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The American Chemical Society (ACS), a 150-year-old institution serving chemists and the chemical industry, occupies two sprawling buildings in Washington, D.C., encompassing 200,000 square feet of office and conference space. As the workplace evolves, so too must the strategies for managing it. We sat down with Kim Zopfi, Director of Facilities at ACS, to discuss the critical role of technology and communication in shaping the modern workplace.
One of the biggest challenges is adapting to the changing needs of the modern workforce. With the rise of hybrid work, we need to be much more flexible and intentional about how we design and manage our spaces. This means understanding how employees are using our offices and meeting rooms, and providing the technology and resources they need to be productive, whether they’re on-site or remote.
We had dedicated offices – about 550 of them – and they all had names on the doors. There was very little flexibility. If someone came in one day a week or one day a month, that was their space. We couldn’t use it. So that real estate went unused for months. Another issue was our conference rooms. We have 26 of them, and our old room and desk booking system was just clunky. It didn’t talk to Outlook, and it was a pain to use.
Data is essential for making informed decisions about our workplace.
As a facilities director, one of the biggest challenges I have is understanding how our spaces are being used. Who’s coming in? How many offices are being used? Are people using meeting rooms for collaboration or for heads-down work?
We need to be able to gather data and analyze it so we can design the space for the future. And we need to be thoughtful and intentional.
Technology has been essential in helping us optimize our space. We’ve implemented tools that allow employees to easily book workspaces and meeting rooms. This gives us much more flexibility and ensures that our spaces are being used effectively.
We’re also using technology to improve our processes – automating things like maintenance requests and room scheduling. This frees up my team to focus on more strategic initiatives. And of course, technology is key for communication. We’re using digital signage and employee comms solutions to keep everyone informed.
Communication is key. We need to engage with employees, whether they’re on-site or off-site. We started using digital signage and quickly realized we needed to involve internal communications. They helped us refine our messaging and ensure that we were communicating effectively.
Now, we’re using the same platform for employee communications to share information, provide updates, and even announce social events. It’s a way to build a sense of community and make sure everyone feels connected, no matter where they’re working. We can even push out urgent notifications, like if the building closes due to snow.
Facilities management impacts everyone in the workplace. But we’re often behind the scenes. People can feel like they’re in the dark. By communicating effectively, we can increase transparency and trust.
We can let employees know about upcoming changes, maintenance work, or anything that might affect their workday. It’s about giving them a voice and making them feel like they’re part of the process. It’s also about moving away from formal, top-down communication and creating a more casual and inclusive environment.
I would say embrace technology! Explore the tools and platforms that can help you communicate more effectively. Partner with your internal communications team – they can be a great resource. And most importantly, be proactive and transparent. Don’t wait for problems to arise before communicating with employees. Keep them informed and seek their feedback.
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