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Space Planning & Real Estate Services Co-Working Suite

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If you have questions or are interested to learn more about co-working suites for your department, please email Space Planning.

Did you know? Co-working suites are not just for staff! Contact us to learn where the model has been successfully implemented for faculty as well, both here at UR Medicine and at peer institutions.

In the Fall of 2022, in an effort to lead by example, reduce costs, and increase efficiency of space utilization, Space Planning and Real Estate Services set out to design a new co-working suite where they would share the space and reap the benefits of a modern and flexible work environment.

At the time, both departments were only minimally occupying the two separate suites they rented, with all staff on either a fully remote or hybrid schedule. The new plan would bring the groups together into one suite, reducing their total footprint by 48%. Demolition of the existing suite’s enclosed offices resulted in wide open space to implement free-address workstations and small, efficient Zoom and Focus rooms. The renovation, coupled with a hybrid work policy, allowed both departments to occupy the same square footage that the Real Estate department previously occupied on its own.

Before & After Photos

Floor plan of Suite 160 BEFORE the renovation Floor plan of Suite 160 co-working suite AFTER renovation Suite 160 prior to demolition - looking toward back corner of suite, office walls intact and cubicle furniture removed Suite 160 after renovation - looking toward back corner of suite, view of collaboration area and workstations Suite 160 prior to demolition - looking back toward suite entrance Suite 160 after renovation - looking back toward suite entrance, view of workstations and conference room Suite 160 prior to demolition - former reception desk and conference room Suite 160 in demolition phase - view from suite entrance, all walls demolished Suite 160 after renovation - view from suite entrance, collaboration areas and workstations

Benefits

Lounge and Collaboration Seating Area

Lounge and Collaboration Seating

  • Prior to renovation, the 2,800 square foot suite was composed of several large private offices and a few workstations, housing a total of 13 people. After the renovation, the new co-working suite with the same footprint accommodates 30 people on a hybrid schedule with capacity for growth. 
  • Elimination of private or shared offices – even for department leadership!
  • Beyond rent, other operational savings include sharing cost of supplies, printing, equipment, and phone/fax lines.
  • Opportunities for both spontaneous and planned collaboration are improved in the open, multidisciplinary suite.

Highlights

Zoom Room

Zoom Room

  • All 20 workstations are free-address – flexible seating where no one has an assigned desk.
  • Includes a variety of workspace types to fit an employee’s needs on any given day – traditional workstations, collaborative banquette and high-top table, a quiet focus room, three Zoom rooms, a huddle room for 2-3 people, a conference room, and lounge seating that can be used independently or to huddle with a colleague.
  • Zoom, focus, huddle, and conference room are reservable via Outlook.
  • Staff can choose from both static and adjustable height workstations. 
  • Staff have access to both a convenient kitchenette within the suite (sink, microwave, coffee maker and minifridge) as well as a primary breakroom on the floor above shared by building occupants. 
  • Day-use, unassigned lockers are provided for storage of coats, shoes, bags, valuables, etc.
  • Each employee is assigned a dedicated lockable lateral file drawer for their files and personal supplies. Storage is also provided for common files and supplies.
  • A nearly soundproof "phone booth" can be used for sensitive personal or work-related phone calls/meetings.
  • To mitigate noise and distractions, the suite features sound masking (aka ‘white noise’) and sound absorbing wall décor. In addition, all staff were provided with noise-canceling headphones.
Conference Room

Conference Room

Guidelines

  • For safety only authorized users of the suite can gain entry using their ID badge for card access. 
  • A "co-working suite etiquette" document was created to provide guidance and operating policies that would facilitate the transition to the new shared, co-working suite model.

The co-working suite opened in Oct. 2023. Here’s what some of our teammates are saying about their new workspace:

The ease of collaboration in an open office environment is hard to beat. Colleagues are within feet and you can easily see if they are available for a quick discussion. I find it much more efficient to get answers to questions and relay information with this office layout."

Anonymous

To me, our co-working suite provides a workplace experience that is first class! Everything has been designed to meet the need for focused work or collaborative interactions. I especially like coming into a fresh, clean workspace with a different neighbor each day. If anyone has hesitation, I’d encourage them to have an open mind and find new ways to make the space work for them."

Anonymous

Being provided with the proper tools has helped the transition go smooth; a choice in work settings (sit/stand desks, Zoom rooms & large tables), white noise and noise cancelling headphones are a plus."

Anonymous