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Flexible Workspace Concepts
How to improve flexibility, efficiency and communication
Flexible Workspace Concepts
How to improve flexibility, efficiency and communication

Welcome to Alcatel–Lucent@Kievitplein
Antwerp, Belgium
2 | ALL RIGHTS RESERVED. COPYRIGHT © ALCATEL-LUCENT 2011.
September 2012
4 buildings – 35.500 m2 – hosts 1800 people
September 2012
4 buildings – 35.500 m2 – hosts 1800 people

Project targets:
• Need for high flexibility because
 Continuous organisation changes
 50 – 60 projects in parallel in different lifecycle
phases.
Project : Alcatel- on-the –move 2005-2006
3
phases.
resulting in 150-200% churn
• Move to Kievitplein is a cost improvement project
 low facility management cost

> More people in Antwerp
than in original budget
Alcatel Bell + contractors = 1900 persons
Only 1700 workplaces in budget
 Net Missing
1800 m²
Space problem urges for new solution
Project : Alcatel- on-the –move 2005 - 2006
4
Only 1700 workplaces in budget
One workplace is 9 m²
 Net Missing
1456 m²
 Space allocation
Lab’s + secured rooms + storage rooms  extra needs
due to new activities
 Total net missing = 1800 m² + 1456 m² = 3256 m²
Total gross missing = 3256 m² * 1,67 = 5438 m²

Business results: Fostering a culture of excellence
•
• Functionally driven
• Project teamwork
• Maximum Flexibility
Conceived to
think and work differently
Working environment
• Transparent communications
technology
• High quality office space
• Integrated lab infrastructure
• Future proof IT Infrastructure

• Full sharing using team bases
• team members are together when in the office
• team zones contain all necessary elements to support the
various activities
• teams share all information and space
Assign workspace to groups instead of individuals
• teams share all information and space
 culture of openness and sharing
 knowledge building
• core of team base is “hard”, boundaries are “soft”
• better statistics of occupancy
• easier collaboration of neighbouring teams

The working
environment
• Today’s knowledge worker’s environment consists of two parts:
a digital onea physical and

A culture of sharing
• Open collaborative team environments enhance
the team learning and the personal development
4 Goals and evaluation schemes should
stress groups results and team behavior
4 Together they can create a workplace
4 Together they can create a workplace
culture that supports learning, cooperation
and openness
4 Only if the digital and physical part of the
working environment are in line with each
other, the organization can generate
maximum performance

Occupancy Principles: The dynamic
Workspace –ALU Enterprise 2.0
• An agile, Open-plan environment, supporting collaboration &
innovation
• Activity-driven work environment, based on the generic office concept
• Mix of closed & open workspace workplaces, quiet rooms & teaming areas
• Technical workplaces (see The language of workplace strategy)
• Informal, attractive break areas
• Space assignment to teams, creating neighborhoods & adjacencies ,
• Space assignment to teams, creating neighborhoods & adjacencies ,
supporting mobility, flexibility, productivity
• Shared environment, guarantees an efficient usage of the space & the
facilities
• Limited, individual assigned workplaces –driven by functional needs e.g. the
Technical workplaces
• Enabled by Web2.0 Technology; Training & Communication as support
• Everybody participates – Management leads by example

What tools will support our ALU Enterprise 2.0
objectives?
• A portable PC
• 19’’ TFT screens at 65% of the desks
• Fixed IP phones (with easy login/logout)
• Headsets for the fixed phones (if required)
• Software on PC to manage the phone
• Software on PC to manage the phone
• Telephony over the PC (if required)
• Headsets for telephony over the PC (if required)
• LAN and WLAN
• Easy print environment
• Collaboration tools(Engage, Web conf.& IM, Sharepoint..)
Remark: home workers and travelers can use the “Telephony over PC” infrastructure remotely too. At
the office they have the freedom of choice between fixed phone or “Telephony over PC”

Information management kievitplein
Goal
4 To allow for the required flexibility & mobility we need to
reduce the paper information
4Target average 1.5 m/person(individual+ team info)
4 To optimize the collaboration & knowledge sharing we need
to bring the information as much as possible at team level
to bring the information as much as possible at team level
4 To allow an efficient consultation we need to structure the
information
4 To support and stimulate digital working

• Clean Desk
 clean up of desk when half a day
not at working place
• No storage of personal and/or group information
at workplaces or in consultation rooms
 place must be available for others when not used
Basic rules for desk sharing
 place must be available for others when not used
• Guaranteed availability
100% participation
100% availability when not used (real clean desk)

Flex office
Clean desk principle

2 network connections
2 Phones
1 TFT screen
8 powerconnections
ICT @ Flex Office Concept
- General
Personal items :
- Laptop + adapter + cable
- Keyboard + mouse
- Security lock
- Flex top
- Carrier bag
Items for the desk :
- Network cables
- Power connections
- Fixed phones
- Screens (partial)
4+1 network connections
4 Phones
TFT screens(partial)
16 powerconnections
NO personal items are left on desks

Basic Module 20 workplaces – 12 usable sqm/WP
roll out over the building of basic module with right mix of activity blocks
Activity blocks Generic module
Workplace in open space
Booths(semi-closed
Workspace)
Small closed room
Medium size closed room

Small consultation roomSmall consultation room
Generic Floor Lay-out - Integrated lab environment
T3 Lab workplaces T4 Server room
Small consultation roomSmall consultation room
Open workplaceBooth
Big consultation room
Cabinets for storage

Lab Environment
• 8000 m2 lab environment,includes
• T4 Lab/Server rooms
• T3- lab workplaces
• Customer test rooms
• IP Transformation Centre & Demo
Centre
Centre
• All labs fully interconnected
Set up time & cost for new lab environment
reduced by 90%

General Office Etiquette for Flexible Workspace
• Everybody is engaged to join the concept
• Clean desk/office principle is a corner stone
• Cleaning up in the evening, personal items in locker- other items in
cupboard
• Also in case we do not use the workspace for half a day e.g in the
afternoon
• Consultation rooms are cleaned up after usage e.g. removal of coffee
• Consultation rooms are cleaned up after usage e.g. removal of coffee
cups, papers etc
• Workplaces in the open space are the basis
• Noisy activities such as conference calls, long telephone calls,
meetings, ad-hoc gatherings - are reserved for the closed consultation
rooms keeping the atmosphere in the open office space quite and
dimmed
• Information is kept in digital format & shared by the teams to a
maximum extend
• One talks to each other in case those engagements are not met;
continual infringements are discussed in the teams and seized

Status mid 2012
OBJECTIVES, defined at the start of “Alcatel-on-the-move”
project , have been REALIZED
• Kievitplein has become the Reference site within Alcatel-Lucent, related to
• Cost ( Euro/Sqm; Euro/HC)
• Efficient usage of Sqm (Sqm/HC)
• Flexibility has proven to work
• In 2006 : 2100 people occupy 1770 workplaces and use 299 Multifunctional Closed Rooms
• Mid 2008: Seamless integration of the fLucent people
• Mid 2008: Seamless integration of the fLucent people
• In 2010 : space reduced with 4500 sqm, 2000 people occupy 1570 workplaces and use 254 closed
rooms
• Several structural organization changes have been anticipated at almost no cost(only some labor
costs in order to move boxes); On top, daily people-moves are monitored at no cost
• Communication & cooperation amongst colleagues has improved(ref.Survey)
• Generic approach (lab consolidations,Generic cabling,standardized floor lay-outs)
works
• No floor customizations have been done, despite many org. changes(COST SAVING!)
• Lab consolidation & standardizations :27 independent labs consolidated into 1 virtual lab
space(spread over 7 floors & 2 buildings)

Status mid 2012
Key success Factors
• Concept could survive thanks to the management support
• Think and act consequent, in line with the concept (despite many changes at the top)
• Driving force and strong believers in the Real Estate & Facility Management organisation
• Time has proven that this was a good concept => acceptance by people
• We were pioneers, today “Het-nieuwe-werken” becomes the standard
• General acceptance of home working supports the concept
• General acceptance of home working supports the concept
• The concepts supports “The Global Company “ - people can work from any place for any team in
the world

Status mid 2012
Pitfalls - Difficulties
• Change Management : a continuous effort
• Monitor presence & keep “need” for sharing
• Monitor behavior and act promptly if not acceptable but we are not the “police”
• Needs are changing – how to react
• Increase of number of conf.calls due to the The Global Company increases the demand for closed
rooms , how to anticipate without repartitioning
New R&D development processes – Agile Development – how to comply with those extended needs
• New R&D development processes – Agile Development – how to comply with those extended needs
• Customisations – think twice
• Teams might have different needs, some flexibility improves the acceptance by the people but
increases room for discussions & costs
• E.g. how to book closed rooms => set by the teams on the Floor, but what if I change team => new “rules “?
• Height of partitions could be chosen by the teams => what if teams change floor ?

Alcatel-Lucent@Kievitplein: building occupancy evolution
0
500
1000
1500
2000
2500
Ma
Di
Woe
Do
Vr
Tot.pop
0%
10%
20%
30%
40%
50%
60%
70%
80%
Presence
Presence in the building
Target:1,2
0
Dec06
Jun07
Nov07
Apr08
Sep08
Jan09
Jun09
Nov09
Mar10
Sep10
Jan11
Oct11
Jan12
Jun12
0,00
0,20
0,40
0,60
0,80
1,00
1,20
1,40
Dec06
Jun07
Nov07
Apr08
Sep08
Jan09
Jun09
Nov09
Mar10
Sep10
jan11
Oct11
jan12
jun12
Ma
Di
Woe
Do
Vr
Heads/seat
Building occupation

Flex office environment in Alcatel-Lucent
Hoofddorp - The Netherlands April 2012

Bratislava-Slovakia
Visitor/business center

Russia - Moscow

Italy - Roma

Spain – Madrid

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