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Mitie

T: +4401179708800  /  E: info@mitie.com

Workplace and design services

A workplace strategy is a core element of the Source8 design process. We have developed a process that ensures every individual within a business has a voice in informing the ultimate design of a space.

Investing in our services

We believe that at the start of any design process it is important to meet with a client and ensure that the scope of their design requirement is understood and agreed. The scope of the plan to develop, change or relocate within a workplace must be supported by good brief and supported by our design where the scope of the change dictates to create a great environment for staff and colleagues.

Meet the team

Simon Venn

Managing Director
Professional Services



Design services

Project brief

Source8 is our real estate, technology and risk management consultancy. We will facilitate structured scoping workshops with you along with meeting  key stakeholders and end users to capture your expectations and aspirations for your work environment. We will agree key drivers and measures of success from the outset. Ensuring our clients understand how design  influences a workplace solution is important to us. How an office operates, now and in the future, will influence design choices from desking solutions to furniture selection. Our expert design team and workplace strategy insight team work together to deliver a unique service. From the initial briefing, we will provide you with a dedicated project team who will support you through the process. To ensure we have captured all of your expectations and needs, we will submit an initial design report and proposal to you at the conclusion of the briefing workshops. Working with you, we will agree on the initial brief before our designers get to work.

Feasibility studies

Once we have gathered enough information, the design team will formulate ideas and propose solutions. Our designers will work with you to identify the best value options, review them in line with the initial brief, whilst obtaining input from facilities management and real estate services teams’ strategic direction. Where applicable, we will design a number of options to provide you with a range of possible solutions.All of our design solutions will  be modelled to enable you to envisage how the designs will come to life and what it will look like. Each design option will carry an implication in terms of cost, lead time and risk. Every design feasibility report that we produce will include coordinated information advising you of the broad cost of delivery, lead times, including any phasing and key dates and a comprehensive risk assessment.

Concept design

Once we will conduct a comprehensive review of the operational strategy and an implementation plan is produced. Critically, this provides you with regular engagement, governance and a view on the development of the design.

Once the principal of a test fit is agreed, we will undertake a due diligence review of  your workplace. This is to review specific on site requirements and incorporate them in the proposed design.

All design development needs to consider broader business and asset strategy. The  design concept that we produce will take into account building lifespan, lease requirements and overall business strategy to ensure that the right level of investment is appropriate.

We will produce 3D visuals of the space where required, working with our network of internal and external teams. This can be coordinated with an outline schedule of costs so that as the design develops, a live up to date schedule of costs can be maintained.

Detailed design

Once a design concept is agreed, the costs and lead time approved, S we can then begin to develop the detailed design. Every aspect of the design can be developed to provide a detailed proposal that meets your needs.

Our in-house delivery team can provide a unique service that understands local market regulations and conditions whilst ensuring global standards of quality and delivery.

The detailed design phase allows design proposals to be further developed to ensure they can be implemented successfully. It should be noted that this level of service will not be required for all projects.

We coordinate the production of a full set of specifications and bill of materials.

Working with our local partners, we have a proven track record in developing a design that considers all aspects of their construction and the coordination with all parts of the build.


Workplace strategy

Workplace strategy is a core element of our design process, which has been developed to ensure every individual within a business has a voice in informing the ultimate design of a space. This assures that the future occupation, coupled with change management, is fit for purpose and employees engage at the earliest opportunity.

Time utilisation study

We undertake a time utilisation study (TUS) on all workspaces currently used by your team.  This is not a time and motion study of users, but rather an audit of how the space is utilised throughout the working day.  We monitor an average week on an hourly basis, whether a space is occupied, what activity is taking place, how many users are engaged in the activity and, finally, meeting room occupancy levels.  We capture data on available space for filing and storage and identify IT and technology systems in place and opportunities for improvement. This provides an accurate picture of how all of the current office space is utilised and how the team could benefit in a new environment. This is not a “one size fits all” approach and is coupled with an observational overview.

Vision workshop

We will hold a vision workshop with senior managers to understand what extent of agility is required. How they envision neighbourhoods forming and how to best align the new works style with strategy and company values will also be determined. As an example, there will be teams which require a certain level of adjacency with other teams and there may be “fixed” positions for certain functions. Whilst the programme will seek to challenge the norm, these elements must be considered to deliver an effective workplace strategy for the future. 

The output of this session will be to develop a blueprint for the future workspace requirements, change of business culture and how the new space may enhance the effectiveness and efficiency of your team.

 

Business need interviews

To provide a greater insight into understanding future requirements, we will hold focused interviews with key stakeholders who occupy, manage or visit the space.  This will identify what works now; what should be changed; how we can change it; who needs to work with whom; and the development of neighbourhoods.  This provides a good depth of knowledge on the current space and starts to engender buy-in to the project and users feel they have a voice.

Surveys

Anyone that will be impacted by the project will be asked to complete a short online survey. The questions asked will be similar to those used in the business interviews and include open-ended questions such as, “if you had a magic wand, what would you want to change to help you become more effective and efficient in your business life?” Questions of this nature often uncover core issues that trouble staff face with regards to how they are asked to work and help define a vision for the future.


Change management

Work is changing

The way we work is becoming more agile and mobile, meaning a shift in work behaviour. Our approach to change management focuses on communication, training, support and continuous improvement.  We use some traditional and effective approaches such as town halls and on-line guidelines; however we also perform post-change adoption assessments. This helps us to review the how effective the adoption of technology or use of space has been.  Subject to the phase of the project and workplace strategy, we would typically leverage some of the following approaches and tools:

Engagement and communication

To fully engage with all users of the space and those affected by the project, communication is carried out through several channels such as newsletters, team briefings and town-hall-type sessions. If appropriate, intranet announcements and videos are also utilised.


Stakeholder and employee experience

We often appoint ambassadors and “transition reps” to ensure that concepts are embraced.

Staff survey and training

We propose designing a staff survey to review in detail with our clients to capture all employees input. This will typically identify necessary training programmes required to support the change approach.


Move management and fit out

Fit-out

The construction and fit out stage of a project is when the design is realised and takes shape. We ensure the right team is on the ground, assuring the following:
Any local project manager delivering a project will be supported by the Source8 team, who will be located on-site or will visit construction sites either at critical milestones or on an agreed regular basis.

Our programme management service supports the design team in the ongoing coordination and delivery of their work with the contractors and suppliers. The programme managers will provide the client with regular governance reporting that covers all aspects of the project as it is delivered.


The final installation of fixtures and fittings complete the design and deliver the clients desired look & feel. We will oversee this process to ensure that the end product exactly meets the design brief and client expectations
 

Move Management

When a design is at or near completion, it is important that you understand that the work is has been successful and is compliant with all regulations and standards. In addition, those that will be occupying the facility must have a clear understanding of the operations and equipment. Our move management team will:

Carry out a full post-completion audit in conjunction with the local statutory teams and ensure all certification is signed and logged for your records;

Create an in-house change management team who will keep staff advised of the process along with managing questions and expectations. The team supports you and your staff with the move to your new facility and the operation of new furniture and equipment.


Post cccupancy and ongoing support

The days that follow after any change programme, illustrate the success of the project. Inevitably, in any move issues will arise as staff settle into their new environment. We provide day one support to ensure smooth transition and mitigate issues as they are discovered. Continued evaluation of the workplace and success of the agile working needs to be constant during the initial months. It is in the days following the move, where historic ways of working often re-establish themselves. Will assist you in ensuring that agreed ways of working and protocols are adhered to and amended where relevant. The key to success revolves around  senior stakeholders and the behaviours they permeate within the business. Our continued engagement at all levels will reinforce the lasting success of the agile working programme during the first few months.

All projects have lessons learned and each one is different. Collecting this information aids the continuous improvement and is a key stage within any Source8 engagement.


Operational maintenance

In order to complete delivery, ensure ongoing management and the potential development of the site, there are a number of actions that you must complete. The completion and management of all health and safety and operations manuals for the project will be overseen by us. By coordinating this work, we ensure that the design record information and operating manuals are complete and readily available. You requirements can change over time as a result of developing new business plans. Our technology teams provide an ongoing monitoring service, which can be integrated into a design solution to monitor utilisation. We can propose changes and alterations to the design to best utilise the space and meet changing business requirements.

Through our partner network with Mitie, we are able to offer facilities management services that provide you with ongoing operational support that understands the project design, development and installation. As time passes and the site is operational, any ongoing design development work that may be required, can be picked up by the on-site team and coordinated through us.