effective workspaces · otj architects . 202.621.1380 . [email protected] . michael jacoby . chief...
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Effective Workspaces Understanding how your space and location
decisions can improve your organization’s impact, staff morale and your bottom line
Objective 1: Important Considerations in Making Your Real Estate Decision
Objective 2: How to Achieve the Greatest Cost Savings for Your Organization
Objective 3: Achieving Flexibility & Efficiencies to Achieve Long Term Goals
Today’s Agenda
Lance Jaccard, AIA, IIDA, LEED AP Managing Partner OTJ ARCHITECTS 202.621.1380 [email protected]
Michael Jacoby Chief Executive Officer BROAD STREET REALTY 301.828.1200 [email protected]
Important Considerations in Making Your Real Estate Decision Has your organization considered… • Does your office space reflect your desired Brand and Culture? • Does your space support your Mission? • Is your space conducive to Collaboration or Collegiality? • Do you prefer an Open Environment vs. a Closed? • Does your space inhibit Productivity?
Important Considerations in Making Your Real Estate Decision Has your organization considered… • Have you considered your space as a Recruiting or Retention Tool? • Have you considered Buying vs. Leasing your space? • Do you consider your space a “Profit Center?” • Do you ever feel “Trapped” by Lease Terms?
Buy Versus Lease
Buy: • Potential significant tax savings • Co-location with other related non-profits, and associated tax savings • Control over how space is used over time • Control over operating costs • Long term equity generation in major growth markets like DC
Case Studies
Partners in Education Building 133,000 square feet – Washington, DC American Association of State Colleges and Universities (AASCU) American Association of Colleges for Teacher Education (AACTE) Council for the Advancement and Support of Education (CASE) National Association of State Universities and Land Grant Colleges (NASULCG) • Represented four (4) unrelated nonprofit education associations in the acquisition of their new headquarters building • Coordinated a joint venture ownership agreement between the associations • Results included IRB financing and real estate tax exemptions
• Secured two (2) education associations as tenants in the building
Case Studies
Greater Washington Board of Trade 25,000 square feet – Washington, DC • Subleased 25,000 square feet of Office Space at 1725 I Street NW while allowing them to maintain conference center • Within 90 Days achieved Board of Trade’s Goal resulting in approximately $1,000,000 savings in Lease related expenses • Achieved the Board’s goal with targeted marketing campaign which yielded exceptional results in a short period of time • Identified “Off Market” Subtenant by implementing aggressive strategic marketing campaign • Secured the Board of Trade temporary space helping to limit any potential negative effects on staff and programs
Buy Versus Lease
Lease: • Achieve desired flexibility to grow and contract as needed • No requirement for up front capital to purchase • No property management or “landlord” leasing role • Option to relocate to different submarket as relevant to organizational mission
Desired Brand & Culture • Closed versus open office environments • Architectural branding • Signage – interior and exterior • Geographic location and address closed office environment open office environment architectural branding
OTJ: Design Solutions To Achieve Cost Savings, Flexibility & Efficiencies
Key Features of Open, Collaborative Workspaces
• Increased productivity • Increased quality of work life for employees • Potential for greater attraction and retention of top notch talent • Reflection of culture
Key Features of Open, Collaborative Workspaces Architectural Trends & Forecasts • Better efficiency & ergonomics • Conference & teaming areas • Flexible & multi-spaces that accommodate a variety of functions • Outsourcing of paper storage & publications fulfillment • High performance management strategies • Phone rooms • Hoteling/touchdown stations
Key Features of Open, Collaborative Workspaces
Key Features of Open, Collaborative Workspaces
Key Features of Open, Collaborative Workspaces
Open Office Planning for Better Efficiency & Ergonomics • Focused cost control & communication • Push for efficiency in order to reduce overhead and control operational costs • Critical nature of reducing SF per staff member to maximize efficiency
Key Features of Open, Collaborative Workspaces
ANA - 4th Floor Space Plan 8515 Georgia Avenue, Silver Spring, MD
ANA - 5th Floor Space Plan 8515 Georgia Avenue, Silver Spring, MD
American Nurses Association relocated to Silver Spring, MD with the intent of taking more space to accommodate growth while maintaining a low staff number per square footage. • ANA occupies 65,000 RSF to accommodate 250 staff, or 260 SF per staff member • 80% of the staff occupies offices or workstations no larger than 80 SF • Director positions occupy offices of no more than 120 SF
Key Features of Open, Collaborative Workspaces Collaboration & Teaming Environments • Provide areas for constant communications/brainstorming • Outfitted with technology based on telecommuting policies
Key Features of Open, Collaborative Workspaces Solutions that Provide Efficiency & Flexibility • Incorporation of sound absorbing materials & acoustical ceilings due to more open/collaborative spaces
Key Features of Open, Collaborative Workspaces Flexible & Multi-Use Space Accommodate a Variety of Functions • Larger conference rooms are needed for functions that range from formal board meetings, to panel discussions, to informal all-staff meetings & luncheons • Design components include movable partitions, flexible furniture, & mobile boards • Conference facilities may be shared with other organizations at a cost
Key Features of Open, Collaborative Workspaces
Henry L. Stimson Center Main Conference Room 1111 19th Street, NW, Washington, DC
Henry L. Stimson Center 12th Floor Space Plan 1111 19th Street, NW, Washington, DC
-- Larger conference rooms are needed for functions that range from formal board meetings, to panel discussions, to informal all-staff meetings & luncheons -- Design components include moveable partitions, lightweight furniture, & mobile boards -- Conference facilities may be shared with other organizations at a cost
Key Features of Open, Collaborative Workspaces Outsourcing of Paper Storage & Publications Fulfillment • Outsourcing filing & fulfillment due to higher rental rates for office space
Key Features of Open, Collaborative Workspaces
Alternative Workplace Strategies & Technologies • Mobile pedestals feature storage for mobile employees • Docking stations/benching systems/touchdown stations are used for mobile employees to log in to the network at the office • Internet based VIP phone systems allow phone extensions to follow staff at any desk or home • Web cloud applications allow the same conditions & data access flexibility
Key Features of Open, Collaborative Workspaces
Positive Impacts that Effective Workspace Design Provides Analyze the Overall Working Environment
Multiple Styles of Working
Wellness/Fitness Programs
Job Sharing
Hoteling
Flexplace
Telecommute
Broad Street: Market Solutions to Achieve Cost Savings, Flexibility & Efficiencies
Non-Profit Unique Requirements
• Funding Issues: Uncertain budgets; current and projected cash flows • Tax and Regulatory: Regulatory and compliance issues to which you may be subject • Decision Making: Consensus-based decision processes; real estate task forces, executive committees, and boards of directors • Use Requirements: Zoning and public transportation; appropriate space for the community it serves
Non- Profit
Broad Street Tenant Process
Timeline
Key Strategy Decisions
• Size • Term • Rate • Location • Flexibility
Negotiating the Best Possible Market Terms Factors • Leverage in the marketplace (e.g. time, multiple options, etc.) • Credit worthiness of tenant • Size of tenant • Length of term • Concession package (e.g. rent abatement, tenant improvement dollars, etc.) • Flexibility (e.g. termination option, expansion/contraction rights, etc.)
Size & Use of Space Size • What is your right size? • How do you communicate your mission and culture through use of space?
Building Availability Matrix
Test Fit Analysis
Concessions
• Free Rent • Tenant Improvement Allowance • Moving Allowance • Flexibility
Cost Savings Opportunities
• Blend & Extend • Creative Rent Structures
Savings Analysis
Things to be aware of…
• Critical Dates • Unexpected Costs • Owner and Management Company (Do your due diligence!)
Questions
Contact Information:
Lance Jaccard, AIA, IIDA, LEED AP Managing Partner OTJ ARCHITECTS 202.621.1380 [email protected]
Michael Jacoby Chief Executive Officer BROAD STREET REALTY 301.828.1200 [email protected]