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Establishing a Meaningful Space Standard (Administrative Space and Beyond)

Establishing a Meaningful Space Standard (Administrative Space and Beyond). Peter O’Konski Director, Office of Administration Department of Energy. Agenda. Why a Standard? Get the Vocabulary Straight Set a Reasonable Goal from the Top Governance Matters Sticks and Carrots

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Establishing a Meaningful Space Standard (Administrative Space and Beyond)

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  1. Establishing a Meaningful Space Standard (Administrative Space and Beyond)

    Peter O’Konski Director, Office of Administration Department of Energy
  2. Agenda Why a Standard? Get the Vocabulary Straight Set a Reasonable Goal from the Top Governance Matters Sticks and Carrots Implementation for Long Term Success
  3. Why a Standard? Textbook answer: Space is a source of strategic advantage… a standard articulates an understandable expectation of performance. In reality this means: Controlling costs (space is expensive) Standard levels of service Prudent management
  4. Regarding Prudent Management… Executive Agencies must provide a quality workplace environment that supports program operations, preserves the value of real property… etc. An Executive Agency must promote maximum utilization… to maximize its value to the Government. (41 CFR 102-79.20) Executive Agencies must provide assignment and utilization services that will maximize the value of resources and productivity of workers (41 CFR 102-79.15)
  5. First… Get the Vocabulary Right Standards are measured in square feet/person but what does that mean? Gross SF/Person Net SF/Person Rentable SF/Person Assignable SF/Person Pete’s Rules: Pick just one. Space measures are routinely gamed if measured more than one way. Worry (a lot) about data availability. Balance simplicity versus actionable information.
  6. Setting a Reasonable Goal from the Top; Realizing Nothing is Free Ok… So You Picked Net Square Footage Establish the Baseline Establish a Goal Understand the People and Their Jobs Know Your Industry Consult Benchmarks Understand the Physical Limitations Make It Reasonable and Actionable 10% or 20% Improvement over a Couple of Years Sign Out from the Senior Leadership
  7. Square Foot per Worker by Industry Source: Estimating Office Space per Worker, Norm Miller, PhD, Burnham Moores Center for Real Estate, University of San Diego
  8. Setting a Reasonable Goal from the Top; Realizing Nothing is Free Pete’s Rules: Costs are never linear. Standards driving a 10% improvement are often cost negligible. 20% won’t come at 2X the cost… If you don’t think can be delivered, it won’t be. Standards must come top/down and be resourced… Governance matters
  9. Governance Matters (LBNL Example)
  10. Sticks and Carrots A Strong Standard Will Say Something about Accountability: When will the goals be met? Who will measure? What is success? Incentives Drive Results Space cost incentives and penalties Public notoriety
  11. Implementation for Long Term Success (LBNL) Identify space management staff Form space allocation committee Develop targets, standards, and guidelines Develop a space request process For new projects develop/review project specific design brief Update space inventory Review space needs Implement approved process Linkage to capital plan Communicate and monitor
  12. Doing More in a Smaller Footprint
  13. Thank you!
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