ILYA - OFFICE/FACILITY PROGRAMING

explained by Ryoichi Tazawa

Facility programming (FP) collects data on existing and future requirements for office space and services, organizational systems, personnel, furniture & equipment, and related costs and information. It analyzes this data to develop design criteria which provide the framework for planning and design. The phase output is a document outlining all the space allocations and requirements for the new office space—a document that is referred to throughout the project to ensure the program is met.

Comprehensive and strategic facility programming performed at the initial stages of planning ensures the office plan is effective and serviceable, not only in terms of cost but in all respects. Facility programming is the backbone of the entire project. There is nothing in the subsequent phases of the project that does not relate to the design criteria established in this phase. If thorough FP is not carried out, the essential design criteria are not properly reflected in the design, which can lead to additional construction work and costs later, or even hamper operations in the office.

Thorough facility programming produces:

· Design criteria that include intangibles, such as the visual expression of the corporate philosophy and identity in the office.

· Office plans and finish materials that are specific to the company's work and business style.

· Inter and intra-departmental adjacencies that improve workflow and increase productivity.

· Effective allocation of investment costs.

· Facility management cost reductions.

Programming methods are designed to forecast and check the efficacy of office & operation adjacencies, and the degree to which communications are impaired or facilitated. The existing office is divided into individual workspace, shared workspace within departments, and space shared by the entire company. The size and number of offices, workstations, conference and reception rooms, and other ancillary and support spaces are determined in accordance with the nature of the respective office tasks. The space analysis includes planning for anticipated future change and growth.

Actual analysis is based on interviews conducted with corporate and department management, questionnaires issued to personnel, and surveys/observation of the existing office space.

Results are statistically analyzed and evaluated to deduce objective and appropriate design criteria. These are compiled into office standards that are referenced throughout the subsequent schematic design, design development and documentation phases.

The following chart outlines the facility programming process.

Objective	Task	To determine
1. Analyze existing conditions	1-1. Survey existing offices	a. Use of office space & adjacencies
		b. Furniture/equipment inventories
		c. Existing & estimated future file/book requirements
	1-2. Conduct interviews	a. Departmental work flow
		b. Organizational operations/management
		c. Security-related requirements
		d. Future staffing/operational plans
		e. IT system structure/expansion plans
		f. Inter/Intra departmental adjacencies
	1-3. Evaluate/revise existing office standards
	1-4. Verify departments/personnel for relocation
	1-5. Survey new building(s)	a. Office space
	1-5. Survey new building(s)	b. Building services
	1-6. Issue department head/personnel questionnaires
	1-7. Analyze & evaluate all surveys
2. Establish design criteria	2-1. Establish zoning	a. Adjacencies between departments
		b. Stacking (vertical location of departments)
		c. Blocking (relative location of departments on each floor)
		d. Typical office floor layouts based on the company's office standards
		f. Special-purpose/support spaces
	2.2 Function allocations	a. General work areas
		b. Private offices/Individual workspaces
		c. Conference and reception rooms
		d. Meeting areas
		e. Work support areas
		f. Special-purpose areas
	2-3. Establish specifications and quality grades
	2-4. Review furniture/equipment inventories
	2-5. Formulate overall planning schedule
3. Prepare office standards & guidelines	3-1. Basic policies
	3-2. Individual workspaces
	3-3. Departmental common spaces
	3-4. Office-wide common spaces
	3-5. Process for future layout changes

ILYA began FP services in 1990, and has repeatedly demonstrated the effectiveness of our programming on office layouts and overall project satisfaction with our clients.

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