University College London

Office Space Utilisation Part 2

DESIGN GUIDE
 CONTENTS
General Office Accommodation

1. Introduction

2. Design Performance
2.1 Design Strategy
2.2 DQI Process
2.3 Accessibility
2.4 Fire Strategy
2.5 Flexibility
2.6 Acoustic Criteria
2.7 Interior Design and Corporate Branding

3. Spatial and Accommodation Requirements

3.1 Primary Office Accommodation
Open Plan
Cellular
Meeting and Conference Rooms
3.2 Office Support
Tea Points/Breakout Areas
Resource Areas/Centres
Filing/ Archiving
Messenger/Mail Facilities
3.3 Health and Welfare
Mothers Rooms
First Aid Room
Religious Observance Room
Staff Showers/WCs

4. Internal Environment Building Services

 CONTENTS

5. Furniture Requirements
Furniture Procurement
Detailed Criteria/Requirements

6. Building Constraints

7. Making the Change

7.1 Stakeholder Engagement
7.2 Incentivising Space Use

8. Office Environments
8.1 Background
8.2 Traditions vs. Modern Layouts
8.3 New Ways of Working

Appendices

A: Sustainability
B: Best Practice Planning Model;
C: UCL Case Study, Psychology Department
D: Cross-Sector Comparators (Benchmarking)
E: Briefing Tool (Defining Spatial Requirements)
Reference Documents
1.0 Introduction

1.1 Scope

This Design Guide has been prepared by Drivers Jonas, Design Services Team in
response to a commission from the University College London. The Guide forms part of
a wider office space utilisation review. The main report comprises a review that is
focussed on how space is utilised, managed and charged across the UCL estate.

The scope of this Design Guide is to cover general office accommodation which is
designated as non-teaching space, encompassing both academic and administrative
staff.

Through the process of departmental site visits and workstream/user interviews a high-
level review of the existing UCL office accommodation has been carried out. Having
assessed the status of the accommodation and identified strengths and weaknesses of
the current facilities, the next step was to establish the future aspirations for UCL, in
respect of primary office and office support space.

This Guide captures the accommodation brief and aspirations of UCL and should be
used as a reference document to inform future acquisitions of new space and
remodelling of existing accommodation.

Image 1
1.2 Objectives of the Guide

This document set outs the guidelines to inform future accommodation driven change.
This encompasses, space and quality standards, guidance on materials/ finishes
specifications and furniture selection.

The Guide also considers operational issues such as filing and storage strategies, flexible
and home working etc and sets out processes to implement change within existing
spaces, (i.e. user engagement, workflow modelling etc).

As an appendix to this Guide a `best practice` case study has been developed by looking
at an existing space/department and carrying out a desktop feasibility study to remodel
the space based on implementing the principles set out within this Guide.

Subject to the long term estates strategy there is an opportunity to roll-out this process
throughout the remaining estate to cover educational space, specialist, recreational and
building support facilities.

1.3 Navigating the Guide

The following sections are organised into 3 main categories.

1.3.1 Physical Accommodation Requirements

Relates to specific and detailed spatial, building, furniture, fixture and specification
requirements.

Section 2.0: Design Performance

Section 3.0: Spatial and Accommodation Requirements
Section 4.0: Internal Environment Building Services
Section 5.0: Furniture Requirements
Section 6.0: Building Constraints

1.3.2 Operational Considerations

Provides an overview on how to implement change and achieve benefits.

Section 7.0: Making the Change

Section 8.0: Office Environments
1.3.3 Appendices
Supplementary appendices which should be read in conjunction with the overarching report
herein, including best practice models, case studies and performance data sheets.

A: Sustainability
B: Best Practice Planning Model
C: UCL Case Study, Psychology Department
D: Cross-Sector Comparators (Benchmarking)
E: Briefing Tool (Defining Spatial Requirements)
Reference Documents

1.4 Critical Success Factors

To define the bespoke requirements for UCL`s office accommodation needs the starting
point was to identify and understand the business drivers for change. This in turn has
informed the Guide. The follow critical success factors have been identified:

To gain global recognition as a University through academic excellence and world

leading research programmes;

Create a student focussed environment to attract and retain promising students from a
global pool, (competing on an international level for applications);

Attract and retain world class staff in academic and administrative positions;

Gain business advantage through benefits realisation (accommodation efficiencies,

working practices, procurement etc);

Provide an inclusive and accessible environment for all staff and students alike;

Strengthen corporate responsibility tackling environmental issues by adopting

sustainable development and operating strategies Set benchmark targets for
achievement and continual improvement (BREEAM, Carbon Neutrality etc).
2.0 Design Performance

2.1 Design Strategy

When embarking on an acquisition to provide an

identified accommodation need (refer to Section 7.0 for
guidance on defining the need) or when commencing a
refurbishment reconfiguration project it is important that
a design strategy is established at the outset. This will
set out the approach being taken towards achieving a
design solution to meet the identified Critical Success
Factors.

The design strategy shall contain the following sections:

design quality;
accessibility;
fire strategy;
flexibility;
acoustic criteria;
interior design; and
Image 2

2.2 DQI Process Overview

The Briefing process for UCL projects should follow the principles of the DQI (Design
Quality Indicator) processes.

The development of the DQI process has been led by the Construction Industry Council
(CIC) with sponsorship from the DTI, CABE, Constructing Excellence and the Strategic
Forum for Construction and with the support from the OGC.

DQIs are a series of ranked statements about the design or building under consideration.
The system is managed by CIC and more information is available on www.dqi.org.uk

DQIs are designed initially to help set briefing criteria, by considering the set of
statements about the prospective building and categorising each one depending on
importance and relevance to the proposal. These results are included in the written brief
for the building, and are then reviewed later as the design progresses. DQIs are best
carried out by a broad group of users, stakeholders and professional advisors, in a
workshop environment.

DQIs are widely used across the UK construction industry as the standard means of
setting and benchmark quality aspirations.
2.3 Accessibility

Higher Education is increasingly breaking down barriers in terms of its accessibility

across social and cultural strata and physical accessibility should be as high on the HE
agenda, resulting in the creation of fully inclusive environments where professional and
academic ability takes precedence.

It is accepted that due to the nature of much of UCL`s existing estate creating such
environments proposes certain challenges both in terms of physical constraints and
financial/resource implications. However this issue is not only one of aspirational intent
but also a mandatory obligation as a service provider to a wide and diverse public. As
such the obligations set out within The Disability Discrimination Act, SENDA Special
Educational Needs and Disabilities Act 2001 should be met.

As a minimum all proposals shall meet the stated requirements of Approved Document M
of the current Building Regulations and adopt best practice as set out within BS 8300. The
philosophy should relate not only to the core build but should carry through to detailed fit-
out and space planning strategy.

Image 3

Accessible/inclusive design goes beyond physical building design and as such care
should be taken to access the appropriateness of physical measures and to identify
potential where managed solutions demonstrate a more practical and workable solution,
representing value for money. This is particularly prudent when considering the existing
estate.
 UCL has already completed an access audit of its premises. Consultant designers for
new or refurbishment schemes are and will continue to be commissioned to undertake an
accessibility appraisal during the early stage of the project and to seek UCL approval to its
recommendations. Subject to that approval, the recommendations will then be
incorporated throughout the sequence of detailed design and specification. UCL will then
develop appropriate operational, management and maintenance policies .

The following list, although not exhaustive, sets out the key issues which should be
addressed as part of a cohesive accessibility strategy for new and remodelled office
accommodation.

building approach and car parking;

routes and external level changes, including ramps and steps (vertical and
horizontal circulation);
entrances, including reception;
waiting and vending areas;
doors width of opening, weight of door leaf, opening mechanisms;
wc`s- shower and changing facilities;
equipment, including signage;
information and controls;
means of escape;
personal safety and security, including locks and alarms; and
use of colour and demarcation;
configuration of internal planning and furniture selection. (i.e. height adjustable
desks and sinks, configuration of reception desks and desk layouts)

2.4 Fire Prevention Strategy

All construction projects at UCL shall be designed in accordance with the Fire Safety
Standards produced by the UCL Fire Officer as well as all statutory requirements. The
UCL Fire Officer has already commissioned a Fire Risk Assessment for each building
which will be available to designers. Prior to occupation it is essential that a Permit to Use
has been issued and the Building Control Officer has issued a Completion Certificate.
2.5 Flexibility

Higher education is a dynamic process subject to change to respond to modern teaching

methods, fluctuating student intakes and emerging technology trends etc. As such the
design of buildings/spaces should be flexible and adaptable to accommodate possible
future changes in UCLs requirements, with minimal cost and resource implications. In
new builds this shall include the structure, envelope, services, partitioning, ceilings and
flooring systems to allow for departmental or wholesale re-organisation. In existing
buildings it is acknowledged that this degree of flexibility cannot easily be afforded i.e.
constraints imposed by listed buildings may prohibit any re-organisation.

As best practice UCL should consider that as a minimum 25% of each floor plate is
capable of accommodating a fully cellular layout in addition to the standard open-plan
configuration. This allowance shall provide a high degree of future flexibility without major
disruption to the engineering services, and shall be evenly distributed across the floor
plate for optimisation. It is accepted that local remodelling of the engineering services will
be required.

Image 4
2.6 Acoustic Criteria

As standard, installations of fixed areas (i.e. cellular spaces) shall accord with the
Chartered Institute of Building Services Engineers (CIBSE) guidelines for background
noise and service installations shall provide cross-talk attenuators to meet noise reduction
requirements and achieve integrity of partitioning.

Acoustic performance and testing should be deemed to comply with all current European
or British Standards relating to acoustic performance and testing and Part E of the current
Building Regulations.

The following summarises the acoustic performance for identified areas, which should be
read in conjunction with the performance data sheets set out at Appendix C:

Room Type Acoustic Criteria

Meeting Rooms 45 Rw dB
(incl. flexible tutorial space)
Video Conference Room 50 Rw dB
Health and Welfare Facilities* 45 Rw dB
Table 1
*N.B: Refer to Section 3.3 for description of health and welfare facilities.

2.7 Interior Design and Corporate Branding

UCL have an identifiable brand which is evident

through their internal and external communications
(i.e. the UCL website) and extends to building
signage. To date there is no move to incorporate
the branding into the built environment.

Whilst wholesale implementation of a branding

exercise across the estate may not be appropriate
there are opportunities to explore discrete
departmental/organisational branding.

Image 5
3.0 Spatial and Accommodation Requirements
This section sets out some Best Practice guidance for the design of office
accommodation and covers:

organisational layouts;
zoning within open-plan office environments;
workplace standards: recommended planning models;
meeting and conference rooms and
office support; tea point and breakout zones; health and welfare facilities **

3.1 Office Accommodation

The organisation of any office accommodation should be based on a number of basic

principles around two key functions; primary office and office support. The following
provides an overview of the component parts within these two functions which make up
the office organisational layout.

Primary Office Office Support

open plan office areas; tea point and breakout zones;
flexible working zones; service, resource centres;
cellular offices; health and welfare**,
meeting rooms (incl. flexible tutorial space). storage and filing.
The organisational diagram below indicates the interaction between the respective
spaces/functions and demonstrates the hierarchy of space allowances. Office support
and primary circulation could be situated adjacent to the building core with primary
office area directly off the circulation route. To make best use of natural light for all staff,
the open plan area should be sited along the perimeter of the building.

OPEN PLAN OFFICE AREA

PRIMARY CIRCULATION
OFFICE SUPPORT
PRIMARY

CORE
OFFICE

Fig: 1

Note: ** - Health and Welfare facilities provided across the Institution rather than on a building or department basis
 As best practice all office accommodation should reflect the guidelines set out within
the BCO guides Office Fit-out Guide and Best Practice in the Specification for
Offices.

3.1.1 Open Plan Office

In a general move across sectors to drive out operational and spatial efficiencies more
and more businesses are `making the change` to implement the ethos of open-plan and
flexible working methods across their estates. Refer to Section 7 [Making the Change]
and Section 8 [Office Environment]

This area should accommodate the key business functions, which are office based
operations carried out by both academic and administrative staff. The provision of an
open floor plate should accommodate staff workstations and individual staff storage and
circulation. This area should be sized and configured by the Faculty/Department to suit
UCLs universal workplace standards as set at Table 2.

MEETING ZONES
(Formal & Informal)

ADMIN
OFFICE

TEACHING RESOURCE
CENTRE/ ACADEMIC OFFICE
SPACE
CIRCULATION

SHARED
FLEXIBLE
WORKING ZONE
Fig: 2

Workplace standards Open Plan:

The office accommodation provided should reflect the space standards set out in this
Guide. These models shall be applied on a project-by-project basis at the discretion of
the UCL Estates Team alongside departmental consultation to achieve financial and
operational targets. Consideration should be given to functional based requirements, i.e
extent of collaborative working, confidential activities and storage requirements.

The following pages include recommended planning models with typical area
requirements.
Workplace standards Open Plan Cont

Model Ref. Planning Model Area sq m

A.1 Academic 6.2

A.2 Academic Alternative 6.2
B.0 Academic/Administrative 5.2
C.0 Flexible Working Zones 4.0

Table: 2
N.B: Areas include secondary circulation and personal storage. Refer to Appendix D: Benchmarking
Cross Sector Comparisons.

Design Considerations

In general all office accommodation

should comply with the BCO
Guidelines. In particular the following
should be considered:

proximity to natural daylight

and a view out;

flexible provision for IT

including voice, data and
power, to suit varied office Image: 6
furniture configurations;

quality of air and temperature

control;

quality and control of artificial

lighting;

appropriateness of furniture
(Refer to Section 5 For details)

Image: 7
3.1.2 Cellular Offices

Cellular Offices should only be provided in certain instances where it is deemed

inappropriate for staff to sit within an open plan environment. A business case should be
passed to UCL Estates by the Faculty/Department to justify the provision of cellular
offices.

Where a need is identified the following space standards shall be applied:

Workplace standards Cellular Offices

Model Ref. Planning Model Area sq m

T.1 Individual Office (e.g. Senior Staff) 10 - 12

T.2 Individual Office (e.g. Heads of 15 - 20
Departments and above)
T.3 Shared Office Based on 5.2/6.2 per
person

Table 3
N.B: Areas include secondary circulation and personal storage. Refer to Section 3.1.1 for Design
Considerations.

3.1.3 Meeting and Conference Rooms

To support the open plan working environment varied accommodation for the
facilitation of staff meetings shall be provided. This accommodation shall be located in
such a manner that a proportion of formal meeting space is accessible to students for
student/lecturer tutorials. Flexible/informal meeting space should also be made
available in both academic and administrative areas for ad-hoc meetings and
collaborative working.

Images: 8-10
Workplace standards Meeting and Conference Rooms

Accommodation No of Rooms/ Min Area (sq m)

Ratio per Person
4-6 person room 1:35 15
8 person room 1:50 15
10-12 person room 1:125 21

Table 4

To afford maximum flexibility, 10-12 person meeting rooms should be located in such a
manner that 2 no. 12 person rooms can be opened up to form a 24 person room. This
shall be achieved with a dividing screen/demountable partition between, which shall
have the appropriate acoustic performance level for the respective room type.

Design Considerations

At the briefing stage of every project,

consideration should be given to the
following specific requirements:

hearing aid loop to be provided;

provision of IT data and power

points

wall mounted screen with

projector (to 8 plus person Image: 11
rooms only);

telephone conferencing facilities;

video conferencing (to large

meeting rooms);

meeting facilities shall be located

within easy access to tea points;

wall mounted tracking for

flipcharts and wall white boards
etc; Image: 12

demountable partitions (as

required).
3.2 Office Support

For a successful office environment due consideration should be given to the provision
and design of key office support facilities. This accommodation should include allowance
for the following provision:
tea points/breakout areas
resource/service centres
store rooms/storage/archiving
mail facilities

3.2.1 Tea Points and Breakout Zones

Due to the wide geographical spread of the UCL estate

and the diverse localities, their proximity to offsite
catering/eateries can vary considerably. As such it is
essential that any model adopted supports not only the
production of beverages (on a self-service basis) but
also in remote locations storage of and preparation of
light lunchtime snacks.

These should be sited in a central location within the

primary office area accessible to all staff and should be
configured and sized to suit the office occupancy it
serves. The size and location of such areas should also
take into account the proximity to the training and
meeting facilities and ensure that these areas can be
easily serviced from here when required.

These areas should be designed to allow a smooth flow

by all users and should be an environment conducive to
staff relaxation where tea points and breakout zones are
combined:

These areas should be capable of facilitating the

following staff functions:
vending facilities/self service for hot
beverages;
preparation of staff snacks (on a self-catering
basis);
limited storage of staff snacks (cold and dry
storage);
area for staff interaction/ relaxation (easy
chairs/seating);
docking stations/leaning posts for flexible Images: 13-16
working.
3.2.2 Resource Areas/Centres

To facilitate staff operations resource/service zones should be created which provide a

centralised area for staff printing, copying and collation of documents etc. These service
centres should be easily accessible to all staff, and located to ensure that the operation
of this area does not impact on the general office function, paying particular attention to
distraction caused to nearby workstations, such as noise and activity. Consideration
should be given to the proximity to administrative and support staff and provision of
storage space for office supplies (i.e. stationary, printer ink/cartridges etc).

The Faculty/Department should ensure that the environment, either contained or open-
plan, is conducive to the operation of such equipment and is adequately managed, i.e. to
prevent the build up of excess heat.

Image: 17 Image: 18

3.2.3 Filing/Archiving

The provision of filing adequate to each

Faculty/Departments current day to day
requirements should be met by the implementation
of a filing audit. Audits should be carried out by
UCL Estates/an outside body to ensure that an
efficient, un-biased study is procured. Calculating
the total m2 will give a good indication of what
furniture/storage units should be procured for
maximum document filing efficiency. This audit
should actively seek to challenge existing methods
and establish realistic storage protocols. Image: 19

New methods of filing should be adopted, these include; a paperless office attitude by saving
electronic documents to a central IT system, scanning hardcopies of documents and
maintaining an electronic filing system, archiving documents up to a certain date, and off-
site filing for dead files.
 All Faculties/Departments have access to an off-site archiving facility. Any
materials/artefacts/dead files etc can be stored at this facility. Currently UCL makes use
of a warehouse in Essex where files are stored and whenever needed they can be
returned to the campus for use.

3.2.4 Messenger/Mail Facilities

Each Faculty/Department should

ensure that an area is provided for
postal facilities. This should be a
secure area for post to be delivered
and sorted. The Faculty/Department
should provide post trays where staff
can collect their post when they are in
the office. This should be located
adjacent to the main vertical and/or
horizontal circulation route to allow
Image: 20
easy deployment of mail across the
department/office. To optimise spatial
efficiency it may be possible to co-
locate with Resource Areas (see
Section 3.2.2).

3.3 Health and Welfare

Requirements for Health and Welfare facilities are provided by UCL on a

geographic/building basis. Consideration should be given at the briefing stage of any
project to the availability of such facilities and the need for additional provision.** These
could include:
multi-faith and reflection room
mothers room
health and welfare room
first aid room
staff WC and shower/changing facilities

3.3.1 Mothers Room

Accommodation is provided centrally for use as a mothers room, to be available for staff
during office working hours. Provision should be for one designated area which provides
a facility for new mothers returning to work and shall be contained for private use.
Provision for a sink and fridge should be made and space for low level easy seating. **

Note: ** - Health and Welfare facilities provided across the Institution rather than on a building or department basis
3.3.2 First Aid Room

Geographic provision is made for a first aid room/sick bay for use by all staff. This area
shall be for private use and shall be constructed in a manner which is conducive to quiet
activities internally and shall prevent external distractions. To accommodate a sink,
lockable cupboard, fridge, bed and freestanding screen. **

3.3.3 Religious Observance Room

Designated accommodation is provided centrally for one number staff prayer/private

quiet time. This area shall reflect requirements in-line with guidance on religious
observance facilities. The use of this room is deemed for multi-faith observance and
reflection and as such UCL shall ensure that the design does not preclude the use by
any potential user group, and furthermore shall ensure that it is equally inviting to all
staff. **

3.3.4 Staff Showers/WCs

There shall be adequate provision of WCs throughout the Estate for staff and visitor use.
These shall be located to ensure reasonable ease of access to all occupants. WCs
shall, as a minimum, be provided with a ratio of 50/50 male/female. UCL shall also
provide for disabled access WCs in accordance with the latest DDA and Part M of the
current Building Regulations.

Further provision shall be made for staff shower and changing facilities. These shall be
appropriately sized and serviced and shall be designed in line with current disability
access and provision guidelines (as above). **

Note: ** - Health and Welfare facilities provided across the Institution rather than on a building or department basis
4.0 Internal Environment Building Services

The quality of the internal environment is arguably one of the biggest contributing factors of
the quality of any work environment. There are direct parallels noted between absenteeism
and the quality of the internal environment. Common complaints range between the mild
irritants of too hot, too cold, to more serious complaints of the environment aggravating
ailments such as asthmas and poor lighting resulting in migraines, eye strain etc. In an ever
litigious society issues of staff health and safety are very important and should not be taken
lightly.

A design brief for mechanical and electrical and vertical transportation services has been
prepared by the Chief Engineer and is available to all designers. All schemes must comply
with that design brief.
5.0 Furniture Requirements

5.1 Furniture Procurement

UCL has a framework for furniture procurement whereby furniture can be ordered as the
need arises across the Estate. As well as creating a visual continuity, this creates
consistency in respect of quality and financial benefits to UCL .

5.2 Detailed Criteria/Requirements

All furniture, including components, assemblies, accessories and finishes, shall meet and
comply with all relevant British and EU legislation and any applicable codes of practice or
standards generally recognised by Good Industry Practice in addition to Workplace and
Health & Safety regulations.

The furniture manufacturing, supply and installation process should be in line with best
practice with regard to Sustainability. Refer to Appendix A herein.
6.0 Building Constraints

The UCL estate comprises a mix of building sizes and types, including building style, shape
and period. There are a number of Grade I and II listed buildings within the current estate.
Due to the imposed restrictions on these buildings not only on the external faade but on
the internal planning this means that implementation of the aspirational design principles
set out within this Guide may not be fully achievable. In some cases restrictions on the
internal configuration mean that an open plan environment can not be achieved or that
workspace standards and floor plate efficiencies can not be realised. In these instances the
principles of the guidance should be adhered to where practically possible.

Where space use is incentivised thought should be given to providing dispensations for
users occupying premises with statutory constraints or those deemed to have significant
plan constraints in order that they are not unfairly penalised for occupying such spaces.

Ground Floor First Floor

Images: 24-25
7.0 Making the Change
Implementing change in any organisation be it on work processes or the work environment
can be difficult and often comes against resistance from users and stakeholders. Careful
management of this process is required along with a robust communications strategy to
ensure that users feel consulted and that there is a general sense of buy-in to key changes
prior to implementation.

7.1 Stakeholder Engagement

Clearly making the change from a predominantly cellular organisation structure to a more
open plan arrangement represents a significant cultural change for most staff particularly
given the historical precedence's relating to Academic working methods.

In order to ease the implementation of these methods and to assist with stakeholder buy-in
it is suggested that the Estates Team set up a Stakeholder Group to establish office
protocols. These might include things such as guidelines for space usage (i.e. where
cellular offices will be accepted), meeting room booking methods, clear desk policies and
protocols for breakout areas. Careful thought should also be given to carrying out filing
audits to assess individual storage needs and files reduction strategies.

7.1 Incentivising Space Use

In order to drive out spatial and operational efficiencies UCL should incentivise space
usage to encourage Managers to be efficient with their spatial allowances and to implement
the principles of this Guide. Refer to the Estates Strategy Report Section 10 Estates
Management Policies.

This should actively encourage Managers to consider their space allocation as a fluid
commodity ensuring that where business needs shrink, space is handed back to the
Estates Team for re-allocation, and likewise when business needs grow that careful
consideration and justification is given to substantiate the additional space requirements.

Such strategies will prompt Mangers to give serious thought to the application of desk-
sharing, hot desking and flexible working methods by endorsing the aspirations of the
Guide and sharing financial savings with departments.
8.0 Office Environments
8.1 Background

The layout of the workplace has a significant impact on the way an organisation functions:
the way staff interact with each other and with the external environment and the way the
business functions. It has demonstrable and measurable financial and commercial
consequences for the organisation and spatially efficient layouts can deliver clear financial
benefits.

Recent changes in workplace planning have moved away from cellular offices to office
layouts which encourage a more open, collaborative way of working, with flexible space
being the key requirement for the way organisations work.

Within the public sector, pressures on public spending have grown and all indications are
that this pressure will continue to grow with a focus on delivering front end services and
maximising the efficiency of operational expenditure. The workplace therefore needs to
represent value for money in the use of resources. Value for money in this respect is
defined as getting the right balance between cost and quality to meet stated user
requirements.

Working environments have become increasingly dynamic; I.T. and technology

developments have increased the workstyle opportunities to staff and the physical
environment needs to be readily adaptable to meet these changes.

It is now accepted that the physical workplace and its features, such as layout, comfort,
appearance and functionality, affect staffs ability and motivation to work and also the
quality of work that they do. Therefore the drive is for workplaces that:

use space efficiently

are accessible: adopting inclusive design principles
are efficient to run and maintain (assessed over the whole life cycle)
are energy efficient in their operation and sustainable
support people in their work help them to operate in an effective manner

8.2 Traditional vs. Modern Layouts Comparison of Space Utilisation

The following diagrams show how space is allocated in two different types of spatial
planning; 1) traditional, cellular layouts and 2) modern, open plan working.

Key:
8.2.1 Traditional Planning

The diagram above shows how space is allocated in a traditional, cellular plan. The model
illustrates how the majority of space is allocated to personal working (cellular offices) and to
circulation (long corridors linking the offices); very little space is provided for collaborative
or shared working and most spaces have one function, rather then being flexible, multi-use
spaces.

8.2.2 Traditional vs. Modern Layouts Comparison of Space Utilisation

Modern Planning

The diagram above shows how space is allocated when organisations adopt a more
modern style of working. It reflects the implementation of a predominantly open-plan layout
and the model illustrates how the majority of space is designed for collaborative / shared
use, with very little area dedicated to personal use. Circulation routes are generally
absorbed within the collaborative / shared space, as few corridors are required and as a
consequence very little area is specifically allocated solely to the function of accessing
other facilities. Space is fundamentally multi-functional in use, providing greater flexibility
for the occupants and maximising spatial efficiency.

Further information on the models above is contained in Appendix C, including: total

number of workstations and average area per workstation.
8.3 New Ways of Working

To be populated following review and comment by Client. (Client appetite for change
to be captured).
Appendix A
Sustainability

Materials General Requirements

Materials, wherever practicable, shall be environmentally sustainable and provide the
maximum opportunity for re-cycling.

Wherever possible materials and components shall be selected from and supplied by firms
who are registered under quality assurance schemes for the manufacture, supply, delivery
and installation, if applicable, of the items concerned.

Products and materials shall have product conformity certification, where this exists (e.g.
BSI Kitemark), or product approval (e.g. Agrment Certification). Where certified products
are used, these shall comply with the limitations, recommendations and requirements of
the relevant valid certificates. All materials and products shall be handled, stored, prepared
and used in accordance with the manufacturers recommendations/instructions.

Deleterious Materials
None of the materials or substances generally used in connection with the manufacturing
and supply processes shall be such as are known to be or suspected of being deleterious
at the time of use, including without limitation, substances which have been referred to by
the Building Research Establishment as being hazardous to health and safety or to the
durability of the products in the particular circumstances in which they are used and
substances which are not in accordance with current European Specifications, British
Standards and Codes of Practice or any equivalent where such exist.

Timber or wood in products

In line with current Central Government policy on the use of timber, it is suggested that
UCL implement the following best practice and that all suppliers are required to:

purchase sustainable timber and timber products (such as joinery, fittings, furniture
and veneers) by, for example, specifying in orders and contracts that suppliers
provide documentary evidence (which has been, or if necessary can be,
independently verified) that the timber has been lawfully obtained from forests and
plantations which are managed to sustain their biodiversity, productivity and vitality,
and to prevent harm to other ecosystems and any indigenous or forest-dependent
people.

ensure that timber procurements are in accordance with international agreements

such as the Convention on International Trade in Endangered Species of Wild Fauna
and Flora (CITES). Consider buying reclaimed timber or products made from
reclaimed timber where it is cost effective and practicable to do so.

put in place procedures for monitoring their timber procurement policies, exchanging
information and examples of best practice with other Government Departments and
Agencies.
Commitment on timber procurement (as set out above) applies to all wood and products
made from wood used in performing Government contracts. That includes the wood used
temporarily during the manufacturing, supply and installation process, where purchased
new for the works, but excluding re-used or reclaimed materials, (such as hoarding,
scaffolding boards etc.) as well as wood fixed as part of a finished structure, furniture and
other items containing timber.

In addition to the requirements stated above, the supplier shall ensure that no timber or
wood contained in any product used in the works shall be derived from any species of tree
that is protected under the Convention on International Trade in Endangered Species of
Wild Fauna and Flora (CITES) unless the Supplier can prove, by producing official
documentation, that it has complied with the CITES requirements that permit trading in the
particular species of tree so listed under that Convention.

All timber and wood, other than recycled timber and wood, used in the work shall be
derived from trees or other plants that have been harvested and exported in strict
accordance with the applicable law or laws of the country in which the trees or other plants
grew. The Supplier will provide documentary evidence to prove to the reasonable
satisfaction of the Client, such legality and that the evidence does in fact match the
products supplied by establishing a chain of custody from the source of the timber and
wood through to delivery of the final product.

The Supplier will ensure that timber and wood used in the manufacturing, supply and
installation process derives from trees or plants that were grown in forests or plantations
that were managed to (a) sustain their biodiversity, productivity and vitality and (b) to
prevent harm to other ecosystems and any indigenous forest-dependent people. The
Supplier shall submit documentary evidence to demonstrate to the reasonable satisfaction
of the Client that this requirement has been met.

The Suppliers submission will contain documentary evidence in respect of these

requirements, which will enable the Client to verify the authenticity and credibility of the
claims being made. The Supplier shall obtain independent verification of the claims being
made and where incurred, shall meet the full costs involved in so doing. In this context
independent means a body or organisation that is accepted by the Client as having the
competence and capacity to provide an objective assessment of the evidence presented
and as having no interests that would conflict with their duty to provide impartial advice,
such as the Forest Stewardship Council, or similar body (with the ability to verify the
authenticity of timber and products containing wood supplied under the contract).

The Supplier shall also make reference to the Central Point of Expertise on Timber
Procurement (CPET) which is a service supported by the UK Government. CPET has been
set up by the Department for Environment, Food and Rural Affairs (Defra) and is operated
by ProForest, a company with wide experience in advising on responsible purchasing.
Details of the CPET website are set out below:

http://www.proforest.net/cpet
Sustainable Materials Checklist

The following checklist is a guide to some of the items that should be considered in
sustainable design. It should be noted that this is not conclusive and the bidder should
evaluate all materials included within his design.

MATERIALS SPECIFICATION CRITERIA

Item No. Checklist / Action Action

Confirmed
1 Assess the environmental impact of all materials, from
extraction to disposal, using a technique such as Life Cycle
Assessment and/or Carbon Footprint Assessment.
2 Review materials against the BRE Green Guide to
Specification rating system.

3 Ensure that all timber is FSC accredited (or similar

equivalent accreditation).
4 Obtain manufacturers environmental impact information
and review against independent sources (e.g.: BREs
Environmental Profiles database).

5 Consider the transport / recycling / re-use factors (use

locally derived products where possible).

6 Use more recycled and reclaimed products which have

relatively low embodied energy.
7 Minimise the use of highly processed, embodied-energy-
intensive products.
8 Use safer alternatives where these are available and
technically feasible.

9 Ensure that products have low biodiversity impact.

10 Minimise the use of non-renewable materials.
11 Use robust, removable materials.
12 Specify small, easily handled components.
13 Where possible, use removable fixings such as bolts,
screws and clips rather than complex mechanical fasteners.
14 Use homogenous rather than composite materials.
15 Use layered instead of glued components.
16 Sort and separate all waste materials on-site (generated
during the construction process) and re-use or recycle as
much material as possible.

17 Use as much renewable, raw material as possible in

preference to non-renewable products; minimise the use of
non-renewable materials.
MAINTENANCE CONSIDERATIONS

Item No. Checklist / Action Action

Confirmed

1 Consider maintenance requirements of products take into

account transport, energy and waste implications of
specified material (consider buildings whole life cycle).
2 Ensure that all operating and maintenance information is
provided on completion of the works.

3 Ensure that products specified for cleaning and

maintenance are not known to be harmful to human health
and/or the environment.

4 Use removable and reusable fittings where possible.

5 Consider sending things to landfill as a last resort (iaw
Government policies on Waste Disposal).

6 Provide information to building users to assist sustainable

operating procedures (e.g.: recycling and re-use) to be
implemented.

MATERIALS TO AVOID

Item No. Checklist / Action Action

Confirmed

1 Avoid any materials which are known to be harmful to

human health or to the environment.
2 Where practicable, avoid the use of PVC.
3 Avoid the use of non-FSC approved timber (or equal and
approved accreditation).
4 Avoid the use of any materials containing phosphorus, such
as phosphogypsum.
5 Avoid the use of any materials containing isocyanates, such
as polyurethane.

6 Avoid the use of any materials containing lead, zinc or

copper.

7 Avoid oil-based paints.

8 Avoid oil-based preservatives.
9 Avoid any wood treated with Copper Chrome Arsenic (CCA)
preservative.
10 Avoid the use of formaldehyde containing MDF.
Use of HFCs

It is UK Government policy that HFCs should only be used where other safe, technically
feasible and cost effective alternatives do not exist and preference shall be given to
schemes that propose alternatives to HFCs provided the Contractor can demonstrate that
these alternatives are safe, technically feasible, cost effective and more environmentally
acceptable. If alternatives to HFCs are rejected then it is must be made clear on what
basis this was done.

Where appropriate, the Contractor will use design consultants and/or sub-contractors who
have knowledge of alternatives to HFCs. The Contractor shall include details that
demonstrate compliance with the Governments policy on the use of HFCs, within their
tender response.
Appendix B

Best Practice Planning Models

This appendix sets out the benchmark models used for illustrative purposes.

This appendix along with Appendix C sets out the following:

Best Practice models which could be implemented
Analysis of an existing departmental layout (Psychology Appendix C)
Comparison using block plan/schematic diagrams of existing/proposed layouts to show different space utilisation
Example 1: Open Plan using 5.2m2 workstation model
Example 2: Open Plan using 6.2m2 workstation model
Example 3: Open Plan using assumed 5.2m2 workstation model using an alternative desk footprint
Example 4: Shared Offices using 6.2m2 workstation model

A.1 A.2 B C
Academic (Alternative) Academic/Administration Flexible
Open Plan Workspace

Planning Grid

Area per person 6.2m2/workstation 6.2m2/workstation 5.2m2/workstation 4m2/workstation

(minimum planning grid)

Assumptions for planning Desk: approx 800 x Desk: approx 800 x Desk: approx 800 x Desk: approx 800 x
grid 1800mm, 2 x personal 1800mm, 700mm dia. Table 1800mm, 2 x personal 1600mm, secondary
storage units, mobile and 2 x visitor chairs, mobile storage units, mobile circulation at 1000mm
pedestal, secondary pedestal, secondary pedestal, secondary
circulation at 1000mm circulation at 1000mm circulation at 1000mm
Note: Includes secondary circulation (denoted by hatch).
Appendix C

Psychology Existing Layout

UCL: Existing Corridor

KEY FEATURES:
Fully cellular layout
Inflexible use of space
Duplication of circulation
Dark internal spaces no daylight
No shared spaces / breakout areas
Total no. of workstations: 69
Current area per workstation = 8.5m2
Psychology Existing Blocking Plan
This block plan shows the
departments current organisation,
which shows no rationalisation of
functions.

Psychology Proposed Blocking Plan

The proposed demonstrates spatial
efficiency derived from
rationalisation of functions and
space.
Psychology Example 1: Open Plan

UCL: 3D Model View of office

KEY FEATURES:
Open plan layout based on simple wave desks. Total no. workstations: 78
Assuming a space standard of 5.2m2 / workstation (Planning Model B) equitable distribution of space
Accumulative space includes primary circulation and storage = 6.1m2 / workstation
Reduced floor area used for primary circulation
Personal storage per desk supplemented with central storage
Increased meeting / collaborative space: more meeting rooms and provision of informal, open plan meeting areas
Academic/Teaching facilities clustered to provide better security, more efficient allocation of space
Better support services, i.e.: additional storage, copier/recycling points, tea points/informal meeting areas
Better spread of natural light due to removal of walls
Psychology Example 2: Open Plan

KEY FEATURES:
Open plan layout based on simple wave desks. Total no. workstations: 67
Assuming a space standard of 6.2m2 / workstation (Planning Model A) equitable distribution of space
Accumulative space includes primary circulation and storage = 7.1m2 / workstation
Reduced floor area used for primary circulation
Personal storage per desk supplemented with central storage
Increased meeting / collaborative space: more meeting rooms and provision of informal, open plan meeting areas
Academic/Teaching facilities clustered to provide better security, more efficient allocation of space
UCL: 3D Model View of office
Better support services, i.e.: additional storage, copier/recycling points, tea points/informal meeting areas & breakout areas
Better spread of natural light due to removal of walls
Psychology Example 3: Open Plan

KEY FEATURES:
Open plan layout based on 120o desks. Total no. workstations: 78 UCL: 3D Model Views of office
Assuming a space standard of 5.2m2 / workstation - equitable distribution of space
Accumulative space includes primary circulation and storage = 6.1m2 / workstation
Reduced floor area for primary circulation
Personal storage per desk supplemented with central storage
Increased meeting / collaborative space: more meeting rooms and provision of informal, open plan meeting areas
Academic/Teaching facilities clustered to provide better security, more efficient allocation of space
Better support services, i.e.: additional storage, copier/recycling points, tea points/informal meeting areas
Better spread of natural light due to removal of walls
Psychology Example 4: Shared Office

UCL: Existing Corridor

KEY FEATURES:
Cellular layout based on simple wave desks. Total no. workstations: 63
Glazed fronts to offices to introduce daylight to otherwise dark spaces
Duplication of circulation and less accumulative space included = 8.9m2 / workstation
Reduced provision of meeting rooms which means tutorials will be held in offices
Less flexible space
Psychology Summary Table

Total Number of Area per Workstation Key Features

Example
Workstations
Fully cellular layout
Inflexible use of space
Existing Layout 69 8.5m2 Duplication of circulation
Dark internal spaces no daylight
No shared spaces / breakout areas

Equitable distribution of space

Accumulative space includes primary circulation and storage
Reduced floor area used for primary circulation
Personal storage per desk supplemented with central storage
Example 1: Open Plan
78 6.1m2 Increased meeting / collaborative space: more meeting rooms and provision of informal, open plan
(Based on a 5.2m2/worstation planning
meeting areas
model using wave desks)
Academic/Teaching facilities clustered to provide better security, more efficient allocation of space
Better support services, i.e.: additional storage, copier/recycling points, tea points/informal meeting
areas
Better spread of natural light due to removal of walls

Example 2: Open Plan

(Based on a 6.2m2/worstation planning
67 7.1m2 As Example 1
model using wave desks)

Example 3: Open Plan

(Based on a 5.2m2/worstation planning
78 6.1m2 As Example 1
model using 120o desk)

Glazed fronts to offices to introduce daylight to otherwise dark spaces

Duplication of circulation and less accumulative space included
Example 4: Shared Office
63 8.9m2 Reduced provision of meeting rooms which means tutorials will be held in offices
(Using wave desks)
Less flexible space
Appendix D

Benchmarking Cross sector comparisons

Banking BCO Home Office Proposed UCL: Tele- Proposed UCL: MoD Cabinet Office Department of UCL: Current
Company Academic/ communications Academic Health Estate
Administration Company
Open Plan
Workspace
Planning Grid

Area per person 3.7m2/workstation 5.0m2/workstation 5.2m2/workstation 5.2m2/workstation 5.6m2/workstation 6.2m2/workstation 6.8m2/workstation 7m2/workstation 7m2/workstation 15m2/workstation
(minimum
planning grid)

Assumptions for desk: 800 x minimum desk: maximum desk: approx 800 desk: 800 x desk: approx 800 desk: maximum desk: maximum desk: maximum (average take
planning grid 1800mm workspace 1600 x x1600mm, x 1800mm, 2 x 1800mm, x1800mm, 2 x 1600 x 1600mm, 1600 x 1600mm, 1600 x 1600mm, from case study
secondary footprint for storage unit and personal storage secondary personal storage storage unit and storage unit and storage unit and departments
circulation, trading desk or desk high units, mobile circulation at units, mobile desk high desk high desk high selected by UCL
storage space is call-centre pedestal, pedestals, 1000mm, storage pedestal, pedestal, pedestal, pedestal, estates. Across
NOT included, workstation e.g.: secondary secondary unit of 500 x secondary secondary secondary secondary the departments,
but the desk: 800 x circulation at circulation at 900mm per circulation at circulation at circulation at circulation at furniture varies in
assumption is 1 1800mm, shared 500mm 1000m workstation 1000mm 750mm 500mm 500mm size, shape and
linear metre per storage unit, contingency contingency contingency contingency type)
seat secondary allowance allowance allowance allowance
circulation at
700mm

Note: Includes secondary circulation (denoted by hatch).

Appendix E

Briefing Tool

To be developed with Client feedback