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Time frame: 12 months
Budget: $80,000
Team size: 4
Key contact: Simone Millen

How do you involve staff in designing the way they work? 

The Department of Premier and Cabinet (DPC) was keen to be more agile and collaborative. The Ignite team knew the physical work environment and the technology were critical parts of making this happen. 

However the most important part was the human element. Moving to a digitally-enabled, modern workplace would challenge culture and behaviour.  The risk was staff would not embrace the change.

To manage this, staff were asked to participate in the design of the workplace they were seeking. The Ignite team used human-centred design methods, tools and mindsets to bring hundreds of staff along on the design journey.

Project goals

The IGNITE project aimed to:

  • reduce or eliminate travel time between offices

  • improve collaboration and communication between colleagues and visitors

  • enable more flexibility in the workspace and work arrangements

  • offer modern, superior building and office amenities

Outcome and results

  • The IGNITE project transformed the DPC workplace including the rollout of premium digital technologies and tools to sustain an engaged, empowered and high-performing workforce and creating environments that support staff to structure their working life in a way that works for them, allowing greater autonomy and flexibility in how work gets done. 
  • Hundreds of DPC staff as well as subject matter experts engaged with the design process in a targeted and representative staff consultation that provided a better understanding of DPC’s workplace requirements than ever before. 
  • There was almost no variation or changes in scope to the detailed design after the architects delivered their plans. This is very rare and reflected how well staff requirements were captured through the co-design process. There were no nasty surprises that needed to be accommodated. New workspaces were delivered to DPC staff quickly and at a reduced cost.
  • The design of our workspace can be reproduced across government – other departments and agencies are looking to DPC as leaders in workplace transformation

Ignite design process

  • Timeline: 1 month

    Methods

    • forming Project Control Board and PRG
    • identifying representatives from each area of DPC for the PRG
    • stakeholder mapping
    • gathering data and requirements through stakeholder interviews
    • project initiation document

    Outputs

    • project vision
    • project plan
    • stakeholder register
    • communication plan
    • risk register
  • Timeline: 1 month

    Methods

    • survey
    • diary studies
    • site visits
    • co-design workshop to explore needs 

    Outputs

    • insights report (high level)
  • Timeline: 6 weeks

    Methods used

    • ideation/sketching
    • paper prototyping of floor plans
    • prioritising ideas
    • discussing constraints

    Outputs used

    • workplace tech requirements
    • Digital Employee Experience (DEX)
    • low-fidelity prototype of floor layout
    • video process (storytelling)
    • board submission (co-design report) 
  • Timeline: 3 months

    Methods

    • executive visioning workshop (on change management)
    • functional briefing interviews with branch representatives to gather detailed requirements (inclusive design)
    • technical working group
    • sustainability working group 
    • branding and identity working group
    • storage audit
    • detailed design concepts and prototyping

    Outputs

    • fly through video
    • service prototype recommendations (chairs, tables)
    • detailed design docs (floor plans, elevations, tech specifications, finishes/palette)
    • storage report
    • intranet communications
    • stack plan
  • Timeframe: 4 months

    Methods

    • branch roadshows
    • weekly working group meetings
    • weekly communications
    • clause 10 consultations
    • workplace experience workshop
    • induction sessions
    • post relocation on-site support and feedback (lessons learned)
    • alpha (Minimum Viable Product)

    Outputs

    • change management strategy
    • working (physical and digital)
    • 5 floors (design and fitout, new tech, in all spaces, new devices and community management) 
    • Trello board (visible kanban)

Reviewed 16 April 2020

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