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Case Study: Flexible building usage

In an effort to reduce energy costs and carbon emissions, a Winter break trial was initiated in 2023 across the University campus, comprising 214 non-residential buildings. 

The trial aimed to assess the feasibility and impact of temporarily shutting down selected buildings during the winter break period.

Challenge

The primary challenge in the Winter Break Building Closure Trial of 2023 was to effectively balance the objectives of reducing energy costs and carbon emissions with maintaining a supportive and inclusive environment for staff and students. 

The University aimed to implement the closure trial in a way that maximised energy savings and operational efficiency while minimising disruptions and ensuring the wellbeing and productivity of staff and students, particularly those wanting to continue to utilise space on campus rather than work from home.

Key Points

The focus of the trial was on achieving cost and energy savings. The results were significant, with over £70k saved in energy costs, 400,000 kWh of electricity and gas saved, and more than 80 tonnes of CO2 emissions reduced. The initiative involved 90 out of the 214 non-residential buildings in the closure trial. During the period between Christmas and New Year, daytime occupancy averaged under 50, while peak occupancy exceeded 11,000, with approximately 1,000 students staying overnight on campus. 

Feedback on the initiative was generally positive, specifically around communication, availability of alternative spaces, and understanding of the trial's importance. However, there were some challenges noted, including issues with heating in closed buildings, the lead time in communications, feelings of loneliness, difficulties in finding alternative spaces, and a lack of work-from-home equipment. These findings highlight both the successes and areas for improvement in implementing further such initiatives.

Maintain, Improve, and Address

Following the trial and reviewing feedback, strategies for maintaining, improving, and addressing issues related to office closures were examined to improve future closure programs. Actions to maintain include providing advanced notice, clear messaging, and comprehensive guides to office closures. Improvement will focus on enhancing the booking experience and assisting individuals in finding suitable alternative spaces or work-from-home equipment. Additionally, measures should be implemented to address maintaining a sense of community and supporting individuals with specific needs throughout the transition period. These strategies would be used to streamline any future closure process while prioritising the wellbeing and productivity of all involved parties. 

To further enhance any building closure periods and promote a flexible work environment, the University also aims to encourage staff to explore alternative places to work on campus rather than defaulting to working from home. It is evident that there is a need to emphasise the availability and benefits of utilising various workspaces across campus during closure periods.

Lessons Learned

  • Communication: Early and widespread communication with a positive message is crucial.
  • Building Identification: Identification of key buildings for desk booking system integration.
  • Space Diversity: Offering a range of bookable spaces, including open plan, team, and office spaces.
  • Consultation and Checks: Regular consultation with operational teams and room bookings teams to ensure effective closure and booking management.
  • Energy Management: Longer lead time for energy control system adjustments and understanding heating baseload.
  • Support Measures: Reviewing reasonable adjustments for staff and emphasising the broader purpose, as well as promoting the benefits of utilising workspaces across campus.

Next Steps

A proposal for an extended trial during the Easter break was held to continue testing the efficacy of the closure initiatives. Implementation efforts will centre on applying lessons learned from the trial and collaborating with various departments and schools to identify additional opportunities for agile working and energy conservation, promoting alternative workspaces across campus in addition to the option of working from home.

Conclusion

The Winter Break Building Closure trial of 2023 demonstrated significant potential for cost savings and carbon emission reduction while highlighting areas for improvement. Through continued collaboration and implementation of lessons learned, the University aims to implement further seasonal closure programs to optimise operational efficiency, cost saving and environmental sustainability.