How To: Transitioning to an Open Workspace

By: Leslie Baer, Senior Associate

I’ve worked on several projects over the years where companies have transitioned from mostly private offices to an open plan. Overall, the most successful outcomes had one thing in common: communication. In the same way each design we create is unique, each cleint’s approach to change management varies. The following techniques have proven to positively impact successful change in workplace and the happiness of the affected employees.

Ask and Listen: “Will I have what I need to do my job?” is one of the biggest concerns we hear when transitioning clients to an open plan. One of the most basic design tools we have is our ability to ask questions and truly hear the answer. We accomplish this in several different ways. In some instances, we have used an online survey tool to create a custom set of questions to identify individual work styles and understand what tools are required to be successful in each. This information enables us to design a customized space to address both professional and personal needs. We can also obtain this type of information by facilitating one-on-one interviews with the staff. This type of interview allows us to listen to the concerns of each employee and provide reassurance that their needs would be addressed in the new space.

Inform: Most employees are fearful of change and relocating to a new office can be a big adjustment with many unknowns. Informing employees of what’s to come is important in their excitement and acceptance of a new space. By managing expectations, you spend less energy being anxious and focus more on the many benefits that a new space can provide. While working with a past client on their relocation, we were asked to participate in a presentation to the entire company. This presentation included information about the new amenities being provided, as well as unveiling the finishes, furniture, and upgrades that each employee was being given. We spoke about the design of their new office, showing the passion we put into the space we created for them. Because we had already met with several of the people in the room, we were able to address the concerns we knew existed by showing the features we designed in response to these concerns. After the presentation, we stayed for additional questions and had several one on one conversations to answer personal questions the employees had about their new space. A majority left the meeting feeling excited for what was to come.

Our office recently relocated, and the Principals used a similar approach to help alleviate any fears associated with moving. We did a field trip to tour the new space before construction was complete and got to see how all the design features were incorporated into our new space enabling us to work better. As a company, returned to our current space, buzzing with excitement for what was to come now that we knew what to expect with our new space. As the move date approached, we were given additional information to prepare us for our first couple weeks in our new home.

From the top, down: The most successful transitions from closed to open plan happen when the concept is fully embraced from the top, down. If the owner of a company can do their job in a completely open environment, then so can any one of their employees. There are certainly exceptions to this concept, but for the vast majority of people in the workforce, it holds true. In order for the open plan concept to work, alternate work spaces must be provided. This was an idea that another previous client wholeheartedly believed in. Throughout the entire plan, there are a variety of conference rooms, teaming areas (open and closed) and phone booths for employees to utilize if they receive a private call, need to focus on heads-down tasks, or have meetings with their team. The design team strategically placed these rooms to accommodate the entire staff, but made sure there were team rooms adjacent to where the owners would be sitting, as well as the HR department.

In another instance, a client wished to change the way their office worked, so we aligned their style more with their European counterparts. One of the executives stated that if he could work at a conference table in the middle of the busiest part of the office, then everyone could work in an open environment. They were ahead of their time when they transitioned to open plan and while everyone received a generous benching style workstation, the executive stayed true to his word and worked at a conference table adjacent to the coffee bar.

Big transitions can be difficult, but if the change helps a company to grow together, work smarter, or work better then it’s worth taking on. Feeling as if you had a say in the space you will spend a majority of your time in, helps alleviate the growing pains of moving. Being informed of the changes to come, helps take away the fear of the unknown, leaving room for the excitement. Knowing that the whole company is a part of the transition helps to strengthen the company as a whole. Communication and great design will accomplish these things in a positive and effective way.

Honest Materiality

Featuring: Brian Haave

If anyone can speak to the significance of materiality and finishes within design it’s our Materials Librarian, Brian Haave, who is also the designer and creator of his own collection of lighting and furniture. Brian utilizes what he refers to as “honest materiality” in his approach to reinvent ordinary materials into modern art.

He has developed a variety of inventive techniques used to highlight the integrity of everyday materials. Instead of paint, Brian uses an acid washing chemical process that he created to naturally blacken metal materials. He also experiments with copper and gold leaf finishes to contrast the natural sheen of materials like copper and steel. To him, the most successful processes achieve a balance of straightforward and innovative design.

The process of selecting, re-defining and/or implementing finishes in art requires similar tact and thoughtfulness as an architect or designer must use when approaching interiors projects. The goal is to select finishes that are a visual representation of a brand and their culture. These finishes compliment and support architectural intent and are integral in telling the design story.

Brian’s most recent work is on display at a temporary exhibit in DC through the end of the year. For more information, please leave a comment!

Defining Pre-Lease Activity

By: Amy Hopper, Associate

As with most businesses, teamwork is essential to a project’s success and commercial real estate (CRE) is no exception. CRE brokers, landlords, architects and construction managers, to name a few, all add value to projects by providing their unique perspectives and expertise. In this post I will discuss the steps involved when selecting a building for a commercial interiors tenant project from both the broker and the Architect’s perspective.

BUILDING EVALUATION
One of the first steps a company takes when their lease is expiring is to engage a CRE broker for assistance in evaluating their future real estate options. This will help the tenant determine whether they will renew their lease, renovate in place, or relocate.

Among other things, a broker will research vacant spaces and report back to the tenant on:

• parking options
• access to public transportation
• presence of a fitness center
• local food options for employees
• average employee commutes

After touring potential spaces, FORM Architects might comment on:

• window line i.e. access to natural light and views
• column spacing
• existing restroom ADA compliance
• existing mechanical systems
• items for potential reuse i.e. light fixtures, furniture

TEST-FITTING
At this stage, the tenant now has a wealth of information about their potential spaces. What has yet to be determined is how their unique space requirements might fit into each of the vacant buildings and/or their existing space. This process is called “test-fitting” and is a service that FORM Architects provides. Landlords consider this service to be a marketing tool and will often pay FORM to create test fits for the potential tenant.

When comparing potential buildings, brokers are most interested in:

• Rentable square footage (RSF) per seat
• Demising wall location
• Building x-factors, such as amenity spaces, that effect the building core factor i.e. training room and/or conference center

FORM assesses:

• departmental adjacencies
• brand visibility at the elevator lobby
• opportunity for creativity

BUDGETING
In order for the tenant to make a final decision, the cost to build out each potential space is determined.

FORM creates pricing notes to compliment the test fit plans drawn.  Then we engage two to three General Contractor’s to put together budgets based on a test fit and pricing notes.

Brokers use the budgets from FORM to negotiate lease terms including a “tenant improvement allowance.”

Generally, these three steps (building evaluation, test fitting and budgeting) lead to the tenant signing a lease. By providing this high level summary of pre-lease activities, I hope to portray how the synergy between broker and Architect can be advantageous to the tenant.

Any questions?  Did I use any CRE lingo that you’d like me to explain?  Leave a comment and I’ll get back to you! 

 

Award-Winning Photography

By: Koren Stauffer, Associate Director of Marketing

Nothing tells FORM’s story like great photographs. They capture innovative concepts, and showcase our forward-thinking design approach to corporate interiors. They speak across all industries and cultures and we use them often as references throughout each client’s design journey.

Good photography depends on the selected photographer, equipment, site constraints, weather, and a lot of communication. Planning ahead makes the most of each of these components to capture our best images.

Whether you are an A/E/C professional considering your first shoot or a client that is interested in learning more about the process, we have outlined our steps to achieving award-winning shots below:

1. PHOTO SCOUTING
FORM accompanies a professional photographer to the space for an informal 20-30 minute walk-through This process has minimal disruptions (no cleaning, moving, or equipment required) and is typically done during standard business hours. An escort is not required but is more than welcome to join if needed for security purposes.

2. IMAGE SELECTION
FORM reviews the images taken during the walk-through and narrows down the shot selection to four to eight images that best represent the space and design concept. We then share our selection with the client and photographer so everyone can best prepare for the shoot.

3. FINAL SHOOT COORDINATION
We work with the client and photographer on determining the best date(s) and time frame(s) for the final shoot. Some clients prefer weekend shoots to prevent disruptions to the office; others prefer shoots during the work day to best capture the culture of the space.

Information that is typically requested of the client:

• Best way to bring photography equipment into the space (e.g., loading dock, freight elevator)
• Recommended parking options
• Security desk or badges requirements
• Full access to the windows and lights in the selected images (e.g., access to locked offices in the shot)
• Photo release form signature (this form explains how FORM plans to use the photos for our marketing purposes)
• Room reservations (if needed)

4. LIGHTS, CAMERA, ACTION!
FORM accompanies the photographer and photographer’s assistant on the final shoot. We’re there to troubleshoot any unexpected issues and provide input as needed. We also help expedite the process by assisting in the cleaning and staging.

The photographer typically brings two (2) carts of equipment which includes everything from lighting equipment to cleaning supplies. We typically store and stage this equipment in one central location that is out of the way (e.g., an unused conference room that is not in any of the shots) throughout the shoot.

Each shot takes about 1.5 hours to shoot. Most of this time goes into the cleaning and set-up. It is not uncommon that we will move or adjust objects that are in the way (e.g., plants, chairs, desk accessories) however we always do our best to return everything to its original position.

If employees are used in any of the images, we request they sign a photo authorization form.

5. THAT’S A WRAP!
FORM will share the final shots with the client to validate that no confidential information is shown in any of the images. Once approved, the images are finalized and used for various marketing purposes including award submissions, website portfolio, and presentations.

It is not uncommon that partners and consultants who were part of the project show interest in purchasing rights to the images as well. If this is the case, FORM or the photographer will notify the client of the interested parties.

In summary, thoughtful planning and communication are critical to an effective photography program and award winning shots. At FORM we approach each shoot the same, letting the photography speak for our firm and using our photography resources wisely to show our firm’s capabilities and tell our story.

To view a selection of FORM’s recent project photos, please visit our online portfolio: http://www.form-architects.com/projects/

Collaboration: A Space for Everyone

By: Katie Gomolak, Project Designer

With the rise of social media and smartphones, younger generations are constantly connected and aware of what is going on around them; whether it be with friends and family, in their communities, or throughout the world.  This always-on mentality has greatly influenced how younger generations work and thrive within their companies and jobs.  This has led to an increase in companies, and their employees, seeking out collaborative work spaces in their offices as the way people communicate evolves.

Areas for group discussions and collaboration are becoming increasingly popular requirements among a lot of the clients we see.  Whether it’s a space for the seasoned veteran to sit down and discuss something with a colleague, or an area for the younger, more tech-savvy group who thrives on constant communication among their peers, it’s important to create spaces that are flexible enough to appeal to the range of employees and work styles a company may have.  People work and are productive in a lot of different ways, and including a multitude of spaces that can serve multiple purposes helps to ensure people throughout the office are able to effectively use the spaces you create.  It is essential to understand a company’s culture and what these spaces will be used for in order to provide the best solutions for their needs.

Collaborative spaces can really be anything, but there are 5 areas that seem to be popular.  Small areas of tables and chairs offer a spot for 2-3 employees to sit down and collaborate on something away from their desks.  This is still a more formal setting that is usually located within or near workstations, allowing it to be a space that keeps productivity moving but allows for a slight change of pace or scenery from the standard desk environment.  Another option is to create areas made up of soft seating and more furniture pieces, which creates a more relaxed area for employees to take a break or have personal conversations.  It can also become a place for longer meetings between colleagues.  Below is an example of a project that has soft seating which can be used flexibly for a variety of group meetings and discussions.

While not included in the above photo, these areas often benefit from having some sort of writable surface as well, whether it be seating with tablet arms or marker boards mounted to the walls.  This allows for some flexibility in how people choose, and are able, to use the space.

Having spaces that are more tucked away can also be great for companies with larger groups that need to work together on something for an extended period of time.  These spaces give them an area to work and store things without fear of it being disrupted.  They can almost become dedicated working spaces for certain groups within a company.  Fully enclosed spaces and small conference rooms can also serve as collaboration space as well as a space that can be used by a single person who may want to step away from their desk and go to a quiet place where they can focus on a certain task.

Lastly, a main focal point of many offices involves a pantry area that has various seating types.  This space can be used for large, informal meetings and gatherings, or as another meeting space for smaller and larger groups within a company.  The image below highlights a few of the seating options that are popular within pantry spaces – tables and chairs and bar-height central islands.

Ultimately, the type of collaborative spaces that may work for one company may not work for another, but it is important to understand how a client plans to work within their space in order to provide a design that allows them to complete their work effectively.  So, whether it’s the younger generation using these spaces to bounce ideas off of one another and come to the best solution to their problem, or their more senior colleagues who like the idea of having spaces outside of a conference room to meet, collaborative spaces can be utilized by everyone and help to bring a company together.

Stand Up for a Healthy Office

By: Jessie Swain, Associate

No one wants to sit at a desk all day. This is no surprise, but did you know “sitting is the new smoking”? You may have heard this catchphrase on the 24 hour news-cycle or at the latest furniture tradeshow. A tad over-dramatic, but things have to be to catch our attention nowadays. The research is piling up to show us all of the ways it negatively impacts our bodies (just Google it!). As office workers look for new ways to expand their minds and not their backsides, it is the job of good work place design to give them multiple options of how they can work.

A recent client of FORM wanted to address this head on in their open work environment. The design embraced the sit to stand concept with adjustable height work surfaces and even went so far as to provide a balance ball as a more “active” way to sit during a break from standing (pictured below).

That said, not every budget can allow for height adjustable desks. Another simple and affordable solution is to provide a standing height table or millwork island to allow employees to move away from their desk and work standing at their laptop. This also provides coworkers with an easy gathering spot to discuss a project without having to reserve a seated conference room. In another FORM project, this was achieved through furniture in the design of the work stations (see below).

To fully embrace the concept of being active during the day, without sacrificing productivity, Steelcase pioneered the idea of integrating movement into our technology use (see Steelcase photo below). Simply put, the Walkstation is a slow speed treadmill with integrated desk. To back up the benefits with research they have written Whitepapers on the subject, which can be found here: https://www.steelcase.com/resources/documents/?tax[doctype]=whitepaper

Others have begun to provide their own versions of Steelcase’s proprietary Walkstation at varying price points with various accessories. We recently provided one for a client willing to invest in employee health. Besides a staff only fitness center they provided a walking station in one of their phone rooms to allow people to have conference calls or heads down work while working towards their fitness goals.

There are many ways to easily integrate the idea of empowering employees to stand up for their health. It simply takes buy-in by the decision makers, planning by the design team and the support of office culture to make use of the tools provided. Happy standing!

Understanding Workplace Strategy

By: Judy Butler, Principal

My first exposure to workplace strategy involved implementing a plan determined prior to my involvement. It was for a large, well established consulting firm that took a lot of pride in its people. After a year of research and a pilot program, they set out on an endeavor that would forever change the organization, but unfortunately not in a positive way.  Being on the forefront of this undertaking made me understand how workplace strategies can go wrong and how important change management really is.

I don’t believe you have to physically change your space significantly in order to implement a workplace strategy, although it does help. Providing more transparency, access to natural light, and allowing people to choose the type of space they want to work in greatly impacts people’s desire to come to work every day. Ensuring that people have the technology tools to stay connected and be productive is an important part of a strategy, but communication is the key factor and something that needs to be an integral part of the workplace strategy from the start. It is important to educate your people and establish advocacy among all levels of employees. By providing transparency of the goals for the change, the importance of your organization’s culture (establishing, changing, or keeping it intact), setting expectations, and providing management tools that support the strategy, holistic change can be very successful, increase productivity, and better the company’s culture as a whole. It can also help better position the organization’s flexibility for change in the future.

No matter what size your organization is, positive change can happen. Employees at all levels need to be reached and heard. In the case of the firm I worked with, there was very little communication or education directed at middle management and the buy-in at that level didn’t really occur. They were the ones who communicated directly to the levels below them, and many staff were left to their own devices when it came to understanding this enormous change. Having no real context or education of the company’s mission and goals, there was a large disconnect. The negative cultural shift that occurred afterwards took its toll and many of its prideful employees were lost.

Every organization has the power to implement change, but how you go about it is the key for success. When exploring any type of change, especially if it impacts culture, put change management at the top of your agenda.

The Divine is in the Details

By: Erica Cummings, Principal

There is a common saying, “the devil is in the details” which implies that details are where interest and mystery lie therefore emphasizing their importance. When talking design details it can mean many things, from how something is constructed to little intricacies that make up the greater whole.  Below are a few examples, great and small, for how the DIVINE can be found in the details.

Bernhardt Design – Laine Stool

Laine Stool

These wood seats are elegantly suspended in a jewelry-like setting.

Hill Country Apothecary by Matt Fajkus Architecture

Large scale architectural details provide support, signage and create a dynamic street presence.

interiordesigngiants.com

The uniqueness of the copper pipe for the railing and floating fireplace add details to this space that emphasize the comfortable industrial aesthetic.

Darran Grove Live Edge

A live edge to a piece of wood provides unending character to a space and easily transcends modern to rustic to industrial design, and beyond.

ideas4homes.com

The alignment of the wall panels with the windows and the shelving were thoroughly thought through and detailed in this modern space.

interiordesigngiants

Being mindful of lighting and using it to highlight the floating bench detail provides function and ambiance to this outdoor setting.

Tunto LED Desk Lamp

Some details find themselves in the immense thought and engineering of a simple product such as this LED light, like this one by Tunto.

Details, devil or divine?

Internship: Best Practices

Recently, FORM had the pleasure of hosting Allison Hoffman, an interior design student from the University of Kentucky. She spent the week shadowing our staff to gain a better understanding of the field that she was most interested in pursuing post graduation. In the article below, she shares her best practices and advice for other students looking for a similar experience. [Thank you, Allison!]

 

Top [Left to Right]: Jessie Swain, Matt Gannon, Ariel Suares, Cassidy Stoughton  Bottom [Left to Right]: Allison Hoffman, Carrie Riggins, Ronza Youssef

By: Allison Hoffman

I had the opportunity to shadow FORM Architects during my spring break from the University of Kentucky, where I am a third year interior design student. Each year, my university reaches out to firms across the country in order to pair design students with a firm that shares their interests and goals. After being paired with a firm, we contact them to plan our spring break shadowing there. I was paired with FORM Architects because of my focus on workplace design and my interest in experiencing Washington, D.C.

Without the help of a shadowing program, I would suggest reaching out to a firm you are interested in on your own, as I am sure most companies would be happy to host a student at their firm for a few days. If you are already planning on visiting a new city, it would be a great idea to contact a firm there to ask if you could spend time with them to see how they work. FORM had the characteristics of a firm I would love to be a part of in the future, which was a wonderful, eye-opening experience. But, even if you spend time with a firm that ends up not being the best fit for you, it will still be an important learning experience.

When you contact the firm about shadowing, I suggest sending your resume and portfolio to allow them to get to know you better. When the firm can see which skills you have developed in school, they will be better equipped to plan your visit. FORM verified what they had seen on my resume once I arrived at their firm to ensure that they were involving me in the stages of the design process I was familiar and comfortable with. While I was with FORM for the week, I made sure to be flexible and available for whatever they asked me to do and wherever they wanted me to spend time. They had my best interests in mind and had carefully chosen meetings for me to attend with them that would be most beneficial for me. It is very important to be honest with the firm about what you know how to do so they don’t assign you a project that you cannot complete well. While shadowing, you want to help them produce good work in a timely manner, and your honesty will earn their trust and respect.

During your time at the firm, take advantage of each experience you have by asking questions about what you are observing and staying engaged. Firms have a variety of different cultures, so it is necessary to take time to understand the way your firm works. This will allow you to see which characteristics of the company fit your interests and personality, which can aid you in your future job search. Observing the culture will answer questions about how you should dress and act in their environment, and what the firm values. At appropriate times, you should spark up conversations regarding how the firm operates and design ideas you are particularly passionate about. This will show the firm your personality and they will most likely offer new insights and suggest future opportunities to gain experience in those areas.

My last piece of advice is to continue the shadowing experience by taking notes and documenting your time at the firm with photos and sketches. In order to expand upon your experience, it is important to keep in touch with the contacts you made at the firm. A good first step to growing your relationship is to send a simple thank you email. This kind gesture can open opportunities with the firm in the future. I wrote down the advice I received and any new information I learned throughout the week with FORM so I could reflect on those things in the future. Gaining professional experience is so valuable and I would recommend shadowing a few firms (including FORM Architects) to better understand the design process and to get a taste of your future career.

Design With Purpose

Written By: Amy Hopper, Associate

Where to begin? When working with FORM Architects, our starting point is getting to know the culture, the essence, the vision of the client.  We use this knowledge to guide our recommendations throughout the design process.  And this ensures that our designs are rooted in purpose.

Here is an example project to show you how our client’s vision was infused in to their space:

 

 

 

 

 

 

 

 

 

 

This Arlington based financial company was looking to create an interactive, transparent environment that exudes mature technology.

The largely open office boasts incredible views of Washington landmarks while the limited interior glass-fronted offices are conveniently located for managers to have access easy to their teams.  In order for this highly engaged group of employees to maximize opportunities for innovation, conference rooms of varying sizes are scattered around the dual floor space.   Texture and volume aid in delineating sub-environments while lively lighting sparks creativity.  Vibrant colors were sparsely but carefully used to reinforce the slick brand.

What’s your favorite aspect?