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Case
Study

Creating
a
blueprint
for
mobile

and
flexible
working

• What
size
building
do
we
require
to
accommodate
the

Executive Summary
teams
–
could
this
be
an
opportunity
to
save
money?

As
part
of
its
integration
programme
between
Oxford
Health

NHS
Foundation
Trust
and
Community
Health
Oxfordshire,
• How
can
we
use
this
office
redesign
to
rethink
our

the
Trust
needed
to
bring
2
head
office
functions
together
-‐
current
working
practices
to
promote
greater
mobile

two
different
cultures,
two
different
working
styles
and
two
and
flexible
working,
in
particular
supporting
the

different
offices.
How
could
Oxford
NHS
FT
integrate
these
2
Directorates
in
the
community?

teams
within
4
months
and
use
this
as
an
opportunity
to
set

the
direction
for
new
ways
of
working
across
the
newly
• What
practices
and
working
behaviours
do
we
want
to

merged
organisation?
Flexility
worked
with
the
staff
and
the
encourage,
as
a
central
HQ
function,
for
the
remainder

HR,
Property,

Technology
and
Executive
Leadership
teams
of
the
Trust
to
adopt?

to
understand
the
art
of
the
possible
and
to
create
the

blueprint
for
change.

The
Trust
came
to
Flexility
to
help
to
find
answers
to
these

questions
and
to
create
a
‘blueprint
for
change’
that
could

be
applied
across
Oxford
Health.

Background

In
April
2011
Oxford
Health
NHS
Foundation
Trust
Solution
announced
that
it
was
to
join
forces
with
Community
Health

Oxfordshire.

As
a
result
of
this,
Oxford
Health
NHS
FT
would
Flexility
spent
time
with
the
leadership
team
to
understand

become
an
organisation
of
nearly
6,000
staff
providing
a
what
they
wanted
to
achieve
through
the
change.
There

range
of
specialist
mental
health
care
in
five
different
was
alignment
along
the
following
objectives
for
the
change

localities
as
well
as
physical
healthcare
to
patients
in
programme:

Oxfordshire.
This
integration
was
designed
to
bring
the

services
closer
together
and
to
deliver
better
care
closer
to
1. To
generate
service
improvement:
to
establish

stronger
links
between
HQ
functions
and
with
the

home
while
providing
a
real
alternative
to
acute
hospital

Directorates

admission
for
many
people.

2. To
increase
efficiency:
to
reduce
the
dependency

The Challenge on
face-‐to-‐face
communications
and
make
more

effective
use
of
space

As
part
of
the
integration
programme
Oxford
Health
needed

to
look
at
how
to
bring
the
workforce
from
these
two
3. Employee
engagement:

to
create
a
better
level
of

organsiations
closer
together.

The
first
phase
of
the
employee
satisfaction
and
engagement
while

integration
included
a
physical
move
to
one
headquarters.

introducing
consistent
good
practice
across
the

This
activity
needed
to
be
completed
within
4
months,
as
Trust.

leases
on
one
building
came
to
an
end.

The
leadership
team

posed
the
following
questions:

‹1›

Case
Study

Flexility
looked
at
the
opportunities
for
change
across
three
Benefits
dimensions:
the
workforce,
the
property,
and
the
enabling

The
blueprint
for
change
was
created
in
6
weeks
and
set

technology.

out
a
clear
programme
plan
to
support
the
move
to
one

headquarters
over
a
3-‐month
timescale.

WORKING
PRACTICES:
We
engaged
with
a
third
of
the

workforce
through
a
series
of
interviews
and
workshops,
to

There
were
financial
savings
to
be
gained
by

challenge
current
ways
of
working
and
to
set
the
vision
for

accommodating
all
central
office
staff
in
one
building,

the
future.
We
found
that
there
were
many
good
examples

equivalent
to
a
30%
cost
reduction
per
head.

of
flexibility
in
hours
of
work,
but
not
in
place
of
work.

However,
there
was
an
appetite
for
change,
with
more
than

Other
benefits
identified
by
the
workforce
included:

50%
of
the
workforce
wanting
much
more
flexibility
to
work

away
from
the
office:
at
home
and
to
deliver
more

• Increased
productivity
by
being
able
to
work

responsive
and
visible
service
in
the
community.

in
the
community/with
the
Directorates

• Improved
and
more
visible
service
delivery

SPACE:
We
undertook
an
audit
of
the
existing
two
offices
• A
positive
impact
on
work:life
balance
for

and
considered
the
practical
aspects
of
seating,
desktop
employees

technology
and
storage
requirements.

We
found
a
siloed
• An
increase
in
the
Trust’s
ability
to
attract

and
retain
talent

working
environment
–
90%
people
were
allocated
a

dedicated
desk

but
30%
seats
remained
unoccupied
at
any

By
engaging
with
the
leadership
team
and
the
employees

one
time.
There
was
not
enough
collaborative
space
and
no

early
on
in
the
programme,
there
was
considerable

effective
way
to
book
meeting
rooms.

The
workforce
in
the

momentum
generated
for
the
change
and
a
willingness
to

2
HQ
functions
could
be
accommodated
in
1
building
by

adopt
new
working
practices.

embracing
mobile
and
flexible
working
and
we
produced
a

range
of
layout
designs
to
show
how
the
space
could
look,

while
providing
the
right
mix
of
personal
and
collaborative

space.

Help?

Flexility
works
with
organisations
to
help
them
successfully

TECHNOLOGY:
We
looked
at
the
current
technology
identify
and
reap
the
rewards
from
mobile
and
flexible

supplied
and
found
that
it
was
not
aligned
with
the
needs

working.

of
the
workforce
-‐
policies
had
devolved
responsibility
to

departmental
level
so
allocation
was
inconsistent.

We
For
more
information
about
the
ways
in
which
we
can
help

developed
a
technology
profile
for
each
workstyle
based
on
your
organisation
contact
us
at
info@flexility.co.uk
or
visit

information
and
communication
needs.
We
also
helped
to
www.Flexility.co.uk.

shape
quick
win
and
longer
term
IT
initiatives
that
would

address
the
performance
challenges
to
support
more

remote
working.

The
longer
term
strategy
being
to
move

towards
a
more
integrated
communications
infrastructure

to
support
one
number,
one
voicemail,
and
one
address

book.

To
support
the
move
to
1
headquarters
in
a
rapid
3
month

timescale
we
developed
a
change
plan
aligned
to
each
of
©
September
2012
Flexility
Limited
•
Other
product
and
company
names
m entioned
herein
m ay
be
the
trademarks
of

these
workstreams.
their
respective
owners.
The
information
contained
in
this
publication
is
correct
at
the
time
of
going
to
print.
Such

information
m ay
be
subject
to
change
and
services
m ay
be
m odified,
supplemented
or
withdrawn
by
Flexility
without

prior
notice.
All
services
are
subject
to
terms
and
conditions,
copies
of
which
m ay
be
obtained
upon
request
•

www.flexility.co.uk
•
Registered
in
England
No.
6578126

‹2›

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Flexility case study - Oxford Health

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Flexility case study - Oxford Health