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Designingthe Fot FAHFEI
Designingthe Fot FAHFEI
Designingthe Fot FAHFEI
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Ridgway, Keith
Advanced Manufacturing Research Centre with Boeing / Rolls-
Royce Factory of the Future / University of Sheffield /
Advanced Manufacturing Park / Wallis Way / Catcliffe /
Rotherham / S60 5TZ UK
E-mail: k.ridgway@amrc.co.uk
Cerulli, Cristina
School of Architecture / The University of Sheffield / Arts
Tower / Western Bank / Sheffield / S10 2TN UK
E-mail: c.cerulli@sheffield.ac.uk
Davis, Matthew
Leeds University Business School / The University of Leeds /
Maurice Keyworth Building / Leeds / LS2 9JT UK
E-mail: bnmcd@leeds.ac.uk
Challenger, Rose
Leeds University Business School / The University of Leeds /
Maurice Keyworth Building / Leeds / LS2 9JT UK
E-mail: r.challenger@lubs.leeds.ac.uk
Wiseall, Steve
Manufacturing Technology / Rolls Royce plc / PO Box 3 /
Filton / Bristol / BS34 7QE UK
E-mail: steve.wiseall@rolls-royce.com
Hill, Peter
R&T Cost Engineering / Rolls-Royce plc / PO Box 31 / Derby /
DE24 8BJ UK
E-mail: peter.hill2@rolls-royce.com
Hollis, Kate
Human Resources / First Floor / Sainsbury's Store Support
Centre / 33 Holborn / London / EC1N 2HT UK
E-mail: kate.hollis@sainsburys.co.uk
Clegg, Chris
Leeds University Business School / The University of Leeds /
Maurice Keyworth Building / Leeds / LS2 9JT UK
E-mail: c.w.clegg@leeds.ac.uk
ABSTRACT
Research is amassing as to the effects that the physical workspace may have upon
both individuals and organizations. However the design process for new workplaces
is still relatively unstudied by organizational psychologists. We discuss the
involvement of a group of organizational psychologists in the design of a new work
facility - the Factory of the Future. We describe their contribution and the
sociotechnical systems approach adopted. We highlight areas in the design process
where organizational psychologists can make a contribution. The rationale for
taking a sociotechnical perspective and similarities to lessons learned from more
general organizational change programmes are discussed.
Keywords
Design, workspace, sociotechnical, control, participation, factory
INTRODUCTION
For most organizations the physical work environment (workspace) constitutes their
second largest financial overhead (after human resources) [21], however the
impact of workplace design extends well beyond the financial realm. Evidence is
accumulating relating the features of the physical workspace and its design to
outcomes including job performance, environmental satisfaction and individual well-
being [30, 32]. Indeed it has been estimated that 20% of productivity gains (or
losses) may be attributable to the impact of buildings on their occupants [17].
Whilst a well designed environment may or may not have beneficial effects
(dependent on other factors such as job design etc.), a poorly designed
environment will have a negative impact [20, 32].
Following the literature review, a report was submitted to the architects leading the
design team, which informed the development of building objectives (e.g., brand,
communication, flexibility, teamwork). The report included the AMRC mission
statement (developed in the previous stage), the people and organizational
requirements, suggestions for the design process, and the concept of a ‘metaphor’
for the new Factory. The organizational psychologists’ input at this stage was
instrumental in highlighting the people and organizational requirements of the
Factory, such that the design could incorporate the above factors.
The key finding from interviews was that the functionality of the current building
was adequate, with staff feeling they had the resources they needed to perform
their jobs effectively. It was a primary concern that this aspect should not be lost in
the new Factory. Similarly, staff felt the general layout of their current building
was adequate, although a lack of social space was noted, with a place for informal
socialisation, and eating and drinking, being widely requested. The interviews also
revealed that the current facilities could no longer meet future requirements due to
spatial limitations, highlighting the need to consider the AMRC’s future needs in the
design process. Additionally noted, was the need to consider team functioning, for
example, in terms of the areas of the AMRC to which frequent access would be
required.
To examine the layout and spatial requirements of the new Factory, user
consultation was performed with the aid of Dr Cerulli, an architect experienced in
briefing. The layout and spatial requirements study consisted of: a motion study,
where staff were provided with colour coded plans of the current AMRC building and
asked to map their movements, and frequency of these movements, within the
building during one workday; and three workplace scenarios addressing the types
of workspace most frequently utilised (employing Duffy’s [9] conceptualizations of
workspace; cell, den, hive or club), the strengths and limitations of generic
workplace layouts (open plan throughout, team based open plan and Duffy’s [9]
workspace types), and the location of office type workspace in relation to
workshop/factory type space (completely separate, office space over two floors and
integrated). This was carried out over a period of one month, and allowed staff to
have their say in the design of their new workplace.
The overall results suggested that AMRC staff needed to work in an environment
that allowed them to communicate, interact, and work within teams with ease on a
daily basis, whilst also having provisions for quieter, more solitary work when
required. Hence, a variety of workspace types is essential. This is especially
important in this case, as the exercise demonstrated that individual groups and
teams would use different types of workspace to a greater or lesser extent on a
typical working day. Another key finding was the high demand for meeting space
expressed, this being of a much greater concern than had been appreciated by the
design team.
Difficulties
• Financial cost – value engineering. The first costing of the original building
design was some millions of pounds over-budget. As a result there was an
extensive value engineering phase, during which the focus turned away
from human and organizational issues.
• Potential to be sidelined – marginalisation (e.g., metaphor issue not widely
picked up on or discussed). What should the new facility ‘feel like’? What
should a visit to the Factory remind people of? A hospital, a street, a
marketplace, a mountain lodge, a church..? Discussing and agreeing on this
issue would have allowed the project team to stamp down a clearer shared
vision and set of requirements for the Factory.
• Possibility of human factors considerations becoming token gestures and not
functioning solutions (e.g., potential risk with social hub).
• Difficulties agreeing a shared vision and a shared brief/set of requirements.
Agreeing a shared vision is crucial in terms of providing architects with a
clear and succinct brief from which they can produce designs.
Disagreements reaching a consensus on the vision and brief added delays to
the initial design stage, highlighting the need for compromise between
stakeholders.
• Time constraints. There were severe time constraints in place in this project
due to funding-related deadlines, which had numerous implications
including: a danger that constraints and interdependencies within and
between work streams would not be noticed; the architects being pushed to
view the social impact of the design as a useful luxury if time would permit.
Sociotechnical emphasis
Psychological theory advocates the early focus on human and social factors in the
design of systems [5] and we believe the involvement of organizational
psychologists has ensured a greater coverage of these. The wider change
management literature often notes a lack of systems thinking or end user
participation accompanying less successful change programmes [14]. The
sociotechnical approach requires the whole organization, including the individual
workers, the technology, work processes and physical work environment etc., to be
considered as a single system [13]. Organizational psychology’s contribution in
clarifying the human and organizational issues for the other members of the design
team (e.g., identifying office layouts that would assist the varying users’ work
styles and the need for high levels of meeting space) enabled them to be
incorporated into the design from the very outset. Aiding architects’ understanding
as to how the workspace is to be utilized and the organizational requirements of the
space, is congruent with a sociotechnical design process, whereby all constituent
parts of the system are considered in parallel [5], reducing the chance of one
element being considered over others (in this case, the physical environment being
designed without due thought as to how it interacts with the users and the
organizational structure). It has been suggested that the high failure (or non
success) rate of business change initiatives may in part be attributable to
inadequacies in understanding the social and organizational factors of the work
systems in which they are to be integrated [6, 23]. We believe that the adoption of
a sociotechnical approach, promoting the consideration of these wider social and
organizational factors throughout the design, alongside the technical aspects,
increases the chance that the end facility will fulfill the requirements of both the
users and the organization.
Participation
The process of engaging end users and allowing them a degree of control (input) in
the design and implementation process has been consistently demonstrated as
beneficial to both the design of new workspaces (e.g., increased functionality) and
the extent to which employees accept the change in working practice [31].
Participation has the potential not only to gain a greater insight into the functional
needs of the end users of buildings, but also to provide a sense of ownership over
the final product [3]. We believe that our approach has, unusually, extended this
to the design of a workplace.
We believe that the time spent understanding the structures and working styles of
the members of the AMRC enabled a much more accurate set of requirements to be
presented to the other members of the design team. Information on the clients’
needs is key to developing the architects’ brief and to the overall success of the
design of a workplace [10, 27, 31]. The resulting design included a diversity of
working spaces. The space planning exercises, demonstrated that within teams
and within individual job roles, the types of tasks users engaged in vary
enormously, as do the way in which they fulfill them. The need to understand
these requirements and select the appropriate workspace solution necessitates
involving the workers in such decisions [1].
A further important point to arise from our experience in the design of the Factory
of the Future has been the need for compromise between all parties. This
compromise can be viewed as establishing a balance between competing elements
of a work system, to reach solutions that enable all constituent parts to work
together to perform optimally [7, 13, 23]. That is, we should not seek to optimize
only one part of the system, e.g. the building design, but to consider all the
elements together [7], as a change to one part may result in necessary changes to
others, e.g. a change in office layout may result in the need for different
communication practices and vice versa. This joint consideration necessitates
compromise; this was indeed our experience.
The physical workplace has been associated with negative effects on employees,
including on motivation, job satisfaction, wellbeing, physical stress, environmental
satisfaction and performance [4, 8, 25], with many of these relationships
hypothesized to stem from the workplace not providing for the employees’ needs
(e.g., privacy, quiet space). It has been noted that when changes to office design
and layout are implemented in a top down manner, or without adequate
involvement of the end users, negative outcomes can result [31]. We suggest the
design of a new work facility encompasses the same sets of issues as change
programmes in general and technology led innovations in particular, due to the
tendency for ‘experts’, e.g. IT professionals, to “design a system, and then push it
at its end users” [7, p215]. This is, speculatively, analogous to an architectural
design team designing a commercial building, in relative isolation to the functioning
and structure of the organization which is to occupy the workspace, and expecting
that the users will simply adapt to, and learn how to use, the new space once it has
been built. This is in opposition to what has been described as “pull-based user-
owned change” [6, p235], whereby end users pull the project through to successful
completion by taking ownership of, and having input into, the process, ensuring
that it meets their needs. The sociotechnical approach consistently suggests that
participation and involvement by end users is necessary for optimal systems design
and should begin in the initial design phase and carry through to completion/use
[7, 23].
ACKNOWLEDGEMENTS
The authors would like to thank all the staff, stakeholders and design team involved
in the AMRC and Factory of the Future for their continued cooperation, support and
time throughout this process. We would also like to acknowledge and thank Emer
Lynam and Natalie Curd for all their work during this project.
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