Continuity Update, Jan. 18

Hello all!

This week, we're asking for your comment on a big topic that generates a lot of personal reactions: open floor plan and open work spaces.

We know that people have varying levels of comfort around open floor plans, and we want to accomplish two things in the post: 1) explain the thinking behind this design choice; and 2) give you a place to raise your concerns and questions. Please read below and then use the comments section to start the conversation - we will continue talking about this in the coming weeks.

Also below: what's new around the building, a reminder about Zimbra calendars, and a note about what to do with the treasures you discover as you clean out your desk.


What's new around the building?
 


What am I looking at? This detail shows a rows of slate tiles that spans most of the front wall that visitors will see at the main entrance. This tile was reclaimed from the roof of the existing building, where it fought off snow and rain and wind for 120 years. It was carefully removed to make room for the new solar arrays, and reclaimed for use here.

What else is new?
The construction crew is focused on interior and exterior finishes right now. That means sheetrock, metalwork, slate and paint (which has a surprisingly strong smell occasionally - sorry about that!). The crane will return on Friday, Jan. 22, to put the heat exchangers into their final position. We may hear the occasional sound of the impact wrench as the interior stairs are built out in the coming weeks.

Calendars
Do you, or someone you know, feel reluctant about using Zimbra to schedule studios or resources? Now is the time to put your hand in the air and say, "It's me! I'm the one who doesn't use Zimbra for scheduling!" Guaranteed, you aren't the only one. But here's the problem: available time in studios is about to get very restricted, and Zimbra is our only tool for reserving space. On the flipside, we will soon be in a large building with many, many spaces, and we'll need to get good at communicating who has which rooms signed out. Again, Zimbra is our tool for this. So please -- learn to love it, and use it always. If you need a refresher or moral support, there are colleagues who are eager to help you.

Cleaning out stuff
There are boxes in the lobby next to Brian’s office that you can use to pack stuff up and/or take stuff home – please grab what you need and use them. If you need other packing supplies to get your desk ready to move (tape, labels, etc), please let your manager or Heather know. Shred totes are in the lobby for you to use, too!

Please consult Michelle if you find historically interesting things that VPR may want to keep for posterity. There's no hard and fast rule for this, but Michelle asks that you hand off these kinds of items to her:

• Old photos, including VPR photos and historical Fort Ethan Allen stuff
• Newsletters and brochures
• In some cases, old programming scripts (when cleaning out Sarah's desk last year we found a script from a live performance in 1984!)
• Swag and memorabilia - there may be duplicates, but she'll sort that out later
• Newspaper clippings, State Legislature resolutions, autographed posters, etc.

If you find CDs of old programs, listener testimonials, etc., please box those up and clearly label them for storage. We will move them off site and (ideally) archive them at a future time.

And, we know that several people are building small collections of really useful, gently used items that could be handy to someone else. Coming soon, probably in February, we'll be designating a space where you can leave these items for others to peruse and take home.


DISCUSSION: Open floor plan

Why open work space? The idea is to visually and conversationally connect ourselves to each other, break down silos, and build continuity among departments and teams. The plan imagines that we'll put less of a focus on working at our own desks all the time, and more of a focus on working in lots of formal and informal spaces as teams, or hiding away for total focus when needed.

The new building has a range of open and closed spaces, and two styles of desks. Depending on where you are working or meeting (and depending on what you are used to right now) the new space may feel like a significant change to you.

The thinking that went into the design choices began three or more years ago; a lot of us have forgotten that work and a lot of us have joined VPR since then and aren't aware of those discussions.

So, how did we get here?
From the beginning of the project, VPR wanted a building that would provide maximum flexibility. A lot of information and input was gathered through station visits, and consultation with architects and designers. Staff input was gathered in a few ways, including a staff-wide meeting in August 2013.

During this design session, the staff generated this list of things we want in the new space:

Personal work spaces:

• Neighborhoods for departments
• Complete connectivity – all the time, everywhere
• Natural light and views, good task lighting
• Noise control
• Quick 'scrum' areas for ad hoc meetings
• Sit/stand desks

Shared work spaces:

• Lots of connectivity (phone, data, wifi…)
• “Do not Disturb” options
• Places to go for a change of pace/focus
• Voice booths for recording and auditioning audio
• Space for multi-day projects
• Space to meet with visitors
• Meeting spaces with screens/boards, multi-media
• Natural light and views

Common Spaces:

• Seating for work or relaxation
• Flexible spaces - some organized, some random
• Mud room, places for coats
• Wellness room for naps, kids, nursing mothers
• A proper kitchen
• Connections to the outdoors

These wish lists informed the final design of the building. Here are some of the ways you'll see that when all the construction phases are done:

• 7 single-person, "leave me alone" rooms (LMAs) throughout the building to provide privacy and quiet
• Eight dedicated conference or project rooms, varying in size for 4-12 people
• A wellness room for naps, visiting children, nursing mothers, etc.
• Dedicated coats and boots areas by staff and public entrances
• A large, casual café area with adequate counter/island space, high and low seating options, and beautiful natural light. This space is also designed to be flexible and able to accommodate caterers
• Neighborhoods for departments and improved proximity to resources and other departments
• Quick scrum spaces, white boards, and robust technology
• Sit/stand workstations for every employee
• Connections to the outdoors, including windows that open, skylights, outdoor patios and BBQ space

Brian Donahue has marshaled the design work on this project, and offers these thoughts on open work space:

"I know there is apprehension and worry about the open floor plan design. It is absolutely clear when this design is done poorly, everyone suffers. I’ve experienced the impersonal and disruptive world of the 'cube farm' and I personally never want to return to something like that. Our design philosophy is to create a forward-thinking ecosystem where employees and visitors are inspired."

What are your reactions?
Hopes? Concerns? What are you looking forward to in this design, and what makes you feel nervous? If you are apprehensive, what would ease your concern? Your comments will help us see the range of opinion and emotion around the topic, and will help us help everyone make the move as smooth as possible.Use the comments section below and have at it!

Note: A previous version of the post had a typo. There are no "scum areas"; they are in fact, "scrum areas." If you would like to request actual scum areas in the new building, please see Brian Donahue.