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Transforming the WorkplaceNicole McNeillChief Financial Officer and Vice President, Corporate and Information ServicesMunicipal Property Assessment Corporation

Ontario Municipal Administrators’ Association Spring WorkshopMay 2017

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Agenda

• About MPAC• 2013-2016 Strategic Plan

– Financial Commitment– Work Environment

• Case for Change – Workplace 2.0– Richmond Hill Office Case Study

• Rapid Results Framework

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About MPAC

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2013-2016 Strategic Plan: Financial Commitment

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We committed to finding efficiencies and savings through the implementation of our 2013-2016 Strategic Plan.

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So what did we do?

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Valuation

Human Resources

Legal

Stakeholder Relations

Finance & Facilities

Customer Relations

Communications & Marketing

Business Development

Information Technology

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Disruptive Innovation

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Focus on the workplace…

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Valuation

Human Resources

Legal

Stakeholder Relations

Finance & Facilities

Customer Relations

Communications & Marketing

Business Development

Information Technology

Valuation

Human Resources

Legal

Stakeholder Relations

Finance & Facilities

Customer Relations

Communications & Marketing

Business Development

Information Technology

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2013-2016 Strategic Plan: Work Environment

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Our four-year plan had a number of strategic objectives. One specifically addressed our commitment to a fair, healthy and respectful work environment for our employees.

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• $20M in savings • New strategy = Experimentation phase• Pending lease expiries• Rising operating costs• People are not in the office everyday• Need for better collaboration• Millennials• Board and Executive commitment

Case for Change

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Enter - Workplace 2.0

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Case Study: Richmond Hill Office

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• Occupied since 2003• Accommodates 75 full

time staff• 227 square feet per

person• 10% Collaboration space

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Richmond Hill – Old Office – Workstation

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People

Technology

Process

Workplace 2.0 Applied

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Process

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MPAC’s Facilities Renewal Plan involves reviewing space requirements as leases continue to expire, uncovering opportunities to relocate and consolidate in order to reduce costs – while continuing to improve service delivery to municipalities and property taxpayers.

We introduced the “neighbourhood” model: Employees are moving from individual-assigned spaces to group-assigned spaces.

Building capacity is no longer measured by the number of seats, but by the number of persons housed.

Local/departmental control and accountability for workplaces will be migrated to internal clients in a neighbourhood.

Space Innovation

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People

• Presented “The Future of Work” to executive staff first.• Applied inclusive and collaborative change management for

Workplace 2.0 implementation from onset.• Evolved resistance to change to employee buy-in across

organization.

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Employee Engagement

Start at the Top

Workplace 2.0 + New Technology = Major Change for Employees• Introduced simultaneously, each initiative meant significant change

for employees. In some cases, offices were consolidating. Commutes were changing. Land lines were replaced with Skype IP phones.

• MPAC was shifting to a mobile, flexible work style. It was a new way of working.

• This couldn't have been done without sound change management practices in place, continuous staff involvement and an integrated communications strategy.

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People – Change Management

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Technology

Keep your friends close, and your information technology

department closer.

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Technology is Key• Moving from traditional offices to

Workplace 2.0 spaces cannot happen without the right technology.

• Employees need reliable connections and collaboration tools that allow them to work anywhere, anytime. (e.g. Skype, Cloud, Wi-Fi).

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Give and Take

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- Smoking closet- Sit/stand desks- Free coffee for first month- Green wipes- Rolling bags- Own keyboards / mouse / stand- Lockers- Walking treadmill- Larger more collaborative lunchroom- Unbookable private spaces- AWA- Mobile technology tools

- Flex and free desks- Smaller floorplate (by 25%)- No manager offices- Less filing space- Personal pictures/items

GIVE

STAKES

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Richmond Hill – New Office

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Collaboration & Meeting Areas

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Locker area

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© MPACAnnual Rent

Richmond Hill – The Case Study

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Our Results

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26 offices and 4 touchdown locations

Square feet reduced to date. We're on schedule to reduce an additional 25,000 by the end of 2020; 128,100 total reduction.103,100

176 Square feet per employee in 2017

Number of MPAC offices that will be converted to Workplace 2.0 by 201710

We’re on track to reach our target of 301,900 square feet across MPAC's entire

real estate portfolio: 26% reduction(Ahead of the game: we originally planned to reduce by 25% by 2020)

Space savings – on track and ahead of plan

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Key Success Factors

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• 30% Target AWA uptake

• 36 Offices• 5 Workplace 2.0

Conversions

Space:• 247 square feet per

person• 405,000 square feet

MPAC Footprint

PRE – STRATEGY 2017 UPDATE

• +70% AWA uptake

• 30 Offices• 10 Workplace 2.0

Conversions

Space:• 176 square feet per

person• 301,900 square feet

MPAC Footprint

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Corporate Social Responsibility

• Construction and furniture follow Leadership in Energy and Environmental Design (LEED) standards

• Established new furniture standards for flexible workspace

LEED

• Interior premises materials used:• Green Seal GS-11/36) for low-

emitting adhesives, sealants. paints and coating

• Carpet & Rug Institute’s Green Label Plus for carpet systems

• Greenguard indoor air quality certification for 96% systems furniture and seating

• Energy efficient T8 florescent fixtures and glare reducing parabolic lenses with occupancy sensors

• Reduction of water use

SUSTAINABLE METHODOLOGY

• Consideration to:• Water coolers (avoid plastic

water bottles)• Recyclable coffee supplies• Energy Star appliances• Green cleaning products• Storage and collection of

recyclables• Fresh tropical plants

ACCESSIBILITY –AODA

• For all new locations ensure:• Accessible washrooms• Accessible parking spaces• Wide hallways and doors• Power door operators• Elevators access• Public counters

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Outside Recognition

Recognition from the Facilities Management profession

IFMA (International Facilities Management Association)

• Workplace Evolutionaries in Ottawa & New Orleans (2014) and Vancouver (2015)

WORK SHIFT conferences and webinars

• Halifax, Calgary, Edmonton, Metrolinx

Article in The Globe and Mail• Cutting the Office Tether (2015)

IIDEX/ARIDO Toronto • A Brave Tale, Presentation (2016)

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MPAC is proud to be one of only ten organizations around the world featured in Work on the Move 2, a 2016 publication for facilities, IT, HR and other professionals leading the way with bold workplace strategies.

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Applying the Rapid Results Approach

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Experiment RR Project

(case scenario)

Validate RR Project

(multiple case scenarios)

InstitutionalizeRR Project

(corporate deployment)

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What we

learned

Change Management is key to success

Steering committee of

Executive team for fast decisions

People process and technology

must all be covered

Never going to change

everyone

Confidence and trust is earned

Knowledge is Power

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Change

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Thank you.

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