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Workplace Standards Guidelines Office Space PDF
Workplace Standards Guidelines Office Space PDF
GOVERNMENT
Property
Management
CENTRE of E X P E RT I S E
Government Property Management Centre of Expertise
July 2014
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Overview of the standards and guidelines 3
Contents
A high level framework for developing government workplaces 5
Applying the standards and guidelines for office design and fit-out 7
Principles: Open-plan working environment and consistent design 8
Principles: Choice of workplace settings and shared collaborative and quiet spaces 10
Floor plates 22
Utility areas 33
Kitchen areas 34
Delivery areas 39
Glossary of terms 45
Vision for the Crown property portfolio
2
standards and guidelines
Overview of the
Overview of the
standards and guidelines
• develop biennial property strategies • Guidelines for using computers, ACC / DoL, November 2010
• obtain approval for all acquisitions and disposals • Government Standard Building Performance Specifications, PMCoE,
• comply with standards, tools and processes November 2013
• adopt cost-effective options to manage energy consumption and emissions • Government National Property Strategy and Principles, PMCoE, 2013
• behave and negotiate with due regard to impacts on other Crown • Victoria Government Office Accommodation Guidelines, Australia, 2007
agencies operating in the same market • British Columbia Government Office Accommodation Standards,
• take a whole-of-government perspective when considering lease options, Canada, 2008
including as a priority considering surplus space available from other • Ministry of Health Workplace Standards, New Zealand, 2011
government agencies and co-location opportunities
• What can we do with the office?, Scotland
• only enter rental contracts that limit performance and price risk.
• Working Beyond Walls, United Kingdom Civil Service, 2008
To this end, the PMCoE published Government National Property Strategy • Government Integrated Workplace Overview, United States of America.
and Principles (GNPS). The GNPS provides a high-level framework for a
co-ordinated plan to develop government workplaces.
Managing an office
for managing government office accommodation develop better, cost-
effective office spaces for their organisations, and during fit-out should be
read in conjunction with the Government Standard Building Performance
Specifications.
Glossary of terms
Workplace: Standards and Guidelines | Government Property Management Centre of Expertise 4
standards and guidelines
Overview of the
A high level framework for developing
government workplaces
Vision for the Crown property portfolio Principles
To achieve the vision and strategic objectives of the GNPS, the following
Managing an office
• Achieve consistency of workplace quality Creating various communal and collaborative ‘hub’ spaces that can be
• Safe and secure working environments. used for multiple purposes is the basis of modern working environment
design. Groups (teams within a single organisation or staff from multiple
organisations working in a co-location scenario) no longer ‘own’ particular
facilities because such facilities are now situated in a communal space to
be shared by multiple teams or organisations. Teams blend together with
no physical separation, such as screens or walls. Instead, particular work
requirements dictate the delineation of space, so there are specific spaces
for high-concentration work and obvious collaborative ‘hub’ spaces where
staff can interact and socialise with ease.
Glossary of terms
Workplace: Standards and Guidelines | Government Property Management Centre of Expertise 5
standards and guidelines
Overview of the
Utilisation of technology Safe and secure environment
Staff need the right tools in order to do their jobs effectively. The use of The government is committed to providing safe and secure work
new technologies should be encouraged wherever practical and achievable. environments for all employees and visitors, including clients and
This may include training staff in the effective use of new technologies, contractors; considering the needs of people with disabilities in the design
and organisations will need to provide budget and time for staff to be and fit-out of the working environment. Once security access has been
adequately trained in the use of any appropriate new technologies. granted, the open-plan working environment provides easy access to most
Staff move while the furniture stays in place. A fixed, generic layout will be
designed to maximise the efficiency of the floor plate. Teams should be
formed and reformed around the requirements of projects and activities,
Managing an office
adjust and move to a different space more quickly and reduces the cost and
time involved in the shift.
“The governing concept is to move
Choice of workplace settings away from the idea of the desk as an
The design of the open-plan working environment should be dynamic individual’s workplace to an ethos of
enough to enable staff to choose from a range of work settings. Staff should
be encouraged to use mobility-enabling technologies to give them the ‘the whole building is my workplace’.”
flexibility to use the whole building or the ‘rest of the world’ as their work
point. The organisational culture should be based on deliverables and not
simply on staff being present at their desks.
Glossary of terms
Workplace: Standards and Guidelines | Government Property Management Centre of Expertise 6
standards and guidelines
Overview of the
Applying the standards and
guidelines for office design and fit-out
Managing an office
We then present these visual applications in written be tailored for each
scenarios to help consolidate understanding of how agency to help them
spaces could be used. adapt to this new way of
working and using space.
Adapting to Change
By applying these principles, standards and guidelines, the
culture of an agency will need to adapt and be encouraging of
Glossary of terms
management and staff to try new ways of working and using
space. The working environment will be set-up to encourage
individuals and teams to choose the best place to work for the
Workplace: Standards and Guidelines | Government Property Management Centre of Expertise 7
standards and guidelines
Overview of the
Principles: Open-plan working environment
and consistent design
Standards
Managing an office
Guidelines • Fit-out materials and finishes should be appropriate for government:
modest, cost effective and durable.
Space configuration
When planning new office space, seek out sites that offer large floor plates Senior staff work settings
as this will help reduce the physical distance between teams as well as
• Ideally senior management should sit in the open-plan environment in
being more cost effective. Fewer but larger floors reduce the duplication
the same configuration as other staff.
of infrastructure that is characteristic of sites with multiple small floor
plates. Preference should also be given to floors with minimal building core • Where this is not practical, chief executives’ areas will need to be
(e.g. lifts, fire stairs) and columns protruding into the usable workspace. provisioned on an agency by agency basis. Second tier senior
management immediate work areas should not exceed 15m2 and third
Glossary of terms
Open-plan work areas should feature as much natural light as possible by
tier senior management immediate work areas should not exceed 10m2.
being situated around floor perimeters or close to atriums. Where possible,
enclosed spaces, such as utility bays and meeting rooms, should be located
in the core of the building, to maximise the use of those artificially lit areas.
Managing an office
for individuals from different areas
to have spontaneous interactions
with each other.
Glossary of terms
Active,
collaborative
team work
Managing an office
• In multi-floor tenancies, spread different facilities between the floors
• Chairs shall meet AS/NZS4438:1997. to encourage staff movement throughout the whole tenancy. For
example, locate re-heat kitchens on every 2nd or 3rd floor while offering
Communal and collaborative areas kitchenettes on each floor, and have the wellness area (sickbay) on one
floor and training facilities on another.
• Any staff may use communal and collaborative areas. There shall be no
team ownership. • Height adjustable swivel chairs are designed for general office use.
Agencies should consider using chairs certified by the Australasian
• A combination of work setting components shall be used to create a variety Furnishing Research and Development Institute (AFRDI) at Level 5 for
of seating and work options.
heavy duty office use and at Level 6 for severe duty such as control
rooms and contact centres.
Glossary of terms
Workplace: Standards and Guidelines | Government Property Management Centre of Expertise 10
standards and guidelines
Overview of the
Choice of work settings
• Absence of any established team boundaries allows for more flexibility when • Distribute a range of workpoints throughout the space and encourage
• Minimise storage at individual desks to encourage the use of centrally −− visiting colleagues needing a workpoint for a one-off focussed
located team storage units, which will reduce clutter and free up space in work session
the work area. −− contractors needing to complete a short term assignment for a team
• Where appropriate, encourage the use of personal lockers and a clear desk −− existing staff needing greater separation from their team for more
policy to allow for future sharing of desks. focussed work or in times of unforeseen equipment failure at their
usual work area.
• Dedicate particular spaces to be used as project ‘hub’ areas for multiple
projects, where temporary project teams can be cycled through as required.
“Office design and fit-out need to focus less on individual owned desks and more on supporting and
Glossary of terms
encouraging team neighbourhoods and choice of individual work settings.”
On the way, they grab a relevant document from the shared team
filing section on the floor. In the communal area, they are able to
discuss the assessment with ease as they are not disturbing others,
and they agree that an email reply is not enough. On the spot, Caroline
uses her smartphone to invite Maree and Sandy, from another team,
to help them.
Managing an office
another floor in the building. This different space is more suitable for
this meeting because, while the meeting does not warrant booking
a formal meeting room, the larger collaborative hub is laid out to
provide a more private setting than the smaller communal areas
adjacent to the team desks, allowing them to discuss the important
issues involved with the draft policy assessment freely.
Glossary of terms
Workplace: Standards and Guidelines | Government Property Management Centre of Expertise 12
standards and guidelines
Overview of the
Principle: Utilisation of technology
Guidelines
“Office design and fit-out need to focus more
Managing an office
• Set up ‘follow me’ printing capabilities to give staff the flexibility and
freedom to work anywhere within the agency’s portfolio, as well as
to increase document security.
Glossary of terms
Workplace: Standards and Guidelines | Government Property Management Centre of Expertise 13
standards and guidelines
Overview of the
Principle: Mobility and adaptability
Standards
Space fit-out
Glossary of terms
so long as security and confidentiality is not compromised.
• A clear desk policy will allow desks to be used by multiple users and assist
with information security.
Standards
• Where there are specific security requirements, some agencies may want
Managing an office
maximise sharing between agencies and minimise barriers for
systems allow, while providing the physical security required.
external guests.
−− Designated invited areas should allow staff to host guests beyond the • Set up ‘follow me’ printing capabilities to give staff the flexibility and
public area while minimising disruption to the workplace and maintaining freedom to work and print anywhere across the agency’s portfolio, as
business confidentiality and security for other staff members. well as to increase document security.
−− The private areas should be designed to support staff security • Set up systems that allow staff to store confidential documents securely
and confidentiality. and with ease.
Glossary of terms
Workplace: Standards and Guidelines | Government Property Management Centre of Expertise 16
standards and guidelines
Overview of the
Public Invited Private
ACCESS CONTROL
RECEPTION
COLLABORATE
CONCENTRATED WORK
Glossary of terms
Workplace: Standards and Guidelines | Government Property Management Centre of Expertise 17
Scenario 3
When Mark arrives at his floor he heads to a communal work space and
notices that a nearby team has signposted the area as requiring a higher
level of privacy. Even though Mark is wearing his staff identification and
is allowed on the floor, he chooses another area to work from, which will
allow the neighbouring team a suitable degree of privacy.
Guidelines
• Agencies should encourage desk sharing to help staff become use to the
variety offered with spaceless growth:
−− Encourage staff to use any desks that are temporarily vacant.
−− Encourage staff to secure confidential files whenever they leave their
desks to enable vacant desks to be used by other staff when needed
throughout the day.
−− Utilise ‘hub’ spaces for short-term expansion requirements.
• Emergency Management use. • Doors to have full acoustic seals including • 1 x large flatscreen television with built in
drop down seals. freeview, and USB, HDMI and Component
• Training.
inputs. Located on separate wall from data
• Roller sunscreen blinds to exterior windows.
• Large meetings. projector screen.
• Block-out roller blinds may be required
• Video conference port.
Features: where glare is an issue.
• Secure access if accessible from public zone. • Ceiling mounted data projector throwing
• Privacy film from 600mm above floor level
onto white painted wall.
to 1800mm high.
Managing an office
• Excess furniture store attached to room
accessories.
• Acoustic insulation to walls up to underside where possible.
of slab. • Audio presentation speakers.
Furniture:
• Acoustic operable walls to be STC44. • Rectangular meeting tables of consistent
• Sensor lighting with manual override half & off. size, capable of being locked together when
in use and folded/tilted away for storage.
• Flush floor boxes with 2 power, 2 data,
1 AV each (if possible). • Easy-clean, stackable meeting chairs.
Glossary of terms
data outlets per room.
Features: Equipment:
Managing an office
• Wall-mounted acoustic panel options are available for sites where
acoustic solutions are required.
Furniture:
Glossary of terms
• Secretariat table.
Features:
• 1 x double wall power and 1 x double wall data outlets centred on each solid wall.
• Separate air conditioning zone with after hours override on timer if accessible
from a public zone.
Managing an office
• Rectangular meeting tables of consistent size, capable of being locked together
when in use and folded/tilted away for storage.
Equipment:
• Large whiteboard.
Glossary of terms
• Phone & wall shelf with teleconference accessories.
Features:
• 1 x double wall power and 1 x double wall data outlets centred on each
solid wall.
Furniture:
Managing an office
together when in use and folded/tilted away for storage.
Equipment:
Glossary of terms
Workplace: Standards and Guidelines | Government Property Management Centre of Expertise 29
standards and guidelines
Overview of the
Small meeting – approx 4 seats
Features:
Furniture:
Glossary of terms
Workplace: Standards and Guidelines | Government Property Management Centre of Expertise 30
standards and guidelines
Overview of the
Quiet booth
Features:
Furniture:
Equipment:
Managing an office
• Phone & wall shelf.
Glossary of terms
Workplace: Standards and Guidelines | Government Property Management Centre of Expertise 31
standards and guidelines
Overview of the
Video conference room – approx 12 seats
Features: Equipment:
• Flush floor box with 2 power, 2 data, 1 AV (if possible). • Phone & wall shelf with teleconference accessories.
• 1 x double wall power and 1 x double wall data outlet located at each • Extension microphones allowing all users to be heard clearly, such as
end of the room. table or ceiling mounted.
• Separate air conditioning zone with after hours override on timer if • Audio presentation speakers.
accessible from public.
Managing an office
acoustic solutions are required.
Furniture:
• Table set-up ensuring all users can be seen, such as horseshoe shape.
Should feature integrated soft wiring for data, power and extension-
microphone connection.
Glossary of terms
• Lockable sideboard for catering and equipment storage.
Managing an office
barista coffee and counter food. receiving, storing and distributing
Has a licensed bar. Located on the catering. Equipment 1 Dishwasher, 1 Fridge,
ground floor. 2 Dishwashers, 2 Fridges, 1 Microwave, 1 Instant Water tap
2 Microwaves, 2 Instant Water (boiling and chilled), Recycle and
Equipment
taps (boiling and chilled), Recycle Compost Waste Disposal.
2 Dishwashers, 2 Fridges,
and Compost Waste Disposal.
2 Microwaves, 1 Single wall oven,
2 Instant Water taps (boiling and
chilled), Recycle and Compost
Waste Disposal.
Glossary of terms
Workplace: Standards and Guidelines | Government Property Management Centre of Expertise 34
Overview of the Applying the standards and guide- Managing an office
Glossary of terms
standards and guidelines lines for office design and fit-out design and fit-out project
35
Government Property Management Centre of Expertise
Workplace: Standards and Guidelines |
Example of a reheat kitchen
standards and guidelines
Overview of the
Storage and filing areas
There are four main types of storage: Central in-building storage guidelines
Ensure storage room is located away from natural light or has
• Shared high-density storage. Ensure there are power and data outlets in the vicinity of the layout table
Managing an office
Central in-building storage If an appropriate utility area is not located nearby, provide:
• Central file and records storage for the agency, often managed
• a layout table to sort filing
by a records team.
• a flat-deck trolley for file transportation
Off-site storage • a whiteboard 600mm x 900mm mounted on a wall near the door
• For archive material, records and files. • an electric hole punch.
Glossary of terms
storage requirements and allow faster and more convenient access.
Glossary of terms
Workplace: Standards and Guidelines | Government Property Management Centre of Expertise 37
standards and guidelines
Overview of the
Network and other equipment facilities
Network communication rooms and riser cupboards
• away from inter-tenancy walls Access to the room or cupboard should be limited to authorised technical
services staff or their authorised agents. Other staff should only be
• within a securable structure, and there should be two locked security
permitted entry when they are escorted by an authorised staff member.
doors requiring swipe-card access between the network communication
room or riser cupboard and public area or inter-tenancy space Uninterruptible power supply (UPS) requirements can be provided and
fitted by the agency if required.
• centrally, to reduce cable runs.
Managing an office
to be terminated and the UPS shut down before any water sprinklers
are activated.
• server racks
• power management systems Specific fire suppression requirements need to be reviewed for specific sites.
Glossary of terms
Workplace: Standards and Guidelines | Government Property Management Centre of Expertise 38
standards and guidelines
Overview of the
Delivery areas
Generally all office buildings need to be designed to allow easy movement
of incoming and outgoing goods to support the building’s tenants.
Lockers
Project and
collaborative desks
Glossary of terms
Collaborative hub
and visitors.
Utility bay
Quiet rooms
Terms of Reference Define objectives Baseline current working Organisation structure Workspace flexibility
environment
Managing an office
will form part of the projects need to interact with.
and external experts. realities and the political measurement of success.
environment. Culture & Brand
Reporting & Comms
Understand the organisation’s
Determine stakeholder culture and brand and how
requirements and plan “new ways of working” can
reporting and communications. support and enhance them.
• Set the foundations for the design and fit-out: Remind yourself of the • Align your project with the Government Workplace Standards and
goals, aspirations and objectives of the business before you start in order Guidelines for office space. The standards must be applied to all
Glossary of terms
to determine the requirements of the workplace. The workplace should government fit-out planning and design. The guidelines provide context
support your agency in achieving its strategic and management goals. and guidance in applying the standards.
Define what your agency requires in its workplace design.
• Secure support from appropriate senior leaders to champion and drive • Any workplace design and fit-out project should include an appropriate
Managing an office
valuation, negotiation, project management, cost consulting (quantity and drivers of your agency’s business.
surveying), services engineering, architecture and design.
If you need help in developing your agency’s office design or fit-out project,
• Depending on the project’s size and scale, additional resources will include the PMCoE also provides a one-on-one Workplace Design consultation
an in-house support team including, general coordination, information and service, which can help you define your agency’s needs and apply these
communication technology, change management and relocation support. standards and guidelines to your specific site and requirements.
Plan
Glossary of terms
• Determine stakeholder requirements and appropriate measures of
success with each stakeholder group.
Glossary of terms
Categories of space and measurement within NUA and NLA.
GNPS: Government National Property Strategy and Principles Space budget: A tool that works with accepted ratios and benchmarks
(New Zealand). to model space requirements against numbers of staff and calculate an
organisation’s overall area requirement. The space budget comprises three
NLA: Net Lettable Area. NLA is used to calculate rentable areas in office
distinct components:
buildings and can usually be found specified in the lease. Essentially the area
within the internal surface of the windows, it generally includes: • Private areas (including desk space, communal and collaborative hub
spaces, meeting rooms, kitchens and utility areas)
• workspace including collaboration areas and kitchen & utility zones
• Public areas (including reception and waiting areas, formal meeting rooms)
• columns
• Facilities such as cafes, wellness space, server rooms, delivery areas
• lift lobbies unless part of the building common area
and showers.
• toilets if not located within egress stairwells
Public Interface Areas: Areas used primarily for face to face interactions with
Managing an office
but excludes: Occupancy density: The number of headcount within the total leased (NLA)
• building plant areas area. This is an important efficiency benchmark and forms part of a larger
government space optimisation strategy. Organisations are measured on
• risers their occupation density to ensure they meet government requirements
• electrical cupboards and goals.
Glossary of terms
NUA: Net Usable Area. The actual usable space that can be used for general
building functions by the tenant.
Property
Management
CENTRE of E X P E RT I S E