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CAPABILITY STATEMENT WORKPLACE STRATEGY AND TRANSFORMATION Delivering outcomes and business results that drive performance
2 3 In today’s increasingly competitive markets, many organizations are faced with rising operating costs, from securing office space in prime locations to retaining talent. At Arcadis, our Workplace Strategy team work with clients to transform their business. While companies find ways to reduce overheads, it is just as important to drive long-term performance, business sustainability and growth. Companies which optimize their real estate portfolio, invest in retaining talent and control operating costs will find themselves better positioned to enhance business operations and remain at the forefront of their industry. Recruiting, but more importantly, retaining staff is becoming challenging especially in Asia where the WORKPLACE CAN BE A SOURCE OF COMPETITIVE ADVANTAGE. LEONIA LEE Associate Director Head of Workplace Transformation INTRODUCTION Capability Statement WORKPLACE STRATEGY AND TRANSFORMATION TO STAY AHEAD OF THE GAME, BUSINESSES ARE BEGINNING TO SEE THE NEED TO TRANSFORM, STRIVE FOR EFFICIENCY AND FUTURE PROOF ITS BUSINESS. talent pool for qualified candidates can be limited. It is now apparent that workplace environment, an organization’s culture and values, such as work flexibility, employee mobility, sustainability all play a huge part in potential candidates’ decision-making process. Conventional cost-cutting measures such as relocating from prime areas or reducing headcounts without considering other business objectives may cause organizations more problems in the longer term. Operational processes should be regarded as part of the organization’s long-term strategy, rather than cost-cutting activities. By streamlining and standardizing procurement and the supply- chain, an organization can reduce operating costs by up to 30%. Our approach is to develop tailored solutions to meet the unique needs of our clients. By understanding your business objectives, you can be assured that we can mitigate risk, challenges and successfully navigate your people through the change process.
WE KNOW WORKPLACE ANALYTICS 4 5 Capability Statement WORKPLACE STRATEGY AND TRANSFORMATION We help organizations identify where the opportunities are by looking at the relationships between people, process, space and technology through first-hand research and data. Our insights allow our clients to identify gaps and re-evaluate their current strategies with the aim of improving staff engagement, increasing productivity and reducing costs. By building empirical data, we understand how your current business model works. Reporting tools such as space utilization studies and surveys are used to identify performance areas, weak links and build a robust business case, which becomes a catalyst for real change and transformation. Reporting tools such as space utilization studies and surveys are used to identify performance areas, weak links and build a robust business case, which becomes a catalyst for real change and transformation that drives business excellence. Other qualitative techniques, benchmarking and trend data are often used to provide a full analysis to leadership teams which form the blueprint for workplace design, system furniture configurations or right- sizing existing space. More often than not, it is via these reporting tools that global guidelines are tailored to suit a local market. Without first-hand data, we run the risk of implementing strategies which fail to take into consideration culture and environmental conditions specific to a region, country or local office. With digital technology disrupting industries and setting the pace for change, there is now an opportunity to reshape traditional processes, operations, and supply-chains to meet rising end-customer expectations. It is also because of new technological advancements that we can access and capitalise on quality data. More and more, we are advising our clients on digital workplace technologies to excel their existing sustainability programs, and build a better employee experience. OVERALL APPROACH AND METHODOLOGY CHANGE MANAGEMENT MOVE MANAGEMENT WORKPLACE STRATEGY AND DESIGN MANAGEMENT Space utilization study Leadership survey Staff survey Benchmarking and trend analysis Business model and asset strategy Objectives and Strategy Schematic design Detailed design development Focus group feedback ImplementationSpace plans / test fit Detailed design tendering Final workplace management and design manual
Supporting and aligning your people is the single most important factor in realizing the benefits of any transformation program. Our consultants are well-versed in developing change programs which equip people with the right mindset and tools to prepare them for the journey. WE FOCUS ON: • Defining a clear vision and goal which then translates into a project roadmap • Developing design strategy by carrying out space optimization studies and analyzing the various working styles of the organization • Engaging leadership and guiding them through the complex journey of transformation by workshops and focus groups • Regular communications in multiple channels to effectively deliver information (email, intranet, bulletins, town halls) • Cultivating organizational culture and new behaviors to strengthen an organization’s brand • Developing new protocols to ensure smooth transition from traditional work cultures to flexible and agile working 6 WE KNOW CHANGE MANAGEMENT PEOPLE AND ORGANIZATIONAL CULTURE 7 Capability Statement WORKPLACE STRATEGY AND TRANSFORMATION IMPLEMENTATION REQUIRES IDENTIFICATION OF CLEAR TARGET BEHAVIORS AND OUTCOMES. ROLE- MODELLING AND ADVOCACY FROM LEADERSHIP AND KEY INFLUENCERS WITHIN THE BUSINESS ARE DRIVERS FOR TRANSFORMATION SUCCESS.
WE KNOW ASSET MANAGEMENT ASSET OPTIMIZATION AND PERFORMANCE 8 WE WORK WITH ALL LEVELS OF AN ORGANIZATION TO CREATE A BUSINESS CASE FOR CHANGE THAT INCLUDES A CLEAR PURPOSE AND VISION. The outcome of organizational and workplace change may generate a need to restack or relocate. Relocation into a new space is an opportunity to drive change, and can be critical in reinforcing or embedding a new culture. When managed well and aligned to the overall business strategy, relocation can have a positive effect on your people, contributing to commercial success. WE FOCUS ON: • Procurement management which mitigates risks in project delivery • Adopting a strategic approach in developing phasing strategy which takes into account the overall impact on costs • Move management • Guiding organizations in forming sustainability initiatives and reducing carbon footprint over time 9 Capability Statement WORKPLACE STRATEGY AND TRANSFORMATION
10 CASE STUDY GLOBAL FINANCIAL INSTITUTION Space optimization, flexible working change strategy and implementation and move management CLIENT CHALLENGE A global bank rolled out agile working strategy for the first time in one of their China offices. It was a big step for the bank as this was a major cultural shift for the staff and a flagship project for the region. OUR SOLUTION A space utilization survey was carried out together with leadership interviews to fully understand their unique China operations and develop the future space and adjacency plan. The end result was the implementation of new types of work spaces to support the needs of the staff and toolkits were developed to provide guidance to the local building management to implement the strategy. Capability Statement WORKPLACE STRATEGY AND TRANSFORMATION 11 KEY HIGHLIGHTS • A flexible workspace offering a variety of settings to support different team needs • New processes developed to embed agile working behaviors • Some teams were able to work on an 0.80 share ratio on day 1 due to their job nature, enabling the client to accommodate future expansion
12 CLIENT CHALLENGE This financial institution’s overarching goal was to increase space utilization efficiency, and reduce long term operational costs. To achieve this, it required consolidating staff from 5 different offices into a single location on Hong Kong Island and meeting leasing deadlines. OUR SOLUTION The phasing strategy developed was integral to the success of the project, and balanced the complex requirements of the bank’s processes, its staff and culture. The phasing strategy ensured the relocations aligned with the leasing expiry dates to maximise savings. Moreover, sustainability initiatives were carried out to reduce document storage onsite to further optimize office space utilization. CASE STUDY MULTINATIONAL FINANCIAL INSTITUTION Move strategy, planning and implementation KEY HIGHLIGHTS • Substantial savings achieved through stringent tendering and benchmarking process • Effective phasing strategy enabled the client to release old sites before leasing expiry without hindering operations • Driving and achieving sustainability goals with 70% reduction in document storage • Implementation of flexible working practice 13 CLIENT CHALLENGE The client has a large staff base and property portfolio steeped in history. With continuing headcount expansion, a review of their key sites were undertaken in parallel with renovations at their headquarters to upgrade and optimize the space. OUR SOLUTION The corporate space strategy included conducting a study across multiple locations, developing an optimized team adjacency plan, and implementing the overall strategy. This was all carried out to ensure that the right teams were allocated to the right locations to improve performance and collaboration. The client’s headquarters was completely redesigned and restacked to the a new corporate standard which will be rolled out to other sites in the future. CASE STUDY WORLD-CLASS RACING CLUB Space optimization, implementation, stakeholder engagement and move management strategy KEY HIGHLIGHTS • Achieved cultural change by adopting a phased approach to change management • Renovation and relocation of 8 floors without interruption to operations • Breakout and collaborative areas to promote an open and engaging workplace, breaking down silos within and between departments Capability Statement WORKPLACE STRATEGY AND TRANSFORMATION
KEY HIGHLIGHTS • Created a modernized workplace with collaboration spaces, focus areas and sit-stand desking • A technology upgrade to enable agile working behavior • Leadership coaching to implement new ways of working 14 CLIENT CHALLENGE The client needed to manage the merger of two organizations into a single office space that aligned distinctly different cultures to create a single vision. The challenge included staff retention, future-proofing the business in the Asia region, and centralizing talents in one location. It is also the client’s goal to adopt an agile working strategy tailored to the local market. OUR SOLUTION Qualitative and quantitative data was collected to define the roadmap of the change strategy and a strong benefits case was developed for the leadership team. A new vision was communicated to staff, with a focus on well-being and collaboration. Furthermore, staff were heavily involved in developing new working protocols, creating a strong sense of ownership and pride in their work. Capability Statement WORKPLACE STRATEGY AND TRANSFORMATION 15 CASE STUDY LUXURY AUTOMOTIVE COMPANY Change strategy
16 OUR TEAMOUR TEAM LEONIA LEE Associate Director leonia.lee@arcadis.com Leonia leads the Workplace Transformation Consultancy team in Hong Kong. With more than 10 years’ experience in workplace transformation, her strength lies in developing operational strategies and procedures for clients. Leonia’s deep understanding of key trends in the global workplace have allowed her to deliver solutions that brings business excellence and industry best practice. 17 Capability Statement WORKPLACE STRATEGY AND TRANSFORMATION “ Organizations need to be fluid to be able to respond to today’s fast pace of change - with operations geared towards adaptability. “ VINCENT TSE Consultant vincent.tse@arcadis.com Vincent leads the Workplace Analysis and Relocation team and has developed toolkits tailored specifically to individual clients. He has led multiple high-profile projects in Hong Kong and is key in the first and final implementation stages of complex transformation programs. “ Utilizing available data together with detailed and meticulous planning is the backbone of every project. “ JULIANA CHOI Junior Consultant juliana.choi@arcadis.com With her education in urban studies, Juliana is dedicated in supporting the team on executing strategies for complex projects around optimizing office space. Her responsibilities include undertaking space utilization studies and analysing the results to provide solutions. “ Understanding data and translating that into a language which is understood by the business will help leading strategies . “ EMILY LAU Principal Consultant emily.lau@arcadis.com Emily comes from a background in branding, design and communications both in the UK and Hong Kong. Her focus for the past 7 years has been on workplace projects involving business change and transformation, from cultural change to agile working. She develops engagement strategies guiding organizations to achieve their vision and goals across various sectors and industries. “ Transformation is only successful if senior leaders live and breathe the values and vision set out by an organization. “ JENNIFER LAI Consultant jennifer.lai@arcadis.com Specializing in corporate marketing and internal communications, Jennifer delivers change management programs and communications to a diverse range of clients. She also helps organizations meet their sustainability targets by driving internal initiatives with tangible results. “ Aligning the needs of the affected stakeholders and what the business wants to achieve is always a fine balancing act. “
Arcadis. Improving quality of life www.arcadis.com/asia ArcadisAsia @Arcadis_Asia CONTACT Leonia Lee Associate Director T +852 2911 9870 E leonia.lee@arcadis.com Emily Lau Principal Consultant T +852 2911 9864 E emily.lau@arcadis.com