Smart working : from design to post-implementation care

GSK Biologicals

• GlaxoSmithKline Vaccines (GSK Vaccines), the vaccine division of the GSK Group, is a global vaccine research, development and production company, at the cutting edge of innovation in the fight against the most deadly infections and diseases. 
• Headquartered in Belgium, GSK Vaccines employs over 12.000 people worldwide, of which 8.000 in its three Belgian sites: Rixensart, Wavre and Gembloux.

The challenge

Facing a strong growth and changes in ways of working, GSK decided to implement a new workplace concept called ‘Smart Working’ in line with its corporate culture.
Moving from assigned desks to an ActivityBased Workplace raised several challenges  that had to be addressed carefully:

• Workplace concept definition;
• Communication and change management;
• Physical implementation;
• Move management;
• Post-implementation care;
• ...

The results

The careful deployment of the Smart Working environment produced so far the following results:

• Space savings: 31%
• Employee satisfaction:  84%
• CO² savings: annual production of 170 families

The AREMIS methodology

PREPARE > DESIGN > DEVELOP > BUILD  > EVALUATE  > ADJUST

1. Overall Project Methodology Definition

• Organization and planning
• Change management policy

2. Needs Specification Workshops

• Workplace users profiles
• Individual and collective requirements
• Coaching users about preparation activities such as ‘Clear out’ day (storage reduction)

 3. New Workplace Design 

• Interior design specification (colors, furniture,…)
• Technical solutions coordination (IT, printing,…)
• Space layout proposals, communication to community members

4. Project and Change Management

• Project coordination with all stakeholders 
• Detailed explanation to community members
• Relationships with several committees (EHS,…) 

5. Move Management

• Preparation, planning, communication
• Supervision of work and move coordination
• Drawings, database and space KPI’s update

6. Post-Implementation Follow-up

• Satisfaction assessment 
• Fine-tuning
• Capacity / occupancy evolution measurements and anticipation