Hillingdon Improvement Programme Flexible Working Project

1. Hillingdon Improvement Programme Flexible Working Project Steve Smith Head of Facilities Management

2. Key Milestones July 2000 • £700k approved for enhancements for Civic Centre - Public Facilities - Corporate Facilities - Office Upgrades October 2000 • Management Board agreed 8 sqm per employee space allocation March 2001 • Members approved £337k modernisation programme • Upgraded 3 quadrants to make £153k revenue savings, 2 offices closed

3. Key Milestones February 2003 • Cabinet approved £1.5 million Civic Centre Modernisation programme May 2003 • Completed 270 workstation refit for Housing Services in new style 6.25 Wavy desks February 2004 • Cabinet approved £950k Civic Centre Modernisation for 2004/05 and £1.5 million HIP expenditure over next two financial years August 2004 • Management Board approved 6.25 sqm per employee space allocation in the Civic Centre

4. Achievements • Increased headcount April 2000 1207 April 2005 1902 • 75% of staff now working to 6.25sqm allowance • Consolidated Children’s & Families services at Civic Centre generating £3m net capital receipt. • Improved accommodation for Members • Improved facilities, new carpets redecoration, wc modernisation and Café • Home working pilots, Legal Services & Social/Housing Services • Converted former staff restaurant into Housing Needs reception paving way for improved Main Reception/Corporate Business area.

5. Benefits Realised - Housing Services 2003 Office Redesign for 270 Staff Generated • 29% reduction in space per workstation • Breakeven on investment within 12 months • Recurring “cost avoidance” of c£200,000 p.a • Above average satisfaction reported by staff working in modernised workspaces

6. Hillingdon Improvement Programme (HIP) HIP Is Hillingdon’s Council wide Change Programme of 18 Projects Delivering Improvement In • Leadership and Managerial Impact • Better Use of Resources • Service Improvement

7. Flexible Working Opportunities Reducing Costs and Improving Employee Work-Life Balance • Modernised Workspace design – increased density and utilisation • Mobile Working – for peripatetic staff • Home Working – for knowledge workers

8. HIP Flexible Working Integrating multiple workstreams to improve Take-up of flexible working • Human Resources – policy and staff engagement • Technology – IP, secure web access, desktop refresh and GPRS infrastructure • Assets Utilisation – reviewing use of buildings • Process Mapping – online information and support • eDelivery – mirrors modernising service delivery

9. Flexible Working - Diverse Benefits Flexible Working Delivers a Range of Diverse Benefits

10. Council wide Benefits – Actual & Anticipated Real Gershon cash and non-cash benefits • Up to £10m net receipts, £3m re-investment in new service assets and £400k revenue savings • c800 home/mobile workers desk sharing at 2:1 ratio • Increased working capacity by 300 desks or 20% • “Cost avoidance” of c£1,000,000 p.a on future accommodation costs • Reduction in Civic Centre accommodation charge per staff member from £3877 in 1999/00 to £3090 in 2004/05

11. What we have achieved 57.7% improvement in utilisation in five years All achieved within existing resources plus 450sqm extension

12. Civic Centre Financial Summary

13. Flexible Working - Lessons Learnt Remember it’s really about people not technology Success Factors • Secure executive support from councillors/officers • Retain focus on benefits realisation throughout • Use pilot projects to develop a momentum for change • Combine corporate mandate with local discretion • Secure capital and revenue resources • Attention to the detail of Implementation Planning Integrate Flexible Working with a Vision to Transform and Improve the Council’s Service Delivery and Efficiency

14. Contact Details Steve Smith Head of Facilities Management Finance & Property 01895 250518 ssmith@hillingdon.gov.uk