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Team Space: Overview

Alternative Workplace Strategies (AWS) -- also known as "team space"-- is becoming standard practice among space planners and managers. As more employers establish flexible working arrangements, many do away with the model of managing individual employees to specific seats. Instead, space planners set up “team areas,” and assign a set of employees belonging to a specific team to a team area. With team space, zones of space are assigned to teams of people, and only a few staff members, such as executives, have assigned seats.

Space planners do not assign employees to individual seats in the team area; rather, the employees simply pick unoccupied seats within their team's area. Since alternative workplace strategies often include working at home, the space manager can often reduce the number of seats required for a departments. For example, if a team consists of 60 members but typically 25 percent of these members are not in the office on any given day, the space manager can assign this team 45 seats instead of 60 seats.

Space planners can optimize space use by setting target employee-to-seat ratios, which are usually greater than one as a result of flexible working arrangements.

Managing space using a team space approach offers several advantages:

• Save space by utilizing the existing space more efficiently.
• Save space management overhead and effort by managing space for groups, rather than individuals.
• Enable employees to work more efficiently and productively simply by increasing proximity and affinity.
• Create a work environment suitable to today’s team-based and mobile-based workforce.

Procedure

Prerequisites:

• Use the Space Console or tasks of the Space Inventory application to develop your organizations, employee lists, and space inventory.
• When developing your floor plans, you may want to create rooms that hold multiple people, rather than inventorying each individual workstation. See Developing Floor Plans for Use with Team Space.
• Review the basics of working with the Space Console. The following topics assumes that you are familiar with the highlighting, selecting, and working with floor plans. See Space Console Overview and its links.

1. Review these Team Space concepts:
   • Teams
   • Target Employee-to-Seat Ratio
   • Working with Dates in Team Space
2. Activate the Team Space features.
3. Define team property categories.
4. Define teams and assign employees and associations.
   • Using the Space Console
   • Using the Define Teams task
5. Assign rooms to teams.
   • Using the floor plan
   • Using a form
   • Check for space on another floor.
   • Change or cancel a team's room assignments using the floor plan.
6. Analyze your occupancy information.
   • team space statistics
   • employee team assignment history
   • team occupancy calculation

Note: For Archibus V.23 and later, the existing reports for the Occupancy application have not been modified to accommodate Team Space. All occupancy counts, rates, and reports reflect permanent employee assignments only; they do not reflect team assignments. For information on team space statistics, see Step 6 in the above procedure.

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Space Console Overview