To be successful, lawyers learn to privilege precedent over logic. As a result, common sense and legal prowess don't always go together. Nonetheless we can use logical reasoning to show how freedom from the past can make the workplace more productive for today's attorneys and staff.

Given:
A. The traditional law office is socially isolating, sedentary, dark, limited by perimeter conditions, and inefficient with excess interior square footage. 

B. Known factors that contribute most to workplace productivity --

  • Natural light
  • Social interaction 
  • Physical movement
  • Personal control

Prove:
The traditional office floor plate can be transformed within the same footprint for greater productivity. 

Figure 1 - Traditional Layout

Figure 1 - Traditional Layout

 

Statement
1. Break continuous perimeter
2. Add attorney offices inside
3. Group staff together
4. Centralize support functions
5. Create alternative work areas

Figure 2 - Logical Transformation

Figure 2 - Logical Transformation

Reasons
1. Critical for natural light
2. Use excess space
3. Foster teamwork, reduce isolation
4. Encourage physical movement
5. Enhance social connections, add variety and choice

Conclusion:
No one needs a reason to do things the “way we’ve always done it.” But to achieve greater productivity in today’s workplace, logic demands a break in precedent. That goes for every company, not just law firms. To find out more contact marcia.hart@workplace1080.com

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AuthorMarcia Hart

A lot of things we do by habit are flawed, mostly out of ignorance. Peeling a banana. Folding a fitted sheet. Making a BLT sandwich. Just look at LifeHacks: You're Doing It Wrong.

Along these lines, the latest fail is that handy rule of thumb that real estate professionals use for estimating rentable square feet (RSF) for corporate offices -- RSF/Person. It doesn't work anymore. One Person = One Seat is over. 

To estimate square footage now you need to know how many days per week each person will be on-site. Occupancy profile is more important than office size for determining actual space needs.

Let’s say there are three kinds of people: Resident, Mobile, and Drop-in. The table below shows a range of occupancy scenarios – 0% mobile, 20% mobile, and 40% mobile. For simplicity, Drop-in count is set to zero. Total headcount is set at 150. The resulting seat requirement and RSF requirement for each scenario shows how a mobile workforce affects real estate.

To calculate the RSF requirement start with the days per week that each member needs a seat. For residents the number is five (days in the work week). For mobile members it's some number less than five. The model uses 2.5 (half-time on-site.) Vacancy rate also affects the seat requirement and is set at 10%. Vacant seats are essential for staffing flexibility and are available for mobile members.
 
This algorithm generates the new metric: RSF/Day. Note that RSF/Day is 50 across the board, regardless of the mobility mix. For corporate space in the United States the typical range is about 45 – 55 RSF/Day, depending on office sizes and the amount of shared space. If you're a commercial real estate broker or in-house professional, imagine the value you'd bring with a quick and easy method for estimating  true real estate requirements for the new workplace. 
 
Start doing it right. Get to know the new rule of thumb. It’s 50 RSF/Day.

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AuthorMarcia Hart

People at parties love to tell me about workplace disasters . . . the cool new collaboration space as storage dump, . . . the low-panel exposure to a neighbor who coughs and farts all day, . . . the working at home on deadline because laundry is less distracting than other peoples’ speakerphone calls. What went wrong?
 
Clients rarely mention the possibility of failure. They’d rather float down a river in Egypt. But denial won’t solve this problem and may even be the cause.

Let’s start by acknowledging that big change carries big risk. It’s easy to crunch numbers and modify a space, a lot harder to modify attitudes and behaviors. William Bridges, Ph.D. author of Managing Transitions: Making the Most of Change says, “It isn’t the changes that do you in, it’s the transitions. . .Change is situational,… Transition is psychological.”  

Successful workplace change involves an emotional shift – and not just resignation but also embracing new benefits. (If there are no benefits, don’t do it.) Bridges identifies three overlapping phases for making a transition:

  • Ending, Loss, Letting Go
  • Neutral Zone
  • New Beginning
Transitions Diagram_Wm. Bridges

Tactics for supporting people through it all may include focus on the reason for the change, defining what’s changing and what’s staying the same, recognizing “losses” to support the process of letting go. You can read more at http://www.mindtools.com/pages/article/bridges-transition-model.htm
 
The Heart of Change Field Guide by Dan S. Cohen (protégé of change guru John Kotter) provides a good structure too. Like Bridges, he emphasizes the personal. http://www.kotterinternational.com/the-8-step-process-for-leading-change/.
 
Of course there’s more to change management than a few quick steps. Remember that transitions are psychological, not situational. Change means loss, as well as gain. That does not mean workplace change is a bad idea. The real risk is in thinking you can re-arrange the furniture and call it done. 

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AuthorMarcia Hart

Would you pay $1000 per month for office space? Your employer does. With annual costs of $52.30 per SF and average 230 SF per seat one assigned seat costs $12,029 (based on 80% workstations, 40% of total leased area allocated for workstations and private office seats, with 15% vacancy). See for yourself by editing shaded cells in the table below, or just send me a note if you want to customize the calculator for your specific situation.

Is It Worth It?

Value is always more difficult to measure than cost, but if you had a monthly allowance of $1000 to spend at your discretion for office space, what would you do? Here are four options:

  • A. Keep the money and work from home
  • B. Give the money back and keep your assigned office space as is
  • C. Give the money back plus another $1000 of your own money for a private office
  • D. Keep half the money and work in a shared space 2-3 days per week

There are two issues here-- what do YOU get from showing up at the office and what does your EMPLOYER get. What's that worth? 

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AuthorMarcia Hart
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Book Review: Cubed - A Secret History of the Workplace 

image credit: officemuseum.com

image credit: officemuseum.com

I read Cubed so you don’t have to. But you might want to learn for yourself how the author Nikil Saval connects the insecurities of 19th century clerks to today’s workplace.

The big takeaway: It all began with clerks in the 19th century angling for status to compensate for the unmanliness of their tedious and sedentary work. Here’s what Vanity Fair had to say about clerks in 1860:

 “vain, mean, selfish, greedy, sensual and sly, talkative and cowardly” and spent all their minimal strength attempting to dress better than “real men who did real work.” p.14

Unlike laborers in fields and factories, clerks worked side-by-side with the men who would promote them. Clerks were relatively few in number and had the opportunity to learn all aspects of the business at the right hand of their boss.

The possibility of advancement offered a powerful incentive to maintain non-adversarial relationships with owners. It also fueled fierce internal competition among peers in the office.
__________

In keeping with a genteel image that signaled membership in the middle-class clerks resisted calls to join the growing labor movement during the Industrial Revolution and Gilded Age. They formed associations, rather than unions. Instead of collective bargaining they relied on trust and individual relationships to promote their interests. Saval sums up the legacy of this approach:

“With reformers promising a utopia of one kind, the office promised another, which would prove more enduring: an endless, placid shaking of hands.” p. 32

Fundamental Beliefs of Office Workers

  • Value of proximity to boss·       
  • Possibility of advancement
  • Norms of internal competition
  • Reliance on individual achievement over collective bargaining

Meanwhile, telecommunications and railways were changing the structure of commerce from local to regional, resulting in massive growth in service sector employment. The US Census shows 750k clerks in 1860, growing to 2.2 mil. in 1890, and 4.4 mil by 1910. During this period, proprietorships were superseded by a new form of the corporation that separated ownership and management for the first time. Workers were further isolated in narrow functional departments.

Still, office workers remained loyal to the idea that proximity to leadership and individual achievement might lead to advancement into the owner class. And they were eager to beat out their colleagues to do it. (Entrepreneurship is today's manifestation of the same drive.)

These fundamental beliefs have persisted through every management trend, technology boom and demographic shift ever since. Even with ever-increasing demands and erosion of real wages, the roots of office politics remain firmly planted. Mess with them at your peril.

Part II “The Perversion of the Cubicle” will take a quick look at physical workplace design and the (mostly failed) attempts to prioritize efficiency over deeply held beliefs. Coming next month. 

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AuthorMarcia Hart

Let’s start with the stipulation that if you’re a timekeeper and you’re not charging your time then you are a burden. 

When you're getting a coffee, you’re a burden. Any timekeeper you see in the corridor is a burden too.  Both of you really want to get away from each other and go back to the solitary act of billing. 

owl-in-tree-hole.JPG

In an insidious way, hourly billing effectively drives lawyers out of common areas. So law firms don't build much common area. 

Now, add the condition that your office is likely the only place on the floor that has natural light. Most normal humans will naturally want to spend the whole day there.

Next, add the condition that “internal conference” -- a familiar activity known in other fields as collaboration -- is anathema to clients. An invoice line item referencing multiple lawyers at once is an open invitation to challenge the bill.

To summarize, because of hourly billing:

  • A lawyer in a common area is a burden
  • Socializing has negative value
  • Collaboration is a problem

Furthermore, an attorney’s private office is more appealing than any other working space on the floor, and attractive common space is rare.  

How this affects productivity:

Four factors that contribute most to productivity are (1) natural light, (2) social interaction, (3) physical movement, and (4) personal control/choice

Due to hourly billing, the traditional law firm scores close to zero on (2) social interaction and (3) physical movement, which cancels out high scores for natural light and control for lawyers. (Staff space & productivity factors is a subject for a separate post.)

So hourly billing results in environmental and social conditions that actually undermine productivity for lawyers.

What can be done?

It’s simple. Restore the space where lawyers can legitimately work together but not necessarily collaboratively. Not a food lounge, not a place where the whole firm comes together but a shared place just for lawyers to practice law. This used to be called the library. 

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AuthorMarcia Hart
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In December 2014 WeWork raised a fourth funding round to the tune of $355 million, giving the office-rental company a valuation of almost $5 billion. more

image credit: Betamore, The Verve Partnership

image credit: Betamore, The Verve Partnership

WeWork develops and manages “co-working office space” for the creative class. They provide flexible offices space, meeting rooms, and amenities plus food and classes, for a monthly membership fee. It’s like a gym, but for work. Or it’s the love-child of a private club and a coffee shop. 

WeWork currently has 19 locations and leases 1.5 million SF. With annual revenue approaching $150 million my guess they have around 30,000 members @$5k per year per member. And it’s growing. By the time this blog is posted the numbers will be out of date.

While corporate America gradually wraps its head around the radical idea of collaborative space, “co-working” is all grown up.

Fundamentally, co-working is people-oriented, not space-oriented. Because it’s billed by the person instead of the square foot, office accommodation is now an HR issue. Facilities still manages the physical infrastructure and leasing but WeWork proves a modular mix of private and collaborative space can support all kinds of people and functions. With proof that generic build-outs  really work, human-centered issues can take precedence. 

While the shift is subtle, the implications are profound. Productivity (for people) rather than efficiency (for space) is the new office design driver. This makes sense, since payroll is 10x the cost of real estate. See The Efficiency Myth: How to Calculate the Real ROI for Workplace Change.

Real estate initiatives need to start with the people question – what do our people need to be most effective?” rather than the space question – how much square footage do we need?” 

3 TAKE-AWAYS:
1.    Generic office space really works
2.   Office accommodation is an HR issue
3.   Productivity trumps space efficiency 

Now you know what 30,000 happy office workers know. Generic space is here. It’s time to focus on the people.


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AuthorMarcia Hart