The Borderless Office

The views and opinions expressed in this blog are mine personally, and are not necessarily representative

Editor's note: Thanks for all the comments from the blog community and the updates from those involved in the borderless office at THR.

The amount of discussion here indicates that this would be a good topic for an article in our print publication.

One aspect could cover the technologies that enable the borderless office to operate seamlessly...what are the prerequisites?

The other aspect could cover management issues...staying on top of things without a physical presence, maintaining interpersonal communications, etc.

It would be good to get some feedback and examples from facilities outside of THR for the sake of comparison.

Please e-mail me at firving@advanceweb.com if you're interested in helping to develop this article.

I would say it is going well. Three of us now regularly share the collaborative space formerly known as Ed's office. I haven't used my old office during this time. As is my custom on Fridays, I'll be working from home, Starbucks, and Barnes

Ed,

I'm anxious for an update - after roughly 2 months how is the the "borderless office" progressing?

We continually speak of mobility, untethered access, and virtual access as the new reality for healthcare providers, be they clinicians, administration, or support.  Put to practical test, they do work outside of the hospital (I have been 100% virtual for the last 8 years).  However I am anxious to hear your thoughts on how well it really works within the healthcare facility and how well you are able to stay "connected" as you traverse different desks, corridors, and meeting spaces.

Borderless Office concept has gained traction.  We are now preparing to eliminate an entire office floor.  There is a task force of employees (at all levels) who are meeting to discuss how to make this happen, being sensitive to the real issues as some have identified in the comments.

I was happy to see that I share most of your views regarding teleworking/virtual office at least in theory.  In practice is where I tend to get a little nervous with these types of changes.  Mobile devices cost money, the service contracts cost money, OCS licenses cost money, etc.  So who picks up the tab?  When teleworking is an option, then it's just a matter of forcing the employees to by telling them over and over that it is a privilege to work at home.  The legitimacy of that extortion wears off, however when the privilege becomes a requirement.

Although this issue likely sounds trivial to those that can afford not to live on a budget, I brought up this topic because many of us do try to stick to one or may have other legitimate concerns that are hopefully not dismissed as unjustified (if they are heard at all).  Great visions like this need great communication – BOTH ways or they run the risk of ruining the same satisfaction, productivity, and retention that they were intended to build.

Long gone (for most of us) are the days of making coffee, taking dictation and faxing and distributing paper.  In today’s high tech world most of my responsibilities are carried out electronically.  Unless you’re striving for a green space  – borderless office may not work for you.  Because some offices are bound and driven by paper they need to stay connected to that paper – fax machines, file cabinets and excessive document copying.

In researching the topic of today’s AA, the 21st Century Administrative Assistant, I’ve interviewed several AA’s for whom this process works and some for whom it does not.

In order for borderless office to be successful in your business place, you must go green or go home!  

As the Senior AA to our CIO I have many technological devices at my disposal by which to perform my duties.  We have an MFP (multi-functional printer that scans, prints, faxes and copies) which allows me to scan documents and shred paper copies.  A large part of my job is scheduling and coordinating meetings and maintaining the hectic schedule of our CIO.  I perform many tasks online and coordinate all meetings via email; I have the ability to process invoices and expense reports electronically; I maintain electronic files as well as his electronic rolodex via outlook so he is never without his contact’s information.  I can send documents to him online that require his approval and signature.  I have the ability to meet via virtual meeting tools including webcam.  During the times when my boss and I are not in the same space, we communicate via email, texting, instant messaging, blogs, webcam, sharepoint sites and cell phones.  

There are tremendous advantages to teleworking with productivity being top on the list.  When I am in the office I am often interrupted by numerous telephone calls and well intentioned co-workers who want to visit.  When working offsite, I am much more focused on tasks and projects.

One AA I interviewed stated that “The modern AA has twice the duty without the nuance [sic] of personal contact. The home office has no boundaries and neither does your personal life. There is no division.”  I disagree.  When my work day is complete my laptop is turned off and left in my home office until the next work day.  I do agree however, that knowing how to transition from work to home may take some finessing and would be crucial to maintaining a personal life.

Another AA mentioned that borderless office would not be good for her because she would not have access to her file cabinet.  Gulp!  While another stated that because she meets so often with clients she doesn’t know how the process could work favorably for her.  If she didn’t have an office she would spend an absorbent amount of time on the road and racking up gas bills.  When I asked if her company had access to online meetings and webcams, she said, “What’s that?”  

I like that our CIO is a forward-thinker who thinks outside the box and encourages us all to do the same.

Dedie Bell-McCall

Sr. AA to Edward Marx, CIO

Texas Health Resources

Answers to Readers Comments from Blogger.  First, we have completed 3 weeks of our pilot and decided there is no turning back! I manage the relationships with those still in the office by dropping in occasionally but more than that, I enjoy spending time with staff outside of the office...parties, ballgames, sport teams, etc.  This is much more intimate than saying hello while grabbing coffee.  I do have an admin (the best) and she has been 50% borderless working towards 100%.  She is researching what a mobile porofessional admin of the next decade should work like.

I've worked at companies where senior management is hardly at the office.  They are mostly out on the road connecting with customers and employees at the field.  But they still retain an office that's hardly used.  What a waste indeed!  I like the concept of borderless office.  Although not entirely new, it's more possible now with all the technology that's around to keep you connected.  My question is how do you manage your relationship with those that are "stuck" in the office?

Ed,

Glad to hear the borderless office is working.  After leaving E&Y it took me a little while to get use to working from a home office, but now it's great.  SCI is fairly virtual -- we have three small offices (mostly for developers) and many sales and implementation folks working from home.  Within our offices, there are no 'offices' (only cubicles, even for the CEO) and no receptionists/admins.  When FedEx delivers a box, whoever's nearby and available, goes to sign for it (we have a bell for them to ring).  Some of this is a carryover from being a start-up, but eight years later it never seemed to make sense to increase spending on the office (though the carpeting between the cubicles was replaced from wear (but in the cubicles themselves)).

Do you have an admin?  It seems like CIOs need them, at a minimum, for scheduling events and handling details.  What are your thoughts on the role of an admin in the 21st century?

My comment revolves around culture and it's importance.  I was first exposed to "borderless office" when MedE America was purchased by Healtheon.  MedE was a medical claims company and their culture was very much in the box, a culture that proliferates down from senior management.%0d%0a%0d%0aHealtheon was started from the previous management team of Netscape and, as you can imagine, very unlike traditional management.  Their ideas around the borderless office inspired and telecommuting began to take off.  Executive space gave way to customer service space.  Virtual meetings began to take root.%0d%0a%0d%0aAbout 7-8 months later, WebMD merged bringing their leadership team and others from an assortment of mergers (Scientific American, etc.).  Under a new CEO, the borderless concept can to an abrupt conclusion.  Distrust and a deep desire to "see work productivity" lept back into the office.  If you were not at your desk, chances where your performance evaluation reflected it.%0d%0a%0d%0aThree distinct leadership styles and it boils down to culture.  Borderless offices do work, but must be embraced as a cultural paradigm in the business operation.  Not all leaders believe this mentality, which is unfortunate in these times.  The fact THR senior leadership sees the value is a testament of smart forward thinking that should be an example for all.

Hi Ed:  HP has been using telecommuting for years.  It is true you can be very productive in a borderless office.  However, I encourage you not to eliminate conference rooms, etc.  There are times when face to face meetings are needed and are frankly more productive.  I love the flexibility of this technology age because we can work just about any where.  However, for those of us who tend to overwork, it feeds this habit.

Work/Life balance is still vital and important in the borderless office world!  Best of luck with your adventure!

Revolutionary thinking! Like it! Love it! Totally embrace it.

Freedom. That's the concept this blog entry triggers in me. Creativity. Interaction with others. Productivity. Fluid movements to align ourselves with an ever changing world around us.

Impressive! Congrats!

Miriam

On days when it is nice and cool my office is out in the shade by the Koi pond in my backyard.  My "roughest" office was the waiting room of a car dealership... but even then there was less stress because I knew my truck was geetting fixed.

It's a simple formula:  less stress = greater productivity.

Great comments.  As your primary furniture vendor I applaud your forward thinking and would enjoy discussing it further.  I have several books on the subject that you may find interesting.  Try the following web site, http://www.hero-inc.com.  Author Tim Springer is a friend and has worked with many "experts" in the field of alternative officing.

Mr. Marx,

I admire your leadership and literal "out-of-box" (office?) thinking.  For the professions, legal, accounting, medicine the concept of the virtual office was a hard pill to swallow (pun intended).  Some industries, call center, telecommunications, some consulting have been quicker to adopt SOHO shared-office/home-office solutions more readily.  

But you are absolutely correct in your cost and productivity assessments.  Why every business is examining this approach, particularly with the ability to hold virtual conferences including video over the Internet, on-line interactive meetings, etc.  There is no reason not consider the well connected, but nomadic life - it will save your business money and improve the moral of your team.  

I am new to your blog but I am enjoying your fresh perspective.

Doric

the other day i spent approximately 60 minutes talking to about 3 people who visited me...when i telework - all my hours are spent productively without (kind) interruption - borderless office - bring it on!

Note from CMIO: the borderless office project is going well. The most unusual place I've chaired a meeting is a gas station parking lot. But I'm not about to get a tattoo!

Note from Blogger.  My CMIO and I actually started our "borderless office" 2 weeks early on March 16.  Can't imagine going back to the box.