Guidance for staff coming together to work in shared spaces

There is a strong sense of belonging and safety for some staff in terms of where and how they work. Co-location isn't about erasing those identities; it’s about creating a "neighbourhood" where different teams can thrive side-by-side.

Successful co-location depends on mutual respect, open dialogue, and local agreement and thoughtful planning is needed to ensure everyone’s needs are understood and considered.

Success in these spaces relies on shared ownership. To support this, we have produced a set of recommendations and shared some best practices that you can consider and use as a basis to co-create your own practices in your shared working space. 

High-Level recommendations for space moves

To ensure a smooth transition, we recommend that departments consider the following:

• Defining "Neighbourhoods": Consider designating areas within a building for specific teams to encourage a "sense of home" while still allowing everyone to use all building facilities.
• Establishing a Building User Group (BUG): Create a forum with representatives from all resident teams to discuss ideas, address concerns, and co-develop solutions to promote shared ownership.
• Co-creating a Building User Guide: When staff relocate, we find some frequently asked questions can be planned for and considered in advance, to provide some reassurance. Work together to document practical information, such as desk booking procedures, kitchen etiquette, and storage allocations and identify a mechanism for keeping the guide updated.
  • We have created a template outlining the practicalities and procedures that you may need to consider.
  • The staff at 1 Innovation Close have transitioned into a Professional Services Hub. Their peer-led Building User Group created a comprehensive guide that covers everything from desk booking and IT equipment to kitchen etiquette and emergency procedures.
• Consider the reception area of the building and how visitors will be managed: Speak to the Space Planning team, who can help advise on the infrastructure needed to support management of the building, for example, signage, access mechanisms, and doorbells.
• Implementing a Shared Communication Channel: Use a platform like email or Slack (to include all residents of a building) for real-time updates, maintenance notices, and to encourage shared ownership and support, for example:
  • Staff can log their own faults and let others in the channel know.
  • If someone has an accident or near miss in a space, as well as reporting through the SOLAR system, they can flag this in the channel to make others aware.
  • Colleagues can gently nudge each other on common issues, such as keeping kitchens tidy, and cancelling desk bookings if they are no longer needed.
  • Staff can help each other with signposting to answers for commonly asked questions, rather than relying on a specific representative to manage the space.
• Plan for Health and Wellbeing: Current safety, health and wellbeing protocols remain in effect, pending a review of how health and safety matters are managed and cascaded given hybrid working practices and the increased use of shared buildings. In the meantime, please consult with Health and Safety partners early to manage reasonable adjustments, work through practicalities for health and safety procedures and ensure information is cascaded effectively.

Important considerations for moving

• Common worries: Whilst it is natural to feel unsettled about moving and have concerns about how the new space is going to work for you, in practice, many imagined scenarios don't come to pass - for example, there is often more space available to book than people anticipate there will be.
• Expect Adjustments: You cannot plan for every eventuality; some procedures will need to be "tweaked" once you are physically using the space.
• Iterative Process: Use regular meetings of your Building User Group to review what is working and what needs to change. Consider a post-occupancy review at 30 and 90 days to consider feedback from occupants and make adjustments.