Workplace – DND Guidelines for Hybrid Work

Table of Contents

• Introduction
• Space Allocation
  • Neighbourhoods / Work Zones
  • Enclosed Offices
  • Space Booking Tool
  • DND Coworking
• The Workplace Environment
  • Workstations
  • Clean Desk Policy
  • Ergonomic Equipment and Duty to Accommodate
  • Personal Storage | Lockers
  • Noise
  • Scents / Odours
• Unassigned Workplace
  • What is an "unassigned workplace?"
  • Best Practices: Unassigned Workplace
• Common Use Shared Spaces
  • Boardrooms / Meeting Rooms / Quiet Rooms
  • Collaboration Spaces / Phone Booths / etc.
  • Best Practices: Shared Spaces

Introduction

ADM(IE) is leading the "Workplace" component of the implementation of the Common Hybrid Work Model and the Return to Office (RTO) directive. The following section will provide information on office space, how it is managed and assigned, as well as best practices when working from an office environment. The application of these best practices will contribute to a respectful, inclusive, and collaborative workplace now and in the future.

It is important to note that the DND office portfolio varies across the country. The core principles can be applied to all office space within the DND inventory, although challenges may be different for each site due to the varied furniture, infrastructure, multi-use space, as well as functional operations, to name a few.

At the aggregate level, DND currently has sufficient office space to comfortably accommodate all Defence Team (DT) members in office, even with an increased number of in-office days. However, it is expected that some units and teams may face workspace challenges.

While we are still navigating if changes to the workplace design is necessary to match the mix of full-time in-office and hybrid work model, the immediate and short-term objective is to maximize the use of current office layout, while possibly making adjustments if and where needed over time.

Space allocation

At this time, L1s will continue to accommodate Defence Team members within their current space allocation (footprint). Although there is variability across L1s due to organizational changes, the allocated L0 footprint demonstrates sufficient space to meet operational requirements globally for DND. L1s will continue to be responsible for the dictation and management of how their spaces are used. Where there are specific L1 requirements, they will engage ADM(IE).

Defence Team members should follow L1 guidance on specific details of space allocation.

Neighbourhoods/Work zones

Some L1 allocations may be separated by neighbourhoods or work zones as defined by the L1 or L2. These neighbourhoods can create a sense of belonging and comfort as part of the RTO.

Enclosed offices

Enclosed offices are generally not assigned to public service employees. Based on the L1 allocated footprint, the direction on assigned enclosed offices will be at the discretion of the responsible L1. As part of DND's long term plan for office space, assignment of enclosed offices may be reevaluated.

Space booking tool

At this time, DND does not have a corporate tool available for booking space. Digital Services Group is supporting ADM(IE) in deploying a booking app, which will be piloted with ADM(Mat) in one location in the NCR; however, this solution will not be more widely available in September 2024.

DND Coworking

The DND coworking site  (accessible only on the DND network) is meant to be used on an ad hoc, as-needed basis to facilitate on-site work, and therefore cannot be used as a work location in an employee's work agreement. Exceptional and authorized use is at the manager's discretion. Ad-hoc means on-occasion.

Examples of appropriate use of a DND coworking site include using the space for the balance of a workday when at NDHQ (Pearkes) or in the downtown core:

• to participate in meetings;
• to collaborate with personnel working at NDHQ(Pearkes);
• to use services only available at NDHQ(Pearkes); or
• for work-related networking and appointment purposes.

It is important to note that participation of coworking is up to the responsible L1. Employees must register (accessible only on the National Defence network) and seek their L3 approval as part of the onboarding process.

• DND Coworking: (accessible only on the National Defence network): NDHQ (Pearkes) - 101 Colonel By Drive (12th Floor, South Tower)
  • Features 75 working stations.
  • Located in Ottawa's downtown core.
  • Equipped with basic IT equipment and furniture and can be booked through the space booking tool or system.
  • Can be used individually or with a team.

It is important to note that B10E, 2nd floor, at the Carling Campus (60 Moodie Drive, Ottawa) is not a DND Coworking site and has been assigned to specific L1s.

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The workplace environment

Although DND has not yet implemented a requirement to fully move to an unassigned workplace environment, it can be expected that DND will shift towards an unassigned and depersonalized model over the coming years as part of our future workplace. The objective of this change supports a transition to a modern workplace that attracts, retains, and enables our office-based Defence Team to work smarter, greener, and healthier to better serve Canadians.

In order to encourage flexibility, collaboration, and balance, an unassigned environment rethinks the office environment from an individual assigned "me" space to a shared "we" space.

Some of the benefits of an unassigned office environment include:

• Fair, equal access, and choice of workstation.
• Flexibility to accommodate a diverse group of users, tasks, and activities.
• Equipped with universal, modern technology to support new ways of working.
• Encourages collaboration with various teams and colleagues.
• Optimizes space utilization and supports a dynamic, hybrid workforce.

Workstations

Whether an L1's allocated space is assigned or unassigned, workstations (cubicles) should include standard items such as a docking station, monitor(s), and an ergonomic desk chair. The workstation should be left clean at the end of the workday.

Employees are expected to transport their DND issued devices including, but not limited to, laptops, cell phones, and other portable equipment required to perform their work. When not in use, these items should be locked in the personal storage unit (locker) or securely locked to the workstation using the cable lock provided with the laptop.

Clean desk policy

Clean desk policies are central to office security and cleanliness. At the day's end, it is imperative that desks are kept clear of sensitive materials, personal belongings, papers, and files. A best practice of a clean desk policy includes wiping down the workstation when leaving for the day (clean in, clean out).

Ergonomic equipment and duty to accommodate

Should an employee have an ergonomic requirement that is not accommodated within the standard workstation in their L1 allocated space, they should speak to their manager. If an employee has portable ergonomic equipment such as a mouse, keyboard, web camera, headsets, etc. employees may be expected to transport these as necessary.

Employees should proactively discuss with managers any barriers they may encounter in the workplace, including those linked to accessibility. Please refer to the HR section of this guide for more information.

Personal storage units/lockers

Where lockers and personal storage units are available, these allow DT members to store their personal belongings and equipment when not in use and avoid cluttering or personalizing the workstations. Notably, personal storage also enhances the security and privacy of Defence Team members' personal items. In most traditional work environments (cubicle-style workstations), personal storage units are located within the workstation.

Each L1 should have rules and procedures for using personal storage, such as:

• The allocation and assignment of personal storage units.
• The process for clearing and cleaning personal storage units.
• The process for resolving conflicts or disputes.
• The consideration of day-use storage for Defence Team members who may not want/need an assigned storage space.

As a reminder, lockers and personal storage solutions are not intended to store or file documentation of any classification level. For more details on information management (accessible only on the National Defence network), please see IT security policies & standards (accessible only on the National Defence network).

Noise

It is inevitable that when more people are in the workplace, the noise level will increase. The following best practices will help ensure a positive and productive work environment.

• Be aware of own volume.
• Use headphones when using a computer's audio for Teams calls, videos or other "noisy" activities.
• Noise-cancelling headphones or earplugs are an option to filter out ambient noise.
• Keep computer volumes low or turned off.
• Hold two-person meetings in a collaborative or enclosed area, if one is available.
• Move impromptu meetings, small gatherings and casual conversations to a meeting room, the kitchenette, a hallway or some other area away from workstations.
• Avoid taking phone calls at workstations and instead use small meeting rooms, phone booths or collaborative areas.
• For collaborative work, choose an area or workstation within an interactive area as to avoid disrupting neighbours.
• Remind Defence Team members of best practices – it is acceptable to politely remind others to lower their voices or move discussions to a collaborative area.

Scents/odours

Many people have sensitivities to scents. It is important to follow existing policies on scent-free environments:

• Scented products:  avoid using perfumes and colognes in the workplace. Additionally, avoid the use of scented sprays (air fresheners, hairsprays etc.). Personal hygiene routines should be performed in private, outside the workplace.
• Be mindful of odours:  keep shoes on and store gym bags/clothes in personal lockers and away from where others are working.
• Be mindful when bringing odorous foods and snacks.

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Unassigned workplace

What is an "unassigned workplace?"

In general terms, an unassigned workplace means the workstations (cubicles) are being used is a shared place of work, without personalization or identification to a single individual. The workstation can be a traditional cubicle-style work surface, a flat surface without side walls or enclosure or simply a touch-down surface to work from.

Best practices: Unassigned workplace

Working in an unassigned environment is an exciting opportunity to experience new ways of working, being able to benefit from the flexibility that it offers. Here are some best practices when navigating an unassigned work environment:

• Choose a workstation that accommodates the type of task/activity being performed that day.
• Choose an area that suits the level of interaction or concentration required for the day.
• Do not remove equipment such as cables, docking stations, chairs, etc.
• Defence Team members are strongly encouraged to fully embrace an unassigned experience by sitting at different workstations and areas.
• If an employee is spending most of the day away from their chosen workstation, they should consider bringing their items with them (or storing them in a locker), allowing for another team member to use the workstation while they are away.

Common use shared spaces

Boardrooms/meeting rooms/quiet rooms

The process for booking these rooms remains unchanged. Defence Team members should use the Outlook calendar to book boardrooms according to the size required. Booking of boardrooms should be based on requirement, with limited reoccurrences and for appropriate hours of operations. Should the booking no longer be required, it is understood that the room will be cancelled from the system.

For more information, please consult:

• Microsoft Teams Meetings using DND/CAF Video Conference Equipment User Guide (sharepoint.com) (accessible only on the National Defence network)
• Conference room bookings for the NCR (SSS) (mil.ca) (accessible only on the National Defence network)

Collaboration spaces/phone booths/etc.

These multi-use spaces are shared spaces which can be used by Defence Team members throughout the workday. It is important to keep these flexible areas clean and organized.

Best practices: shared spaces

Clean in, clean out is a great reminder when using shared space:

• The organizer of the meeting or an individual who attended the meeting must take the responsibility of ensuring the space is left clean.
• Remove all garbage and dispose items in the appropriate stations.
• If there are food and drinks being consumed in these rooms/areas, individuals are responsible for cleaning up after themselves.
• It is best to also wipe down commonly touched surfaces to have the room clean for the next meeting or group.
  • Meeting rooms and other collaborative areas are not meant to substitute the kitchenette and lounge areas.