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ADMINISTRATIVE OFFICE SPACE PLANNING GUIDELINESSeptember 20191

CONTENT STATEMENT OF PURPOSE PLANNING PRINCIPLES PLANNING APPROACH PLANNING EXAMPLES CONCEPT DEFINITIONS GUIDELINES SPACE STANDARDS APPENDIX2

STATEMENT OF PURPOSEUC San Diego is experiencing rapid growth on campus including an increasein student enrollment, new construction such as the North Torrey PinesLiving and Learning Neighborhood, the Triton Pavilion and the new light railsystem coming in 2020. Space for student programs and Administrativeoffice space will continue to be constrained until these new projects arebrought on‐line. In an effort to maximize the efficiency of existingadministrative office space and transform new and renovated workenvironments, new administrative office space planning guidelines are beingimplemented on campus.These planning guidelines encourage a more balanced “Activity‐Based”workplace environment by providing the work space that best supports thework being performed, instead of assigning space by rank or title. Additionalgoals include creating equity of space, with equal access to light and views,providing more shared social spaces and encouraging more collaboration.These planning guidelines are meant to provide a starting point for spaceplanners to determine the amount and types of space needed whendesigning new offices or reconfiguration of existing administrative officespace.These guidelines are voluntary and apply to administrative office space only,and do not include Academic Affairs, Research or lab office designs.UC MERCED ADMINISTRATIVE BUILDINGAdministrative Office Space Planning Guidelines3

PLANNING PRINCIPLESCreate modern space standards that promote flexibility, efficiency andproductivity, while providing appropriate support spaces and amenities that fostercollaboration.1. Provide a variety of private and collaborative space to supportall work modes2. Encourage neighborhood planning concepts to build identity3. Create equity of space4. Provide equitable access to light and views5. Provide more shared social and amenity spaces6. Encourage collaboration7. Create spaces that provide flexibility for reconfiguration8. Support mobile workers and alternative work schedules9. Create spaces that helps to attract and retain employees10. Accommodate all generations within the workplace11. Use modern space planning and density modelsAdministrative Office Space Planning Guidelines4

PLANNING APPROACHThe following planning concepts provide a framework for thinking about thetype of space that is appropriate for your group. These planning concepts can becombined to meet your group’s unique needs.Activity‐Based planning modelo Higher density design with a balance of private, shared andcollaborative spaceso Focus spaces for concentrated worko Collaborative and team based layoutso Supports alternative work schedules and stylesTransitional planning modelo Average density with more Private offices for focus work modeso A blend of Conventional and Activity‐Based approacheso Amenity spaces for focus and social engagementConventional space planning modelo Lower density with a concentration of private offices and focus workmodeso Can include planning concepts from Activity‐Based and Transitionalo Provide collaborative spaces as needed for teamso Requires less communal work spacesAdministrative Office Space Planning GuidelinesExamples of Activity‐Based Planning5

CONCEPTActivity‐Based workplace concepts have been a staple of corporate culturefor years and are increasingly being used in Academic and Institutionalsettings. Activity‐Based workplace design can on principal, reduce theamount of space dedicated to the individual work space, and increase theamount of shared communal and collaborative spaces. This trend has beenaccelerated by the reduced use of printed materials and file storagerequirements. This approach does not necessarily result in an overallreduction in square footage per person since shared amenity spaces add tothe total square footage, however it does provide greater flexibility tochange and adapt the space over time. Developing uniform space planningguidelines can improve equity and ensure flexibility for long‐term growth.There will always be employees who will require a private office for focusedwork, handling confidential materials and meeting with staff. Employeesassigned to more open environment work settings, may sometimes requirea space for more private concentrated work. These requirements can bemet with private “Focus” rooms that can be reserved for heads down workor one on one meetings that require confidentiality. In addition, phonerooms should be provided for private conversations.Activity‐Based workplace concepts along with technology such as laptopsand cell phones can provide an environment where the worker is able tochoose between a variety of work settings. This flexibility increases workersatisfaction, productivity and employee retention. Campus Planning isadvocating the use of Activity‐Based workplace planning principles for bothnew and remodeled administrative space. Campus Planning is available toadvise each VC area for the reuse of space within their area.Administrative Office Space Planning GuidelinesA UC San Diego Administrative Space Management Study was conducted in2018 by an outside consultant, (Gensler) to provide benchmarking studies andrecommend best practices for campus administrative office space. Read a copyhere: lThe Administrative Space Management Study included interviews with key UCSan Diego stake holders, site observations of representative building facilities,and compared them to peer institutions. Key recommendations included;o Create a centralized policy governing administrative spaces, utilizingmodern density and layout benchmarkso Develop and implement standards for workplace technology (e.g. laptops,docking stations, VOIP, wireless, etc.)o Plan and program appropriate support spaces in Activity‐Based workplacelayouts (e.g. amenities, collaboration, phone rooms, etc.)o Leverage the Triton Pavilion as a novel opportunity to discover andimplement new planning practices based on work activities, rather thantitlesThe space planning guidelines herein were developed around: (1) The UC SanDiego Administrative Space Management Study; (2) current industrystandards; (3) benchmarking data from other academic institutions and privateindustry; and (4) programs developed for new projects on campus. OfficeWorkspace refers both to private and shared offices and workstations orcubicles in an open area.6

PLANNING NINGAdministrative Office Space Planning Guidelines7

DEFINITIONSACTIVITY‐BASED WORKPLACEThe UC San Diego Administrative Space Study recommends a balancedActivity‐Based Workplace defined as neighborhoods that are planned tosupport all four work modes, giving people choice in how and where theywork. The study further defines Activity Based workplace;An activity‐based workplace, with a variety of open and closed spacetypes, provides a more balanced work setting that enables both focusand collaboration. This creates an environment where people havemore choice in where to work, improving the employee experience. Amore balanced environment can also create positive cultural impacts,including greater access to leadership, increased awareness, andstronger teams activity‐based work settings can improve theemployee experience by providing greater balance and choice in worksettingsGensler/UCSD Administrative Space Management StudyOpen Collaborative areaAdministrative Office Space Planning GuidelinesSocial Lounge8

DEFINITIONSACTIVITY‐BASED NEIGHBORHOOD CONCEPTAdministrative Office Space Planning Guidelines9

DEFINITIONSWORK MODESThe UC San Diego Administrative Space Study recommends an Activity‐Based workplace defined as neighborhoods that are planned to support allfour work modes, giving people choice in how and where they work.The four work modes are defined as follows;o Focus‐Work involving concentration and attention to a particulartask or project or confidentiality.o Collaboration‐Work with another person or group to achieve agoal.o Socializing‐Work interactions that create common bonds andvalues, collective identity, collegiality and productive relationships.o Learning‐Working to acquire new knowledge of a subject or skillthrough education or experience.CollaborationSocialFocusAdministrative Office Space Planning Guidelines10

DEFINITIONSWORK MODE CHARACTORISTICSAdministrative Office Space Planning Guidelines11

DEFINITIONSWORK MODE SPACE TYPESAdministrative Office Space Planning Guidelines12

GUIDELINESGUIDELINES FOR SPACE ASSIGNMENTTraditional office space allocates private offices at the exterior perimeterof the building with workstations and shared spaces away from thewindows. This creates an inequality in access to light and views. A moreequitable approach would be to provide circulation and open workstationsat the perimeter window walls, and locate offices towards the interior ofthe space to increase access to light and views.A 2012 Space Utilization & Activity Analysis study by Gensler for theUniversity of California Office of the President, reveals the utilization ratefor workstations, offices and shared offices was on average 46%. This oftenmeans that management offices are empty while the occupant is meetingin conference rooms or off site. A manager that is truly a mobile workercould be assigned a smaller touch‐down space. This approach would freeup access to the window, light and views for employees who spend moretime at their desk. This would also allow for workstations, collaboration,and social spaces to be adjacent to the window wall. Enclosed focus spacessuch as offices and larger closed conference rooms could be located awayfrom the windows.FocusExisting space standards assign space based on job title or the legacy spacethat is available for reuse. These new guidelines would allocate spacebased on the appropriate work mode. Workers who spend a majority oftheir time in team or collaborative work could be assigned to a Focus‐team/collaborative work setting. Focus workers who spend the majority oftheir time in concentrated work could be assigned to a Focus‐individualwork setting.Phone RoomAdministrative Office Space Planning GuidelinesFocus13