Author Archives: ceilidhhiggins

Great workplace design = great business leadership?

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OFFICE by jk5854, on FlickrFrequently the question is raised “Does office design increase workplace productivity?” or some other slight variation of this such as increases to staff motivation, retention, collaboration or other desirable attributes to enhance business performance.  I came across one such discussion just this week on Linkedin with some great discussion points. With the current trend towards activity based workplaces and the groovy workplaces of Facebook and Google frequently featuring in the media, many organisations use the time for moving into a new office as an opportunity to question how their new office should differ from the previous one. However, the problem that I have frequently seen is that frequently the business leadership are not highly involved in the decisions of design.

On a regular basis, our clients are often represented by the facility managers, project managers or people with a financial background. They will say to us I want x number of desks at x dollars/square metre by x date. And often and this is how big/shaped the desks are to be.  Their brief (or performance metric) is to provide an office with a certain number of desks at a certain cost by a certain date.  And if the desks are the same as what the organisation has now, they believe no-one will complain too much.  However this is not the way to create great work places.  “…a clear understanding of the organizations cultural inclinations (motivations) and therefore their desired behaviors, is the only way to create a workplace design for the future that is truly effective and supports a particular organization.” (quoted from a comment by Jack Webber on Office Insight: The Business of Workplace Design and Management)

How can we as designers help to educate our clients about the human value of office space when the people who care about the bigger picture – usually the leadership team or the human resources staff are absent from the design meetings? These are the people that can provide the cultural information about the organisation to the design team and who should appreciate the project of the new workplace as it impacts upon the overall business – not just as a one of project to be ‘delivered on time and on budget’.

In larger organisations, all too often the business decision makers are only brought into the room when a significant amount of design time has been spent and many basic decisions have been made. They are there to be “presented to” so they can “sign off”. Sometimes the interior design team never have a chance to even present to those with the authority to make the final decisions.

Frequently this means that key players in the business are not party to much information, discussion and preliminary design materials. They miss the opportunity to input into strategies for cultural and business change through design – perhaps because they don’t understand that a new workplace will result in cultural change or they don’t understand the need to align and prepare the business and manage the staff in advance of the move or that design can be used to reinforce desired cultural changes.

Human resources staff are often left out of the equation altogether unless brought in to manage staff consultation (a whole topic for another day). One of the best projects I have worked on had the HR manager as the key representative. It made a huge difference as to what was seen as a priority and what was presented to the higher management. The needs of staff were taken into account in an intelligent way at a high level, not simply giving in to or providing every small thing that was asked for or denying everything, but decisions made with a real understanding the roles the staff performed and the functional requirements.

Whilst facilities managers are quite frequently very knowledgeable about their organisation and its staff and may have an interest in design they are not usually the drivers of change within organisations. One FM once said to me something along the line of “but why would I want to get involved in trying to change the culture via the new office design, it’s not my job and my job is hard enough trying to keep everyone happy with the new office as it is – I have no desire to change too much”. And I guess that’s fair enough, it’s not their role, background or training. Cultural change and change management is a high level leadership issue. However perhaps as the design of the workplace is changing, facilities management will also change. The Sodexo Workplace Trends 2013 report states that

“To be effective, FM leaders must change their behaviors, and indeed their very identity. FM is not about managing facilities per se; rather, it is about enabling the workforce to be productive and engaged, and to produce value for the organization.”

Part of the point though is that it is not just involving the business leadership or the HR team, it is about these leaders valuing their staff and valuing the part the design of their workplace plays in business processes and staff satisfaction. If the business leaders are involved in the design process but do no more than focus on the size of their own office then they are not effective contributers either. In the end a great office design that enhances an organisations business and improves staff motivation and morale comes out of great leadership. Most people wouldn’t stay working in a google type office just because it had a slide and a ping pong table if that was the only positive thing their company could offer them.

How do we as interior designers get our clients to appreciate the role of business leadership in workplace design? Or do they appreciate it already but just not have the time? Do we need to change our approach to business leaders? Does the role of facilities management need to change? Can HR play a greater part in workplace design? And do you think all of this really lead to better workplaces?

Image credits:
Creative Commons Attribution-Noncommercial-No Derivative Works 2.0 Generic License  by  jk5854 

Specifying Door Hardware – Tips for Interior Designers & Architects

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Handle by adrazahl, on FlickrI am often surprised by how difficult interior designers and architects find the process of specifying door hardware. I have seen even relatively experienced interior designers or architects have a look of fear (or perhaps I’m mixing up the glazed eyes of boredom?) when I’ve asked them to prepare the door hardware schedule for a project. Door hardware specifications are also something that frequently go wrong on a project, and on a larger project such as a hospital or in a specialised secure environment, these mistakes can have much more significant cost consequences than we imagine ($40K worth of door hardware can be a bit of a shock, but I’ve heard of that happen, thankfully that wasn’t my own project!) One of the project managers that I used to work with regularly asked why we could not just specify the same door hardware on every project?

So why can’t we have the same door hardware on every project? It’s not just the capricious will of the interior designers or architects as perhaps some project managers sometimes think.  It is the fact that there are different performance requirements for doors on each project which often are based on differing client requirements for specific security, acoustics and even aesthetics (I had one client who had a fetish for sliding doors). I will admit is also true that there are also different aesthetic requirements on the part of the interior designer or architect as well.

In my opinion there are several difficulties we encounter when specifying door hardware:

  1. There are many objects that make up ‘door hardware’ and its not something that seems to be taught to students of architecture or interior design. If all goes smoothly on site, door hardware is not something that is examined in detail.
  2. The way that door hardware is often demonstrated in supplier images is frequently mystifying to the uninitiated – the lock or handle might be shown individually rather than any images of how it fits onto the door or with another piece of hardware. Often component parts are not clearly identified. I always found it quite hard to learn from supplier catalogues without any other explanations or understanding.
  3. There is then the challenge of getting all of the parts of the door and its hardware to coordinate together – in particular the door frames, the door handles and locks and the door seals – which come from different suppliers. Again the product information is often not clear enough to enable specifiers to be sure if their selections fit together, and because we are all trying to keep documentation costs down, hardware & seals are infrequently detailed.
  4. Finally the door hardware schedule itself tends to be quite detailed and often number or code heavy document which makes reviewing items against product information time consuming and checking onerous.

For these reasons interior designers and architects often rely on the door hardware representative to prepare the schedules for them. Whilst this is a very useful service, the interior designer or architect still needs to have some knowledge of door hardware. They have to be able to brief the door hardware specifier on the client requirements and communicate with the security consultants. If the interior designer doesn’t understand the details of door hardware it may be difficult for them to communicate these requirements. Someone also needs to check the schedule – just the same as you would have someone review something that was prepared in your own office.

My tips for specifying door hardware

  1. When you are learning – Work with an experienced door hardware specifier, this could either be someone in your office or a supplier. But don’t just expect them to prepare the schedule. Ask questions so that you start to understand what the hardware is actually being specified. Look up the information, diagrams or images in the catalogue to see if you can actually understand what it is being illustrated and ask questions if you don’t.  Look at door hardware on site too.
  2. Personally when briefing the door hardware consultant I like to use a door by door Revit schedule identifying the hardware requirements for each door and my selected hardware models. I ask the door hardware specifier to let me know if they disagree with any of my selections or have alternatives to offer. Here is an example.
  3. If you have specific situations where clearances are key, for example clearances between door handles and door frames on sliding door, prepare a fully detailed drawing to illustrate how the sliding door is supposed operate. Whilst it takes a bit more time, that way you won’t end up with a situation with people jamming fingers or handles installed on the glass when they were supposed to be on the stile. If there is a drawing and it doesn’t work the builder should come back to you with an RFI. This has saved me more than once. Once you have set up the details once, they don’t take too long to modify for slightly differing hardware configurations.  Here is an example.
  4. If you have electronic security or specific client security needs such as requirements for dual locking systems you may have to spend more time working through with the door hardware and coordinating with the security consultant on the details. The interiors/architectural hardware schedule needs to identify which doors have electronic security as well as include any physical security the security consultant requires.
  5. If RFIs come up in relation to the door hardware and you know the builder has substituted items ask the builder for the code numbers of the substituted items and make a record of this for the next time you specify. This is good practice with any RFI. I keep a list of all documentation errors, omissions or misunderstandings discovered on each project after tender stage (regardless of if our team found them, the builder queried issues or something just didn’t look right in the final product).
  6. If you have come up with a set of hardware that all works together, can you use it again? If it meets the project requirements there is no reason why not!

Do you have any tips for door hardware specifications and schedules? Do you have any questions on door hardware? Does anyone actually like specifying door hardware?

Image credits:

Creative Commons Attribution-No Derivative Works 2.0 Generic License  by  adrazahl 

Social media – design collaboration via digital means?

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Water cooler by Jason Pratt, on FlickrIn my last role I used to spend a lot of time working with remote teams – often remote from me and sometimes from each other. Over time I realised that one of the biggest challenges in working this way was the lack of informal “overheard” conversations. For example I might be briefing one person in the team on a task but start talking generally about how the meeting I had that day went, someone else in the team sitting near by might overhear and join the conversation with a new idea. This lack of proximity and informal collaboration is also a traditional problem in the relationship between interior designers or architects and engineers. The question is, is it possible to replicate this casual form of interaction digitally?

Social media is frequently described as the new water cooler, just one recent example can be found here. HP’s internal social media platform was also called WaterCooler.  Although I have to say – the image I found looks just the opposite doesn’t it – and I’ve always found coffee to be more popular than water! Regardless of your drink preference, is social media the current or future digital means for casual work interactions and collaboration though?

Personally, I found social media useful on certain occasions – I became the first person in my company to post my redundancy on yammer the internal network – for me this meant a lot of people found out in hours rather than weeks (and I also had posted personal contact details).  However on a day to day basis it wasn’t a tool I used extensively. I found instant messaging to be much more useful, but the limitation is that it is generally a one on one conversation. The guy that sits next to me can’t overhear and put his 2 cents in (this privacy is in fact often becomes the reason people chose messaging as the means of communication).

However, I still don’t believe that social media can completely replace the informal, overheard, in person element of communication. Firstly by typing something into a social media site it is much more of a deliberate sharing action. Secondly I find that people are less likely to respond. If I speak to you in person or on the phone you are more likely to say something than in front of a large meeting. If I instant message you rather than email you, you are more likely to respond partially because of that annoying flashing but also just social convention. If I post something on social media (or to this blog!) it has become a combination of email and the large meeting – for most of us it becomes too public, too deliberate and just too much effort to respond with a comment. Perhaps partially because we know that if we start commenting on everything we will be there all day – and maybe no one will notice – unlike if we spend all day at the water cooler or coffee shop!

I think the issue of informal communications and collaborations remains a challenge to be solved in order to fully realize the benefits of working remotely and globally. I started to think about the part that videoconferencing could play in this and then I came across this suggestion:

“One fix, he suggested, could be a screen set up in your office space that shows a colleague who is working somewhere else. It could enable the types of informal conversations that often lead to fruitful ideas, and maybe “frost up and go into privacy mode” when that person takes a meeting or a phone call.”

This came from yet another blog on the workplace of the future, but its certainly the first time I’ve seen this suggestion (and I do have quite a lot of time to read blogs right now…hey its research for you right?) http://www.eweek.com/mobile/intel-offers-an-image-of-the-workplace-of-the-future/

I started thinking about this one, maybe this means the whole office will become like a giant telepresence room where half the office is a mirror image of somewhere else. Or maybe through one window we see one place (say Perth) and through another we see another place (the engineers down the road). For anyone not familiar with telepresence – right now its typically limited to meeting rooms.  Traditionally you have 2 identical rooms, each one is only half a table though, the other side is a video screen. Its still pretty expensive so not that commonly installed. The technology has been around since about 2006 but doesn’t seem to have made much impact – probably due to the cost and the need for the 2 identical locations.

Today I found another alternative on – that holograms will be the next big thing.  (though I do admit this was posted to you tube in 2010 so obviously I’m behind the times)
http://www.youtube.com/watch?v=jAIDXzv_fKA
Maybe we all sit in different places but have our holograms working in a shared project office?  This hologram would seem to have more potential as an architectural or engineering collaboration tool. because not only can we share ourselves, we can share our models as holograms too.

All of this moves away from social media as a solution, and back towards physical solutions – even if they are driven by technology, they are still attempting to replicate a physical environment. Do we need a physical environment to collaborate best or is social media already taking over and replacing this? Will this perhaps change as the workplace demographics change?

What is your experience worth social media in the workplace? Do you think social media is the new water cooler? What are your success stories (or horror stories) of using social media for collaboration in interior design or architecture? Do you want your engineers (or interior designers or architects) right there with you? If we were having this conversation in person would you comment?

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Cost Planning for Interior Design Projects

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6736154311_9a0a3a44ba_nA few months ago over drinks (many of The Midnight Lunch posts will probably be inspired this way…) I was chatting to a fellow lead interior designer who asked me about how I managed construction costs and dealt with quantity surveyors.  That conversation was one of the things I though of when I decided to start up The Midnight Lunch blog – how often is it that we get together with colleagues outside of our own teams and discuss and compare how we do things.  For most of us, I suspect not very often.

Particularly in the last few years since the financial crisis, project budgets have become more and more of an issue for clients and interior design teams alike.  There are some interior designers out there who believe that managing the construction costs is not an interior designers role – that it is the job of the project manager or quantity surveyor.  There are also some clients who believe it is better not to tell the interior designer what the budget is for fear that they will spend it all.  I disagree with both of these views.  It is the job of all team members to have some level of understanding of the budget and what impacts that could have on their discipline.  Is the job on a tight budget where every cent will count, or is the client more concerned with the level of quality?  Whichever the case, the client almost always has a budget constraint (I think we would all agree that an unlimited budget project would be the exception).  Clients – please tell your interior designers the budget.  We are not out to spend every cent.  If we don’t know and understand your budget we can’t use our skills to help you.

By understanding the clients budget and by the client placing trust in the design team to work to their budget, the design team are better able to present and discuss options with the client which achieve better design outcomes, meet client expectations and are realistic within the budgetary framework.  This cannot be achieved by a quantity surveyor alone as they usually do not fully understand the project design objectives and criteria, and nor is it their job to.  No one team member be they interior designer, quantity surveyor or project manager can usually understand the full scope of the clients detailed design and performance expectations.  Designers need to be involved in the discussion of overall design quality, fittings, furniture and the like and engineers frequently need to provide further more detailed breakdowns of what they are costing and specifying.  It is only through discussion of particular scope areas or disciplines can the design team leader make informed recommendations to the client, to allow the client to make an informed decision (in the end it is their money).  This is real value management, rather than value management as a term which these days has often come to mean cost cutting.

My key tips for value management and cost planning for interior designers are as follows:

  1. If a client wants a cost estimate that is more detailed that a mere dollars/sqm rate use a quantity surveyor (QS).  Interior designers should understand what the dollars/square meter rates in their area of specialisation will actually buy/the level of fitout quality that can be expected/the average costs.  Be able to compare your previous projects.
  2. Brief the QS.  I find that frequently the QS will start out costing a very basic level of fitout and needs further direction.  Room data sheets can be a useful tool to brief the QS on more detailed items such as whiteboards and pinboards that might otherwise be forgotten (look out for another blog post soon on Room Data Sheets).  Ask the QS to include allowances for things like feature finishes, ceilings or specialist joinery that you haven’t yet fully thought out but you know you are planning to include.
  3. Understand the cost of large or propriety items within the interiors package.  Get quotes for operable walls, workstations, furniture or major equipment items.  Talk to the QS about your expectations of what allowances should be made for these items.  You should understand what you intend to specify and the quality expected for the project.  I’ve just lately started looking at how this can be managed inside of the Revit model too.
  4. Understand the engineering estimates.  When you work with engineers who are good at explaining and value managing their components of the works learn as much as you can. On a future project you are then better able to question and discuss options with another engineer who might be prone to overdesign. (I know you engineers really want the client to have that super duper new blade server – but really do their management know what they are paying for?)
  5. Review the QS cost plan, preferably before it goes to the client (though that is usually only practical if you have engaged the QS).  Sometimes even with a good briefing they misunderstand your design intent or simply miscount (or maybe there are errors in your room data sheets).  If the cost plan is way over budget at this point maybe their are opportunities to pull back in a few areas before the client sees this version.  Conversely if the project is well under budget (does this ever happen?) maybe you can add more allowances in.  Make sure that the cost plan includes both design contingency and construction contingency.  Most of all I think its important to make sure the cost plan is a true reflection of the clients expectations regarding quality.
  6. Update the cost plan periodically throughout the project, continue to discuss and make value management decisions as you design in conjunction with the other design team members.  For the size projects I usually deal with (mostly in the $1 million – $5 million construction cost range), I find 3 to 4 iterations of the cost plan about right.  One at concept stage where a lot of issues are still fuzzy and perhaps some significant design options are being investigated, one at around 60% stage where the details are more developed and a pre-tender cost plan.  For a larger project this would be a more ongoing basis and the QS might even be present at weekly project meetings.
  7. Keep the client informed.  The biggest problems occur when either the client does not understand a mismatch between their budget and quality expectations or when costs go up from the original cost plan and the client hasn’t been kept informed.  It does seem obvious that if they add scope (eg double the amount of major signage/graphics) that this would add cost, but I find that it’s best for someone (which could be the PM or the interior designer depending on the team structure) to make sure of this.  I have had these scenarios occur and it led to some difficult meetings (and in one case legal action – surprisingly by us and not the client).

What are your tips for managing the construction costs?  Would you rather go direct to the construction contractor market than use a QS?  Who do you think is responsible on the interior design project team for managing the budget?  What are you best or worst stories of cost planning and budget management for interior design?  Do you disagree with any of the tips above?

Image Credits:
Creative Commons Attribution-Share Alike 2.0 Generic License  by  401(K) 2013 

Welcome to The Midnight Lunch

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Just Full Of Ideas by Cayusa, on Flickr There are many interior design and architecture blogs that feature new and beautiful projects, products, art and design inspiration, both Australian and international. This blog aims to be something different. A place to discuss the process and practice of interior design.

Even in a larger architecture or design practice interior design teams can be fairly small and particularly for senior designers it can be hard to find much in the way of professional development and continuing education. I’m really impressed in this regard by the way psychologists have to have a more experienced mentor (usually they actually pay for this), its generally not someone they work with and there is a formality to the number of hours and how the whole process works. Some people offer group sessions which offer a lot of opportunity for discussion and the chance to realise that others are challenged by the same problems you face. That is what I’d like this blog to be about.

For me, interior design is also not just about interior designers. My background is working in an integrated design practice alongside project managers and engineers. Going even further, a truly integrated design project will bring other external parties including the client, the contractor and the quantity surveyor along the design journey too. This is the ideal for a truly collaborative and integrated project but in our industry do rarely achieved.

I’m sure many readers are wondering where the name The Midnight Lunch came from – as it is not an obvious architecture or interior design reference. I found the term first of all online as the title of a new book – a biography of Thomas Edison, one of the worlds greatest innovators and collaborators. I’ve reproduced below the explanation of what the term The Midnight Lunch came from, which comes from a blog post written by the book’s author, Sarah Miller Calidcott.

“Starting at about 7 PM, all who were still present at the Menlo Park lab would roll up their sleeves, and share insights about the experiments they were undertaking. This meant that employees from any area of specialty could mingle with others holding completely different backgrounds, and learn from them. Often these casual, unstructured conversations yielded deeply creative outcomes.

After an hour or two, there would be a pause in this heady dialogue. Edison would order in sandwiches and beverages for everyone from a local tavern. Everyone present would kick back, eat, sing songs, tell stories, play music, and generally let their hair down. Regardless of title or tenure, there were no limits on participation.

During midnight lunch, no one was ‘monitoring’ things. No one was dreaming up something negative to put on your performance appraisal. From apprentices all the way up to Edison himself, during midnight lunch, everyone simply engaged their best thinking in a casual, hands-on environment. In short, workers became colleagues.”

If you are interested in the full blog article, here is the link:
http://www.innovationexcellence.com/blog/2012/12/16/what-is-a-midnight-lunch-closing-the-collaboration-gap/

I am aiming for this blog to discuss topics such as design management and leadership, managing the creative process, professional development and learning as a designer, managing clients, documentation and the use of tools such as BIM or other new ways of working and using technology to help us better manage our time. As many people who know me will have heard me say the better we can manage and process all of these routine things the more time we have to focus on the design itself and the greater chance of ending the project with a satisfied client, a design project the design team have enjoyed working on and are proud of and most of all an interior which the occupants believe is beautiful and functional – and improves their day in some way.

So if you’ve got any suggestions of topics you’d like to see discussed please post a comment. What are the things you think could be improved upon in design practice? What are the little mistakes or annoyances that hinder your work? Or how have you improved your practice?

Image credits:
by CayusaCreative Commons Attribution-Noncommercial 2.0 Generic License