GSA Mobile Workplace Solutions

GSA’s Northwest/Arctic Region stands on the forefront of Workplace design with two cutting-edge Mobile Workspace pilots. When the Greater Puget Sound Service Center (GPSSC), a top-notch provider of federal workplace solutions outside of the Seattle metropolitan area reorganized, they saw an opportunity to build-out innovative, alternative office space that supported a variety of new work styles. Inspired by the changing needs of today’s federal workforce, Region 10 leadership asked GPSSC to rethink their work environment for alternative workstyles. Additionally, GSA decided to try it first on themselves and moved to create space within the Regional Headquarters Building for an ambitious Mobile Workplace Pilot—a livinglab that housed employee volunteers who gave up their desks to experience full-time mobility. Workstations in the new space are not reserved, but used as needed by the volunteers, visiting guests and other Regional employees. Features include informal gathering spaces, small meeting rooms, and a “library,” or quiet room, that provide a mix of space for collaboration, privacy, and a variety of employee needs.

Project Drivers
• June 2010 Presidential Memorandum on space reduction
• Telework Enhancement Act
• Executive Orders for energy conservation and sustainability
• Technology that enables a mobile workforce
• Increased use of electronic document storage
• Changes regarding how people collaborate

Project Goals
• Create a flexible, sustainable, workplace that supports a mobile workforce
• Improve communication and collaboration
• Reduce overall space use
• Reduce “carbon footprint”
• Provide a “living lab,” to test and refine new workplace strategies

Planning Approach for the GPSSC
• The GPSCC provided six types of workstations to support differing work styles; Concentrative, Collaborative (two types), Storage Intensive (two types) and Mobile Worker
• Create formal and informal gathering spaces
• Provide individual lockable storage “cubbies”, not located at the workstation
• Build various sized meeting rooms, that may be reserved, or open for use
• Provide centralized storage
• Create “collaboration room,” an informal space for gatherings or meetings
• Establish shared layout space

Planning Approach for the Regional Headquarters Building Mobility Pilot
• Support mobile workers
• Create Informal gathering spaces
• Provide individual, wheeled, lockable storage “peds” (not located at workstations)
• Establish small non-reservable meeting rooms (dens)
• Build “library,” or quiet room for work requiring concentration

Technology
• Laptop computers for all staff
• Wireless network connections throughout space
• Cisco Voice over Internet Protocol (VoIP) “soft” phone on computers, featuring USB headsets for call privacy
• Virtual Private Network (VPN) and Citrix Remote Access for network access outside the office
• Google office suite applications (apps) that allow on-line real-time collaboration, document-sharing & cloud storage
• Google chat instant messaging, Google enterprise calendar & scheduling
• Common network drive for shared electronic document storage

Change Management
• Provided senior leadership vision and support through direct communication to employees
• Presented the opportunity to provide a workplace that supports individual work styles
• Created Work Style Profile for each employee, followed with one-on-one discussions about their needs
• Asked employees to commit to a six-month trial period
• Incorporated planning for various types of space based on how the teams and individuals work
• Tracked employee suggestions and followed up by addressing suggestions during design process (e.g. incorporated an eating area, more meeting areas (large and small), and shared layout space drawings)
• Provided appropriate supporting technology (e.g. wireless network, video teleconferencing, VoIP phones)
• Conducted process transparency (e.g. opened all project meetings to employees)
• Incorporated “fun” opportunities for employees in the process, (e.g. an employee traveled to the furniture showroom in Los Angeles)
• Continue Change Management after initial space completed (e.g. support while adjusting to changes)