The Workplace @ Sun

The Workplace @ Sun

Mark Wartenberg
Director of Workplace Infrastructure Design
Sun Microsystems
Sun Confidential: Internal Only 1

Guided By A Singular Vision

A whole new world of work
The Network
Sun's Open Work Program
is
Evolving Open Work The Computer
●
Work practices

●
Technology

●
Physical environment

Like it or not...the way we work has changed

THEN... NOW...
Work was about traveling to Work is thought of as
one location for a something you do...
9 to 5 day not somewhere you go


A Distributed Workforce in a Global Workplace

• Markets and customers are global
• Talent is global and knowledge-based
• Workforce is anywhere
• Work locations are multiple
• Work activity is more team-dependent
• Growing desire for work/life balance
• Significant increases in workforce mobility

All Resulting in Significant Changes in
WORK STYLES and WORKPLACE NEEDS

Further Increases in Mobility Predicted

“IDC estimates the mobile workforce will
be more than 1 billion workers by the
year 2011, with nearly 75% of the U.S.
workforce
1
mobile by then. ”
“Forrester estimates enterprise mobile
employees will make up 73% of the
2
workforce in 2012. ”
1
Worldwide Mobile Worker Population 2007 – 2011 Forecast, IDC 2007
2
Enterprise Mobile User Forecast: Mobile “Wannabes” Are The Fastest-Growing Segment, Forrester October 9, 2008


New Work Realities

Real Estate Trends
rising costs of space, energy & operation

Eco-Responsibility
Growing Sensitivity to Environmental Issues & Sustainability

Proximity to Customer
Want/Need to Be Near the Customer
Talent, Skills/Demographics
“Squeeze” to Compete for Talent on a Global Basis
Business Continuity
Flexibility Needed for Regional Crises
Business Agility
Forecasting Headcount, Space entry to and exit from markets


Trends that began more than 14 years ago

• On any day, 25 to 30% of workspaces were empty. Today
the utilization across Sun is 35 - 40% in field offices. 50-55%
in campus engineering offices.
• Availability of high speed internet connections at home
• “Consumerization” of IT
• Ubiquitous mobile phones. Advent of SMART phones
• Web 2.0 and the rise of the “participation age”
• Globalization
• Growing corporate responsibility being “Greener”
• Sun develops the Open Work (formerly iWork) program
as a response


So... what IS Open Work @ Sun ?

• Sun's Open Work program is the embodiment of
Sun’s vision: The Network Is The Computer
• Designed to develops and enable a more
flexible, agile, mobile 21st century workforce
at a much lower support cost
• 14 years in the making, Open Work is Sun's
corporate culture
• Integration of work practices, technologies,
spaces, and policies enabling employees the
choice to work wherever they may need to be

100% of Sun employees
work with at least 1 remote
team member

Open Work @ Sun today
Nearly 20,000 of 31,000 Sun employees:
●
Are nomadic and have no assigned seat
●
work from multiple locations
●
work across IT platforms
●
Reserve a seat/meeting room via online tool
EVERYONE participates in Open Work
●
Assigned: 5 days assumed in office: assigned seat
●
Flexible: 1- 3 days/ week in office: reserve a seat
●
Assigned Home: In office NTE 2 days/week
●
No one is forced into a category.
●
Manager has the final say over category
nearly 60% of Sun's 34,000
●
14 years of evolution
employees work away from the
office at least 1- 2 days a week


Direct Benefits to Sun
Reduced operating expenses
●
Hundreds of millions saved in RE costs
●
Substantial IT savings
Enhanced employee productivity
●
Increased employee satisfaction with flexible
& innovative work environment
Improve business agility
●
Positions Sun to quickly and effectively
respond to emerging markets
●
growth with limited capital expenditure
Avg. Annualized Cost (RE & IT) Attract and retain best, brightest
Seat on Sun Site Mobile ●
Access most innovative, available talent,
$23,000.00 $11,000.00
regardless of location
Avg. Set Up Cost Cost (RE & IT)
$29,000.00 $12,000.00

Benefits to Customers & Partners

• Enhance collaboration & relationships
●
Expanding our footprint from 300+ locations to
literally thousands around the globe
●
Fosters better relationships, with
more opportunities and venues in which to
engage
●
Sun employees' anywhere, anytime availability
to customers and partners
●
Improve business continuity & disaster
response


Benefits to Employees
● Improved job satisfaction
● Internal survey results show that our flexible and
innovative work environment is the top reason 82% of
employees said they would recommend Sun
● Reduce traffic/commute time
● 2.1 days per week working away from the
office saved Sun employees an average of
2.5 weeks of work time*
● more than 50% of that work time was “given
back” to the employer
● Save money
● Saved more than $1,700 per year in gasoline
and wear and tear on their vehicles by
working at home 2.1 days a week.*


Benefits to the Environment
Open Work Energy Measurement Project
April 2008

●
In 2007 Open Work prevented 31,000 tons of CO2
from entering the atmosphere
●
Energy consumption by equipment in a Sun office
was twice that of home office equipment
●
520 watts/day at home vs. 1080 watts/day at a Sun office
●
Commuting was more than 94 percent of each
employee’s carbon footprint for work vs. 6 percent
of total carbon emissions to power office equipment
●
Working from home an average of 2.3 days per week,
an employee reduces energy used for work by
5,400 Kilowatt hours/year


What’s
Next for
Open
Work?


Evolving Open Work
Support how people are already working by putting the network first
If… Then ...
Work from wherever you are is the norm Provide technology platform to maximize
for an increasing population… use of the network – telephony,
access, tools, and computing support

70% of the workforce engages in Provide a smaller, elastic, and
remote or mobile work requiring dynamic physical and technical
everyone to rely on distance collaboration… infrastructure that not only enables
but encourages collaboration

Employees come to the office Provide open, collaborative work studio-like
to collaborate and interact environments & multi-use spaces plus transient
with coworkers, and at least half of drop-in work spaces for visiting employees &
all collaborative work is informal… partners. Network levels playing field


A workplace that puts the network first
● Where you are matters less. Network links
people Still Guided By A Singular Vision
● Talent & opportunities assumed to be but now...
global
● Places are focused on collaboration
● What needs to be done on site ? The Network
● What can be done over the network ?
is
Everyone participates & contributes
The Workplace
●

● Sustainability impact by eliminating
commute
● Global business continuity is less
challenging


Changing workplace demands new behaviors
To succeed we MUST find and adopt new ways to:
● Find & communicate with one another
● Collaborate
● Stay engaged
● Make our work visible
● Cultivate work community
● Interact informally


Work Practice
Manage by Results & Optimize Employee Performance

• Develop skills for managing virtual teams
●
Develop protocols for access & availability
• New hire assimilation support & training
• Budget & support for face-to-face contact
• Performance management rewards results


Technology
Connecting People & Information Regardless of Location

Put the network first !!!
• Access from anywhere & everywhere
• Shared Baseline Tools
• Content : secure & network accessible
• Focus on collaboration
• Devices: portable & support baseline tools


Physical Space Design
Right design for the work to be done

●
Current data tells we still have way too much RE
●
Used at an average of 55% of capacity on any day
(US). Includes those who have an assigned seat
●
People are moving to more mobile & distributed
workstyle much faster than RE/IT portfolio can
react
●
Less architecture, more tech driven by behaviors
●
Office design should focus on group not individual
● A variety of work environments
●
Measure and build to utilization


Find and communicate with one another
● Presence Awareness
● Who is available, when and how
● Instant Messaging
● Shared Calendar
● Virtual Meeting Places
● Virtual Team Rooms
● Many tools are out there today. Your IT department may
even approve of one or two
● Make presence over the network the number 1
group protocol
● This is NOT about just adding some tech tools. It is
about adopting behaviors

Staying engaged and collaborating
● Data, Documents, Opportunities
● Share your work.....your inbox is NOT a collaborative tool
● Synchronous and Asynchronous – Vyew.com
● Store your work on the network – Box.net, DriveHQ
● Virtual Team Rooms/wiki – Ning
● Virtual Worlds – Second Life : http://secondlife.com/


Staying engaged and collaborating as a group
● Connecting via video
● Desktop video – Skype Vidyo, Mirial
● From free to $50K for 40 “seats”
● In all interactions...body language
counts !!!
● who is doing e-mail (or whatever)
and who is engaged
● HD video over IP – a whole new
world
● Virtual Worlds – Second Life : http://secondlife.com/
● Virtual Team Rooms/wiki – Ning : http://www.ning.com/
● Many other tools are out there. Your IT department may even
approve of one or two
● Use video instead of the phone !!!!!

Interacting informally... the hardest part
Biggest concern about distributed workplace is loss of informal interaction
● Ambient video
● HD video from place to place
● Always on – an open window
● Live desktop video - Ustream,
Mirial, Vidyo
● Group Chat Rooms
● Always open and buzzing
● Virtual Worlds
● in world becomes the default
● the “real world” is secondary


Reinventing Sun's Physical Workplace


Open Work needs to evolve with the workplace


Why come to the office at all ?

●
to meet vendors and partners ●
to meet your team face to face
●
meet and show off to clients ●
use non-personal level
●
Open, vibrant work studios infrastructure
●
assemble with other teams


Why come to the office at all ?

●
to connect with global team ●
the primary reason to come to the
members using state of the art office should be to collaborate
technology with other people in ways you
cannot do over the network

Prototype Test Kitchen Implementation


Build and pay for what you need...

Sun in the Americas Today Sun's Next Generation
27 workspaces, 4200 SF 29 workspaces, 1900 SF

● Full utilization of assets and reduced OpEx
● Supports same number of employees with a footprint that's

50% of the size
● Physical and technical infrastructure that enables employees

to collaborate and be productive in the increasingly
distributed environment

Sun’s Next-Gen Work Environment
Collaborative, Connected, Dynamic

• Network connectivity is
ubiquitous
• Open, vibrant work studios
• Team rooms for targeted
group interaction
• Breakaways for quiet,
heads down work
• Meeting rooms that serve
a multitude of functions
• The shared spaces
(cafe/copy/mail) integrated to
provide for spontaneous
interaction


New Worksurface


Sun’s Next-Gen Work Environment in SL

5900SF pilot area
on
Menlo Park, CA
campus

Still Guided By A Singular Vision
but now...

The Network
is
Thank you The Workplace

➭ mark.wartenberg@sun.com
Mark Wartenberg
➭ Thanks
mark.wartenberg@sun.com
http://sun.com/openwork


The Workplace @ Sun

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