Smarter working policy

Managed workspaces are work areas made up of:

• bookable workstations
• different-sized meetings rooms
• 'drop in' spaces (which do not need to be pre-booked)
• refreshment areas

These are places to:

• collaborate
• meet
• network
• meet new employees as part of their induction

Managed workspace is open to all employees.

There are also bookable service hubs for people from a particular function. All directorates will have a service hub facility. The directorates will decide the working arrangements of each service. Where a service hub is at capacity, individuals can book managed workspace or work from home.

We will equip all workstations with the appropriate equipment. Individuals will be able to dock their laptops. During periods of renovation, capacity for bookable workspaces may be reduced.

All 'drop in' areas will operate on a first-come, first-served basis. These are where team members can meet informally or work individually (not attending Microsoft Teams meetings).

A number of offices are assigned for use by the leadership team and from time to time the managed workspace may be allocated to specific services.

Individuals must take all personal possessions home at the end of the day. The facilities management team will remove any possessions left and store them for safe collection.

Staff should report any damaged equipment to business support. We will then make the desk unavailable so that we can fix the equipment.

Where the electronic booking system is in place, employees must:

• book a desk via the electronic booking system
• only work from a service hub if their function has an identified work area
• vacate a workspace when asked if they have not booked it. We will view any repeated behaviour of this nature seriously.

Employees can book workspace for a whole or half-day.  Travel between home and the booked workspace is not counted as working time.  Travelling should not impact on an employee's availability.

Employees who need help exiting a building in an emergency, or when a lift breaks down, should book a workspace either:

• in a location allowing them to exit the building independently, or
• with colleagues trained to help them as part of their personal emergency evacuation plan

Specialist equipment and adjustments will be available in work areas. In some instances, an individual's line manager and the property team will need to advise.

A limited number of lockers will be available for employees to store their personal belongings securely.