstaffingandworkvolumewithplace/timeflexibility
Creatingworkspacethatreflectstasksperformed(e.g.teamingareas)
Attracting/retainingtalentviasuchapproachesastelecommutingoptionsandflexibility
Securingbesttalent,notjustlocaltalent
Increasingworkerproductivity
Instillingworklifebalance
EvenforagenciesthatdonotyethaveastandardAWSprogrammeinplace,theymaybeimplementedtovaryingdegreesonanadhocbasis.ButcreatingaconsistentagencywideAWSprogrammewillyieldbenefitsonamuchlargerscale.Forexample,youmayfindthatatypicalstaffmemberspendsjust40percentoftheworkdayattheirworkstation.AwellmanagedAWSprogrammeisawaytocapturecostsavingsacrossbusinesslinesbyimprovingspaceutilization.Andyetresistancetothesestrategiesiscommon,rootedinfearoftheunknownandaperceivedlossofpersonalidentitytothebusiness.
Generally,rollingoutanAWSprogrammerequiresinstitutingsignificantchange,whichmayresultininitialrejectionofAWSideas.Concernsaboutdistractionsandlackofprivacyoftentopthelistofobjections.Thereisanequalleveloffearcommonamongstmanagers.HowwillIknowmyteamareworkingiftheyrenotintheoffice?isacommonquestion.
GainingbuyinandenthusiasmforanAWSprogrammemaybeamajorundertaking,butitisfarfromimpossible.Toaddresscommonresistances,guidelinesandsuggestionsarepresentedbelow:
1. AligntheAWSmessagewiththeagencysmission.InthiswaytheAWSwillhavetangiblerelevanceandintegrationwiththeorganisation,ratherthansimplybeingapropertybasedinitiative
2. SpendthetimenecessarytostudyhowpeopleworkbeforecreatinganAWSprogramme.
3. CometothetablewithmeaningfuldatasuchasfinancialinformationonAWScostsandprojectedsavings.
4. Recognisethatnosingleapproachissufficient.Forexample,workfromhomeisnotastandalonesolution.Therefore,AWSmightcombineaspectsoftelecommuting,alongwithtouchdownspaceforthosewhotelecommuteandteamingareasforwhentheyareintheoffice.
5. GetpersonalaboutthebenefitsofAWS.Whetheritisanewwirelesslaptop,superiorclientmeetingfacilities,moreteamingareasortheflexibilitytoworkfromhome,itisimportanttohighlightthepersonalbenefitsofAWS.
6. Itiscriticaltoestablishawelldevisedchangemanagementplan.Italsomayinvolvetrainingemployeesonhowtoworkintheirnewenvironmentanddealwithissuesthatcommonlyarise.Theseissuesmayincluderespectingothersprivacyandspacewithinanopenplanoffice,aswellasmanagingdistractionsbyutilizingquietroomsorphonerooms.
7. Adapttomeetspecificbusinesslineandindividualneeds.Forexample,youmaybeaskingeveryonetoparticipateinhotellingbutsomeemployeesarerequiredtobeintheofficeeachday.Theseemployeescanhavestanding,longtermreservationsthatallowthemtoworkatthesamedeskwithoutinterruption.
SectionFour,Referencematerials Page|41
8. AsAWSideasareformulated,Property,ITandHRshouldallplayintegralrolesasmembersoftheplanningteam.ByforgingapartnershipduringtheearlieststagesofAWSplanning,importantsynergiescanbeachieved.DisconnectsamongthesethreegroupsmayultimatelyweakenthepotentialbenefitsofAWS
9. UsechangeasatriggertoimplementAWS.Suchchangesmayincludeleaseexpirations,constructionofnewbuildingsorrefurbishments.Experienceshowsthatevenwithacompellingbusinesscase,itisrarethatabuildingisretrofittedifthereisntanotherevent,suchasaleaseexpirationandrelocation,totriggerchange.
10. Finally,itisimportanttocontinuouslyrefineandimprovetheAWSprogramme.AfterAWSisimplemented,anoccupiersurveyshouldbesenttobusinesslineleadersandendusers.ThesesurveysprovidefeedbackonspecificAWSelementsthatcanbeusedtodriverefinements.
WhileAWSisnotanewconcept,manyGovernmentagenciesarejustbeginningtoimplementitinaconsistentandstructuredway.ItislikelythatAWSwillcontinuetogainmomentumandplayanincreasinglycentralroleinanyoccupancyplan,especiallyasweseeknewwaystoreducecosts,andasyoungerworkersseekemployersthatofferflexibilityandworklifebalance.
Aboveallyoumustrememberthatmanagingaccordingtoattendancemustbereplacedbymanagingtooutput
SectionFour,Referencematerials Page|42
Planningforflexibility
Oneofthefirststepstakenindesigningyournewofficelayoutwillbeadetailedbriefingprocessbyyourconsultantteam.Thiswilldelveintothewayinwhichyouragencyoperatesandseektoalignthedesignoutcomeswiththebusinessprocessesandculture.Whilethisprocessisvital,itisimportantalsotorecognisethatyourbusinessfunctions,staffnumbers,communicationsflowsandalmostallotheraspectsofyourcorporateculturearefluid.Thingsandpeoplechange,policiesandGovernmentschangeandyouwillbeexpectedtoadaptaccordinglyoftenwithoutnoticeorfunding.
Forthisreasonflexibilitymustbebuiltintotheverybasicsofyourdesign.AWScanassistthistoahighdegreebuteveninmoreconventionaldesignapproachestheintegrationofflexibleplanningmustbeencouraged.
Typicallythisflexibilitywillmanifestitselfinsomeofthefollowingways:
1. Eitherareduced(ideallysingle)typeofworkpointdesignedtosuitallstaffsothatchangesaresimplifiedtomovingpeopleor
2. Reducedownershipofspecificterritorywithintheworkplacesothatcustomisationoftheworkplacedoesnotoccur.Ifgroupsareallowedtoovertlycustomisetheirownspacebyuseoffixedwalls,signage,orothermeansitisincreasinglydifficulttoenactchange.or
3. Adoptionofmodulesizingforallworkpointelements.Forexamplealargeworkpointistwotimesthesizeofasmallone,andanenclosedofficeisfourtimesthesize.Thismoduleapproachisvitaltocontroltheimpactofchurn.
4. Afitoutthatisfutureproofedmeaningthattheinfrastructurehasbeendesignedtobescalableandeasilychangedallowingforadaptation.Anexampleofthisistheuseofsaturationcablingfordataandpowerwithintheceilingspacesothatterminatedpointsarealwaysavailable,negatingtheneedforextensiveinceilingworks;orwirelessinfrastructureisadopted
5. Useofkeyandmodulatingdesignelements.Byindentifyingthedifferencebetweenkeyelements(highvalue,longtermassetssuchasworkstations,joinery,andcarpets)andmodulatingelements(lowervalue,easilychangedassetssuchasfabricupholsteryandpaints)itiseasytorefreshanofficeinteriorwithoutundertakingsignificantcostordisruption.
6. WhilerareinAustralia,manyEuropeanandAsiancountriesusedemountablepartitionsinofficefitouts.Thesereplaceconventionalplasterboardwallswithstructuresthatcanbedemountedandrelocatedmanytimesintheirlifetoadapttoachangingofficelandscape.Theupfrontcostmaybehigherthanaconventionalwallbutoveratypical10yearlifespanthevalueisrecoveredmanyfold.Therearealsosignificantenvironmentalgainstobemadeasaresultofthisreuse.
SectionFour,Referencematerials Page|43
OtherSpecialisedFacilities
ThereareanumberofotherspecialisedfacilitiesthatmustbeprovidedincertainworkplacetoensurecompliancewithantidiscriminationlegislationandGovernmentpolicy.Theseinclude,butmaynotbelimited
to,thefollowingfacilities.
BreastfeedingFriendlyWorkplaces
TheNSWGovernmentcurrentlypromotesbreastfeedingfriendlyworkplacesthrough:
TheNSWsectorwidewomensemploymentanddevelopmentstrategy,MakingthePublicSectorWorkBetterforWomen20082012whichrecommendsanumberofactionsagenciescanpursuetosupportwomeninachievingagreaterworklifebalance,includingseekingaccreditationfromtheAustralianBreastfeedingAssociation(ABA)asbreastfeedingfriendlyworkplaces.Informationaboutthispolicyisavailableathttp://www.eeo.nsw.gov.au/women.
TheNSWHealthbreastfeedingpolicyreleasedin2006,BreastfeedinginNSW:Promotion,ProtectionandSupport,whichoutlinesstrategiesandactionstoassisthealthcareworkerstoachievebestpracticeinbreastfeedingwhichincludestheprovisionofbreastfeedingfriendlyworkplaces.Informationaboutthispolicyisavailableathttp://www.health.nsw.gov.au/news/2006/20060426_01.html.
In2007theNSWGovernmentamendedtheAntiDiscriminationAct1977tomakeitanoffencetodiscriminate
againstapersonwhobreastfeedsandthisincludestheactofexpressingmilk.Governmentemployershavelegalobligationstoensurethatfemaleemployeesarenotdiscriminatedagainstonthegroundsofsex,ora
characteristicofsex,whichnowincludesbreastfeeding.
Basicrequirementsforemployeeswhoarebreastfeeding
Breastfeedingwomenneedtofeelsafeandcomfortableintheworkplaceenvironmenttohelpthem
physiologicallyrelaxfortheeffectiveremovalofbreastmilk.
Asuitablespacewillincludethefollowingelementsanditcanbeaspacethatissharedwithotheruseslikeafirstaidroomoraprayerroom,withappropriateprotocolsandadaptablesignagetoavoidclashesinclaims
forprivateuseofthearea:
Clean,private(lockable)roomwithcomfortableseating,alowleveltableonwhichtoplaceabreastpumpandapowerpointnearthechairandtable.Itisinappropriateforbreastfeedingemployeestoexpressmilkinunhygienicareassuchasatoilet/showerrecess
Accesstofacilitiesforwashinghandsandequipment.
Accesstoarefrigeratorforthestorageofbreastmilk.
Accesstofacilitiesforthestorageofbreastpumpsandotherequipment.
Thespaceallocatedforexpressingmilkinaworkplacewilldependonthesizeandlocationoftheworkplace.Factorstoconsiderwillbethenumberoffemaleemployeesofchildbearingage(i.e.1644)andthelengthof
timetowalktoasuitableroom.
Largerworkplaceswillhavededicatedfirstaidspacethatcanbereadilyadaptedtomeettheneedsof
breastfeedingmothers.Smallerworkplaceswillrequiremoreflexiblesolutionsincludingsharingappropriatefacilitieswithotherorganisations/agencies(forexample,inrurallocations).Ideally,itshouldtakenolonger
thanabout5minutesfromanemployeesworkareatoaccessasuitablespace.
FurtherinformationaboutbreastfeedingfriendlyworkplacescanbeobtainedfromtheAustralian
BreastfeedingAssociationswebsiteathttp://www.breastfeedingfriendly.com.auorbyemailtonswbfwa@breastfeeding.asn.au.
SectionFour,Referencematerials Page|44
FirstAidRooms
Agenciesmustprovidefirstaidfacilitiesthatareadequatefortheimmediatetreatmentofinjuriesandillnessesthatmayariseattheplaceofwork.
Clause20oftheOccupationalHealthandSafetyRegulation2001setsouttheminimumfirstaidrequirementsforthesitesorplaceslistedbelow.Itisimportanttonotethatthelistrepresentsminimumrequirementsonlyandthatadditionalcontentsandnumbersoffirstaidkitsmaybeneededdependingonworkplacehazardsand
thetypeofinjuriesorillnessthatmayoccur.
constructionsiteswhere25ormorepeopleworkorotherplacesofworkwhere100ormorepeopleworkFirstAidKitA;
constructionsiteswherelessthan25peopleworkorotherplacesofworkwherelessthan100andmorethan10peopleworkFirstAidKitB;
placesofwork(otherthanconstructionsites)where10orlesspeopleworkFirstAidKitC;
placesofworkwheremorethan200peoplework,orataconstructionsitewheremorethan100peoplework.(Seeclause20(7)oftheOccupationalHealthandSafetyRegulation2001)FirstAidRoom.Thiscanbeamultipurposeroom.
Clause20(5)ofOccupationalHealthandSafetyRegulation2001detailswhateachtypeoffirstaidkitmust
contain.
Agenciesmustensurethefirstaidkit(ifmorethan25personsemployed)isunderthecontroloftrainedfirstaidpersonnel.
Ifafirstaidroomisdeemednecessary,thefollowingfactorsshouldbeconsideredindeterminingitslocation,
layoutandmanagement:
Locationtheroommustbereadilyaccessibleduringworkinghours,andsituatedataconvenientdistancefromtoilets,sinkorwashbasinequippedwithsuitabledrainageandasupplyofhotandcoldrunningwater,andameansofboilingwater.Itshouldalsobeclosetomotorvehicleaccess.
Workspacetheroomshouldbelargeenoughtoaccommodateequipmentandfurniture,leavingenoughspaceforpeopletoadministerfirstaid.Entrancesandcorridorsmustbewideenoughtoallowtransportofinjuredpersonssupportedbyastretcher.
Workenvironmenttheroomshouldhaveasuitablefloorcoveringsothatitiseasytocleanandmaintain.Itmustalsobewelllitandventilated.Itshouldhavesuitableheatingandcooling.
Signstheroomshouldbeclearlyidentifiedwitharecognisablefirstaidsign(whitecrossonagreenbackground).Anoticeonthedoorshouldidentifythepersonincharge,thepersononduty,locationsandphonenumbersofthenearestfirstaidersandanemergencyafterhourstelephonenumber.
Managementtheroommustbemanagedbyappropriatelytrainedfirstaidpersonnel.Thispersonwillberesponsibleforassessingrequirements,maintainingfacilitiesandequipmentandensuringtheroomisimmediatelyaccessible.
FurtherinformationisavailablefromWorkCoverNSWspublicationFirstAidintheWorkplacewhichisavailablefromitswebsiteathttp://www.workcover.nsw.gov.au.
SpacesforObservanceofReligiousDuties
TheNSWGovernmentiscommittedtovaluingtheculturallydiversenatureofthepublicsectorworkforce.Asaresult,whenplanningforneworadditionalofficeaccommodation,agenciesshouldgivespecialconsiderationtotheneedforemployeestoobservereligiousdutieswhileatwork.Twomattersmayrequirespecialconsideration:
Theprovisionofa"retreatspace"forprayerandcontemplativeactivity.
Suitablefacilitiesforreligiousablutions.
SectionFour,Referencematerials Page|45
RetreatSpace
Aretreatspaceisaroomidentifiedforuseforprayer,meditationorcontemplativeactivity.Thisspacecanalsobeusedasafirstaidroom,abreastfeedingroomorforsmallmeetings,interviews,quietreading,oractivitiesofasimilarnaturewhenitisnotrequiredforreligiousobservance.ForfurtherinformationonlayoutanddesignconsiderationsagenciesshouldrefertotheNSWPublicSectorPersonnelHandbook(Chapter5Section55).
AblutionFacilities
TheIslamicreligionrequiresMuslimstowashthemselvesinaprescribedwaybeforeprayersseveraltimesaday,andtoadheretoprescribedstandardsofpersonalcleanliness.Inordinaryworkplacetoiletandshowerfacilities,meetingalloftheserequirementsmaybedifficult.InworkplaceswheretheneedsofMuslimemployeesneedtobemet,considerationtospecialablutionfacilitiesshouldbegiven.Ideallyalockablecubicleforprivateablutionsshouldbeprovided.Ashowercubicleisperfectlyadequateinthisrespect,providedthatitalsocontainsamediumsizedhandbasin.
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Awordaboutstorage
Storageisoftenoneofthemostemotiveitemsamongststaffw
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