UBC Faculty of Medicine
DOING HYBRID WELL: TRANSITIONING TO SHARED WORKSPACES
Introduction
Between Spring 2023 and Winter 2024, as part of a broader initiative called Work(place) Evolution: Doing Hybrid Well, the Faculty of Medicine is introducing a shared workspace model at select worksites. The aim is to use our existing – and limited – FoM space more effectively to address space pressures and better support individuals and teams to connect, collaborate, and do their best work in a hybrid environment.
What’s Changing?
The project involves transitioning Dean’s Office units from a model of individually occupied and dedicated offices/cubicles to bookable shared workspaces. By providing shared access to various types of workspaces and amenity spaces (e.g., meeting and collaboration spaces, quiet spaces, individual desks, informal gathering spaces, single occupancy and shared offices, VC-enabled meeting rooms, open workstations), different types of work will be better supported within the same workplace.
Supporting the Change
Affected units will be supported through the transition by getting access to bookable workspaces and amenity spaces, new technology and tools, guidelines, training, regular communications, and other resources. The project team will regularly seek input from leaders and affected staff to shape the rollout and ensure the shared workspaces and related guidelines meet the needs and circumstances of each unit. The approach to supporting this organizational change follows the Work(place) Evolution “Future of Work Ecology Framework”.
Implementation
The project is being rolled out iteratively over two phases and location by location, giving the project team the ability to integrate input and lessons learned and make adjustments.
Phase 1 (Complete)
During Phase 1 (March-December 2023), two cohorts – 11 Dean’s Office units – successfully piloted the use of shared workspaces and amenity spaces at two UBC Vancouver campus locations – IRC (3rd Floor) and DMCBH. This included an ‘early adopter’ pilot in Summer 2023 with a group of units followed by a broader pilot with the remaining units in Fall 2023. Each affected site had its own unique timeline, supported by activities tailored to the needs and circumstances of the units. More detail about Phase 1 can be found in the summary reports under the Resources section below.
Phase 2 (Underway)
Phase 2 (early 2024-end of 2024) involves rolling out the new shared workspace model with the Vancouver Fraser Medical Program (VFMP), UGME and TTPS teams at space at another UBC Vancouver Campus site (Life Sciences Centre) and piloting the initiative at a clinical site (Gordon and Leslie Diamond Healthcare Centre 11th and 2nd floors).
As in Phase 1, the project will follow the stages depicted in the Phase 2 diagram below. The Project Initiation and Development Stage is complete and the second stage is underway, which includes an early adopter group of two VFMP teams transitioning to the model in late July. The other teams will be onboarded in the third stage, starting in mid-August. Once Phase 2 has been completed and evaluated, the Faculty will look at opportunities to broaden the initiative at other worksites
FAQs – General
About the Work(place) Evolution: Doing Hybrid Well Project
1. What is the Work(place) Evolution: Doing Hybrid Well project?
Work(place) Evolution: Doing Hybrid Well is a project to introduce a shared workspace model at select Faculty of Medicine worksites. It involves transitioning Dean’s Office units from individually occupied and dedicated offices/cubicles to bookable shared spaces.
2. Why is the move to shared space happening? And why now?
Through recent strategic planning, the Faculty has identified some short- and long-term space challenges that need to be addressed. Hybrid working has fundamentally changed how people work onsite and the types of workspaces they need.
Within the Faculty of Medicine, our existing workspaces are being used inefficiently – many are vacant or underutilized – and are not optimally designed or configured for hybrid work. There’s an increasing need for spaces that support and encourage formal and informal interaction and collaboration when people are onsite (e.g., meeting and collaboration spaces, quiet spaces, individual desks, informal gathering spaces).
Given these challenges, this project is an opportunity to review how our workplaces are organized and used to support individuals and teams to better connect, collaborate, and do their best work in a hybrid environment. By providing shared access to various types of workspaces and amenity spaces, different types of work will better be supported within the same workplace. Teams will:
- be able to connect onsite in ways they may not have envisioned in the past
- have visibility into where colleagues are working
- have built-in capacity and flexibility to grow
- have access to workstations with standardized desktop technology
This model will enable the Faculty to responsibly, effectively, and sustainably use existing space.
3. Who is leading the project?
This project is a joint initiative between the Faculty of Medicine’s Space Planning & Facilities Management and Digital Solutions units. It is being sponsored by the Faculty’s Facilities & Capital Planning Committee.
4. I have questions about the project, who can I contact?
For questions about the project, please contact:
Simona Dziaugyte, Work(place) Evolution Project Coordinator, Space Planning & Facilities Management Faculty of Medicine
Phone: 604.218.4444 I Email: simona.dziaugyte@ubc.ca
Planning and Implementation
5. What informed the decision to move to shared space?
A number of factors contributed to the Faculty of Medicine’s decision to introduce a shared space model. This includes UBC’s formal adoption of a hybrid work arrangement and subsequent workplace surveys.
Through recent strategic planning, the Faculty of Medicine has identified some short- and long-term space challenges that need to be addressed, including overall lack of space across the Faculty, aging infrastructure, vacant and/or underutilized space due to hybrid working, and workplaces not being optimally configured to fully support hybrid teams. Hybrid working has fundamentally changed how people work onsite and the types of workspaces they need.
The Faculty’s 2021-2022 work with Gensler Architecture and Design informed planning for the Work(place) Evolution: Doing Hybrid Well initiative, as well as an environmental scan, which included looking at other post-secondary institutions who had adopted a hybrid working model.
6. Does this project involve all units/departments and work sites across the Faculty of Medicine?
Not at this time. This project involves rolling out the shared workspace model over two phases with SELECT Dean’s Office units. Once Phase 2 has been completed and evaluated, the Faculty will look at opportunities to broaden the initiative at other worksites.
7. Why were the Dean’s Units chosen as the pilot group for the project?
Dean’s Office units were chosen to lead the way by implementing, reviewing, refining, and evaluating how shared space can better support hybrid teams from a place of personal experience before rolling it out at other Faculty of Medicine locations in future phases.
8. Will units be involved during the planning for the transition to shared space?
Absolutely. The project team will regularly seek input from leaders and staff from affected units to shape the rollout and ensure the new shared workspaces and related guidelines meet the needs and circumstances of each unit. Based on their success, the engagement approaches used in Phase 1 will be replicated in Phase 2.
Each project phase will involve early engagement with affected units to understand their experiences with hybrid working and to gather their onsite needs and requirements for working in shared space. Unit representatives will be identified to relay unit requirements and other input to the project team and disseminate key project information to their colleagues. Affected staff will be able to share feedback through surveys, anonymous feedback forms, emails, and through their unit representatives.
9. What is the overall timeline for the pilot project?
The project is being rolled out iteratively over two phases and location by location. The phased timeline will allow the project team time to adapt to the feedback and learning of each site and make adjustments before the next site transitions to shared space.
During Phase 1 (Mar-Dec 2023), 11 Dean’s Office units successfully piloted the new model at two UBC Vancouver campus locations – IRC (3rd Floor) and DMCBH.
Phase 2 is underway (early 2024-end of 2024) and involves rolling out the new shared workspace model with Vancouver Fraser Medical Program (VFMP), UGME and TTPS teams at space at another UBC Vancouver Campus site (Life Sciences Centre) and piloting the initiative at a clinical site (Gordon and Leslie Diamond Healthcare Centre 11th and 2nd floors).
Once Phase 2 has been completed and evaluated, the Faculty will look at opportunities to broaden the initiative at other worksites. See the timeline above for more details.
10. What are the key dates for implementation for VFMP, UGME and TTPS teams in Phase 2?
As of now, the timelines for Phase 2 implementation at VFMP worksites are as follows. The project team will reiterate key implementation details via a broadcast email to all participating staff the week of July 22 and in future communiques as needed. We ask unit representatives to ensure these are also shared in team meetings.
Please note these timelines are subject to change. The project team will notify unit representatives as soon as possible if any changes are anticipated for their unit’s transition.
11. What happens after the pilot project concludes? Is this a permanent change to shared space or only temporary?
Once Phase 2 concludes there will be a period of evaluation, and refinements to shared space, tools, systems, and the shared space guidelines will be made as necessary. We anticipate shared space to be a permanent change.
Shared Space Model
12. What is a shared space model and how does it better support teams working in a hybrid environment?
A shared space model is where staff can flexibly access a variety of workspaces at their workplace based on their individual or team needs in a given day.
In a shared space model, desks or offices are not assigned to an individual and instead teams share a broader variety of spaces that can be equitably accessed across units. This includes being able to access individual desks, single occupancy and shared offices, meeting and collaboration spaces, meeting spaces, quiet spaces, and informal gathering spaces to meet, connect, or socialize with colleagues.
By providing access to various types of workspaces and amenity spaces, different types of work will be better supported within the same workplace. Teams will:
- be able to connect onsite in ways they may not have envisioned in the past
- have visibility into where colleagues are working
- have built-in flexibility and capacity to grow
- have access to workstations with standardized desktop technology
13. Will the transition to shared space impact when teams are expected to work on site and how frequently?
Expectations regarding when and how frequently staff need to work onsite are determined by Dean’s Office unit directors.
14. What’s expected of staff in terms of booking and checking into shared workspaces?
In general, staff will need to book individual workspaces on the Condeco platform and can do so up to four weeks in advance. If their schedules change, they can edit/change their bookings in the platform.
When staff arrive onsite, they must check-in by 9:30 a.m. on the Condeco app to confirm the individual workspace they reserved. If they don’t check-in by 9:30, the space will be released for others to book. The check-in process ensures that workspaces are confirmed or cancelled early enough to allow others to book or plan their day around the spaces that are available. This is covered in the Condeco training.
15. Are there any guidelines that outline what is expected of people working together in shared space (e.g. cleanliness, noise, storage, etc.)?
Yes, a set of guidelines for Shared Space outline what is expected of teams and individuals in using shared spaces. Everyone has a role to play in ensuring the best use and a positive experience in our shared workspaces by following these. The guidelines lay out expectations and best practices for booking and checking in/out of individual workspaces, noise, workspace sanitization and cleanliness, workspace furniture/equipment, individual and team storage, information security and handling of printed files/materials, and technical support.
The guidelines will be reviewed for each group being onboarded and updated to their circumstances, as best as possible.
Units who have already transitioned to shared workspace can find guidelines that apply to them on the Hybrid Work – Sharing Space Mednet resource site:
Access to Space
16. Will teams still be able to sit together when they are on site in a shared space model?
Yes. You will be able to book individual workspaces up to four weeks in advance and will be able to select a work desk through the online booking tool that allows you to see who will be sitting at nearby desks. This will allow teams to continue to work in the same area on days when they are on site together.
17. What about accessing space for our standing weekly team meeting? How can we be sure space will be consistently available to us in a shared space model?
Booking meeting spaces will continue to be done through RoomFinder and Advance Booking Manager, which allow teams to book the same space on a recurring basis up to six months in advance. The transition to shared space will not impact this process.
Individual Workspaces
18. Will anyone be keeping their dedicated desk or office space as part of the Phase 2 pilot?
The project team will work with each unit to gather requirements and understand any unique needs. Decisions regarding dedicated workspaces will be made within that context and on a case-by-case basis.
19. What standard equipment will be provided at each individual
workstation?
Each workstation will include two monitors, a universal docking station, a mouse, a keyboard, and a web cam.
Training
20. What training will be provided to support the transition to shared space?
Each unit will participate in training on Condeco (the booking tool for shared workspaces) in the lead up to the transition. During a ~30-minute session on Zoom, participants will get a demonstration of how the platform works; and learn how to book, release, and check into a workspace; and find where colleagues in their team and other units are working. Training on MS Teams, RoomFinder, Zoom functionality in meeting rooms is available through the Digital Solutions Collaboration team. For more information and to request training, visit: https://mednet.med.ubc.ca/resources/facilities/hybrid-work-sharing-space/technology-tools-training-in-shared-workspaces/.
Storage
21. What storage will be available for individuals to store personal effects?
Everyone will have access to some form of personal storage in shared workspaces – the type and where it is situated will depend on the location. Some shared workplaces may have day-use lockers and/or storage to secure personal items at workstations (pedestal under-desk filing cabinets).
Staff are encouraged to keep their personal items, such as family photos and spare shoes, at home even if they individuals plan to frequently use the same shared workspace. Individuals are expected to leave workspaces clean and clear and to take all personal items with them at the end of a booking.
22. What storage will be available for teams to store shared equipment, supplies, and files?
There will be small, dedicated spaces in shared workspace environments for units or programs to store equipment and important materials required for onsite work. The amount, type, and location of storage will depend on the needs of the unit and what is possible space-wise in each location/facility.
Because team storage is limited, units need to prioritize items being stored and are encouraged to digitize files wherever possible. To ensure information security, printed documents or Post-It notes must not be left anywhere on desks, walls, or meeting rooms, especially confidential or sensitive information.
23. Can we leave personal and other items in a workspace if we plan to work there repeatedly/the next day?
Everyone using shared workspaces is expected to leave them clean and clear after each booking. Each person is responsible for removing all garbage/recycling, dishes, personal items, paper files/Post-It notes, and equipment even if they intend to use the same workspace the next day and/or for repeated bookings. Adhering to this clean desk policy ensures each workspace is ready for the next person to use.
24. What do we do with files that we use individually and as a team?
Staff are encouraged to use digital files instead of printed hard copies whenever possible. Units must comply with UBC Records Management Office policies and procedures, including for paper records security. To ensure information security, printed documents or Post-It notes containing confidential or sensitive information must not be left on desks, walls, or in meeting rooms. All printed materials must be safely stored or disposed of at the end of the workday.
Safety and Security
25. How is safety being considered as the Faculty transitions to shared space?
Ensuring that staff feel safe and secure in shared spaces is a priority. The project team is considering safety and security needs when it comes to personal safety as well as keeping personal items safe when staff are working on site.
All UBC employees are required to meet WorkSafeBC and UBC requirements, including mandatory health & safety training. This training is complemented by having relevant information being posted in visible locations throughout our offices. As each of our sites is unique, staff using shared spaces are strongly encouraged/required to familiarize themselves with the posted information about emergency procedures & contact details at that location.
Resources
- UBC Hybrid Work Guidelines
- WPE Phase 1 Spring 2023 Engagement Summary
- WPE Phase 1 Summer 2023 Engagement Summary
- WPE Phase 1 Winter 2023 Engagement Summary
- WPE Phase 2 Spring 2024 Engagement Summary
Anonymous Feedback
Project Contact
Simona Dziaugyte, Work(place) Evolution: Doing Hybrid Well Project Coordinator
Space Planning & Facilities Management, Faculty of Medicine
Phone: 604.218.4444
Email: simona.dziaugyte@ubc.ca