U.S. FlexWorkPlace Program Overview TD Bank, Americas Most - - PowerPoint PPT Presentation
U.S. FlexWorkPlace Program Overview TD Bank, Americas Most Convenient Bank May, 2104 Agenda Topics TD Bank History and Overview ~ Aligning a new business strategy Portfolio Optimization Understanding supply and demand by market
May, 2104
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Overview: Provide anytime, anywhere choice of working environment that promotes work-life balance, environmental sustainability while supporting a performance-based culture allowing us to provide a professional atmosphere towards clients and colleagues with every interaction. A complete FlexWorkPlace Playbook and supporting Toolkit has been developed and is currently housed in SharePoint. Benefits of Change: The people aspect of a FlexWorkPlace transition is the most important focus albeit supported by the “place” and technology aspects. A new work environment supported by appropriate technology tools can improve employee engagement and productivity. Sufficient and appropriate Change Management practices enable employees to transition smoothly. Key Highlights: Industry Research from other programs shows that:
Focus on Employee Experience: Our initial completed pilots identify the benefits of::
Key Pilot Projects (2013-14):
Success Measurement: Pre and Post Survey results
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workplace experience
delivering sustainable and cost-effective programs
support changing workflow processes
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Design and Workplace Effectiveness Lead Information Management, Technology, and Tools Lead Human Resources and Performance Management Lead Program Management Lead Change and Communication Management Lead
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Aligning Shared Services Support Effectively partner with our Shared Services colleagues in developing and delivering sustainable and cost-effective programs
Human Resources – Liaison with LOB/Function HRBP and aligns FWP benefits to their HR initiatives – including attraction and retention goals and productivity measures in managing staff in a virtual environment Learning/Change Management – Owns change readiness deployment. Develops, manages and facilitates the comprehensive change and communications plans as well as LOB client messaging Information Technology – Owns implementation and support for the FWP technology, tools and templates as well as coordinating, completing and communicating enhancement requests from
applications that can be supported or piloted within the FWP environment Design, RE Strategy, Finance, Analytics and PM Teams – FWP can only succeed through effective relationships with internal RE partners, ensuring consistency in both product and delivery
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workforce
portfolio
It is…
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A Partnership
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work-life balance environmental sustainability performance-based culture
TD Targets
Employee Engagement
TD Targets
CO2 metric tons / sq.ft.
TD Targets
Ability to Collaborate Employee Satisfaction Sense of Community Work & Travel Commuting Ability to Concentrate Access to People & Info Decision Speed +5% +10% +10%
+10% +15% +15% +20%
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People working when, where and with whom they need to be most productive. Technologies that facilitate secure, mobile, quick and innovative work practices. Workplace environments that eliminate waste and best support the tasks at hand. Services that support the daily functional needs of the workforce. Unmanaged people unplugging from each other and their work. New, unproven technologies that fail to meet workload expectations. A Work from Home Initiative Crowded, noisy workspaces with little privacy or enjoyment. Increased hassle throughout the day. PEOPLE TECHNOLOGY PLACE PROCESS What FlexWorkPlace Is What FlexWorkPlace is Not
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A Mobile Employee
Schedules places to work in the office environment as needed, does not have an assigned workstation. Rotates frequently between workplace settings. Meeting rooms, huddle rooms other floors and meetings with business partners May have a Choice@Work agreement with his/her people manager Is without special accommodation needs specific to his/her workstation Is assigned :
Communicator)
A Resident Employee FlexWorkPlace supports two styles of work – resident and mobile. Each employee undergoes a thorough review of the Workstyle that best fits his or her job function.
Requires an assigned workstation because of his/her job function Does not work frequently from meeting or project rooms May require consistent oversight by his/her manager Requires special accommodations that can only be met by an assigned workstation Is assigned:
and Office Communicator)
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Open Workstations Quiet Zone Boardroom Collaboration Cafe Meeting & Collaborative Spaces Touchdown Area Open Workstations Neighborhoods
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12000 Building, Mount Laurel, NJ - 175 Users – Real Estate, Strategic Sourcing, Change Management and Dodd-Frank teams John Roberts Road, South Portland, ME - 90 Users - Information Management, Shared Services, Retail Credit Risk Management, Basel, Enterprise Risk Management, Data Governance, and Credit Risk Analytics 9000 Atrium Way, Mount Laurel, NJ - 110 Users – Audit Group 12000 Building, Mount Laurel, NJ – 120 Users – Marketing /CAPA – July, 2014 Farmington Hills, Michigan – 85 Users – TDAF – November, 2014 17000 Building, Mount Laurel, NJ - 625 Users – USTS - Calendar 2014-15
West Falmouth Crossing, Falmouth, ME – 625 Users – Various 2015
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PEOPLE PLACE TECHNOLOGY PROCESS
with whom required at any given time
areas
belonging/team
light
System
(MFD) Scan, Print, Fax and Copy
is specific and valued
Now – 10 mbs FlexWorkPlace - 100 mbs
effort
space
equipment – Workspace Refresh program
Neutrality – Paper Management – Virtual Filing
Balance
– Live Meeting & Instant Messaging
There are many benefits attributed to working in a FlexWorkPlace environment. For clarity, they have been categorised into 4 specific areas that are consistently measured to identify success.
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Two phased approach: Phase 1
Complete an Assessment Process, 3 components
High level inventory of the technology used by your business to accomplish work every day
Quick survey to gauge employee interest in new ways of working
Completed by a representative from the business unit this survey is to identify how well the workspace is being used on each floor at different periods of time throughout the day
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Phase 2 - What resources does the business unit commit? The business unit is responsible for providing resources for both the project management and communications/people change work streams for the duration of the project. Picking the right team for these two work streams is critical.
Project Sponsor Business Owner Project Manager
Project Management Work Stream IT Relationship Manager
Coordinator Real Estate Relationship Manager
Manager
Manager*
Human Resources and Communications Lead (s)
Manager
Technology Work Stream Real Estate Work Stream People Change Work Stream
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People Change Work Stream
This work stream does two main things: guides leaders on the roles they play through the FlexWorkPlace transition, as well as provides people managers and employees with the communication, training and support they need to make a shift in thinking and actions to accomplish their work. The following are key roles and responsibilities that fall within this work stream: Leadership at all levels of the business unit – actively work together to visibly support the transition and engage employees before, during and after the move Transition lead – ensures that TD employee experience requirements are met and that change management is consistent with the culture of the business unit. The overall project manager is responsible for engaging a transition lead. The business owner can help to identify an appropriate internal candidate if available Communication lead – creates and distributes communications to stakeholders Training lead – develops and delivers training for stakeholders
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People Change Work Stream - Continued
Department relationship manager – acts as the “go to” person for employee questions and concerns Change champions – represent groups within the business unit and help to influence the successful implementation of FlexWorkPlace leading up to the physical move to the new environment House council – represent groups within the business unit and help to sustain the FlexWorkPlace implementation after the physical move to the new environment This work stream also requires the support and guidance of the business unit’s Human Resources advisor at various stages of the implementation.
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“making it work”
– Engages and involves members to improve the employee experience – Encourages and (sometimes enforces) new and desired behaviours – Instils the desired behaviours within the team and leads by example – Addresses sustainment issues and concerns as quickly as possible – Escalates those issues/concerns that cannot be resolved at the House Council level
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Communicate, communicate, communicate!
the business
suggestions
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Convertible Workstations
Typical workstation can convert to benching with minimal work by removing a table
Sit /Stand Stations
Allows for different types
to the user’s comfort level
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Boardroom
Provided in larger corporate offices and/or based upon LOB requirements Reservable Audio visual equipped
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Small Meeting Room
Accommodate 4-6 people Non-reservable
Medium Meeting Room
Accommodate 8-10 people Reservable Audio visual equipped, Optional telepresence
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One on One Room
Non-reservable meeting area generally for two-people Private phone calls or small meetings
Phone Room
Designed to accommodate private phone calls, and heads down work Non-reservable
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Salon
Intended for impromptu individual meetings and small group collaboration
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Library
Quiet, “heads down” work environment, minimal conversations
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Huddle Room
Designed to accommodate collaborative or less formal meetings Non-reservable
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Scrum Bar
Intended for impromptu group meetings and team work sessions.
Trellis
Intended for impromptu individual meetings and small group collaboration. Creates a sense of place in an open environment
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An area where Employees can enjoy their break time and also serves the purpose of an area for small informal meetings and gatherings. Access to power and data make it easy to work here.