In a move expected to save the General Services Administration (GSA) about $600,000 in leasing costs, the federal agency cut their Washington headquarters' square footage by half while maintaining the same number of employees. How? By creating a hoteling and telework program that simultaneously caters to executive orders for a more mobile workforce and reducing underutilized real estate.

GSA led by example when they adopted a "do more with less" attitude and established a strong hoteling and telework program. Building a physical environment followed and now supports the needs of 170 mobile workers. The new space supports collaborative work, eliminating the high walls of cubicles and increasing the amount of shared space and adding flexible furniture solutions.

To make finding a place to work each day quick and efficient, GSA installed AgilQuest's OnBoard reservation and workplace management system. Employees are able to reserve desks, work stations and conference rooms and upon check-in, their permanent work phone numbers are routed to the reserved workspace. These technologies are key components to the success of GSA's mobility program.

Beyond the benefits of the physical workspace, GSA recognized the importance of user adoption and acceptance of the new program. They needed to educate the employees on the importance of the program as well as on how to remain productive in the new mobile environment. AgilWork online training helped them better understand the technology and the new workplace model, and even addressed change management concerns for a smooth transition.

Beyond the initial implementation and training, GSA has provided managers, workers and other agencies online telework resources to help them better understand hoteling and telework, the technologies needed, expectations of the policies and even tips and tools for being a productive mobile worker. These resources are made available on the GSA website in a Telework Portal.

GSA is a shining example of how agencies can meet the Telework Enhancement Act and real estate and waste reduction mandates from the White House at the same time. It starts with recognizing and understanding the need for change. Agencies must develop a plan, including policy changes, technology implementation and training, as well as ongoing change management and support. If these pieces are not all in place and employees have not embraced the new culture, the program will struggle to succeed.

The General Services Administration encourages other federal agencies to contact them for advice and consulting or to see their prototype workspace first-hand. Agencies may also utilize the resources found on the GSA website, including the Telework Recipe Book, which details GSA's process for implementing a successful mobility program with information gained through discussions, notes, interviews, and feedback from the members of the PMO team.

You may also learn more about GSA's work with AgilQuest here.

GSA Telework and Hoteling Resources You May Find Useful

GSA Telework Portal

Telework Recipe Book

Resources for Managing Teleworkers 

GSA Mobility Offering

Federal Times article: No desk, no nameplate, half the workspace: Feds adjust to 'hoteling'