Item - 2019.EX9.3

The Executive Committee recommends that:  

1.  City Council request the agencies and corporations listed below adopt their own policies to enable a flexible and mobile office workplace, in a manner consistent with those established by the City under the Office Portfolio Optimization Plan in order to improve overall efficiencies, standards and cost savings.

a. CreateTO;
b. Toronto Community Housing Corporation; 
c. Toronto Parking Authority; and
d. Toronto Transit Commission
 

2.  City Council direct the Chief Technology Officer, Information and Technology to work with the agencies and corporations listed in Recommendation 1 above to provide a shared services model for Information and Technology requirements related to their office functions to improve overall municipal efficiencies, standards and cost savings.

The purpose of this report is to provide complementary information and direction on non-real estate matters to the recommendations included in the CreateTO report (RA8.1) entitled "ModernTO - City-Wide Real Estate Strategy and Office Portfolio Optimization".

The Office Portfolio Optimization Plan ("ModernTO") proposes to accelerate the City's transition to a modern work environment that would not only reduce the number of office locations and improve the overall efficiency of the office footprint, but also transform how and where employees work to foster a more productive work environment, improve work-life balance and adapt to changing workforce needs. Modern workspaces focus on open space concepts, unassigned workstations (i.e. choice of workspace), collaborative spaces, mobile technology, fewer dedicated offices, and flexible workplace policies that provide staff the ability to choose a work environment most suitable to the circumstances at hand.  

In addition to the proposed optimization of the physical office environment, the successful implementation of ModernTO will require a strategic plan to update traditional City policies and technologies, in order to enable a mobile and flexible workplace, which includes:

1.  Developing policies and practices for flexible and remote work arrangements;

2.  Providing staff with appropriate tools and technology to work and stay connected from a variety of locations; and

3.  Ensuring that primary office buildings have adequate co-working spaces and technology to support a mobile workforce and flexible workplace.

The implementation of modern workplace policies and technologies provides a number of non-real estate related benefits, including but not limited to:

- Improved productivity, job satisfaction and employee engagement;
Talent attraction and retention via modern spaces, policies and with appropriate tools and technology;
- Environmental benefits (reduction of Greenhouse Gas emissions, reduction in paper consumption and less traffic congestion);
- Service delivery improvements (employees are more connected, engaged and efficient);
- Health and safety benefits via ergonomic furniture, natural lighting, sit-stand workstations, etc.; and
- Promotes work-life balance for employees.    
 

Alignment of key business areas, including but not limited to Corporate Real Estate Management, People and Equity, and Information and Technology will be paramount in the successful implementation of the ModernTO initiative.