The First Facility Management Blog

As winter sets in across the country and companies turn up the heat, they may need to readjust the thermostat to keep their workers productive. According to a new CareerBuilder survey, when asked if the temperature at work affected their ability to get work done, more than one in five (22%) workers said that a “too hot” work environment made it difficult to concentrate. Eleven percent of workers said the same about a “too cold” work place.

Overall, more than a quarter (27%) of workers describe the temperature at their work place as “too hot.” On the flip side, 19% reported that the temperature was “too cold,” while 54% said it was “just right.”

Differing opinions on what is too hot or too cold for the office can sometimes cause conflict among cubicle mates. In fact, 10% of workers said they have fought with a co-worker over the office temperature.

Worker disputes over temperature aren’t the only thing affecting work place climate; the economy is also playing a part. In an effort to save money, nearly one in five (19%) workers feel that their company has turned down the office temperature this year.

“There are many factors that can affect work place productivity,” said Rosemary Haefner, vice president of human resources for CareerBuilder. “Everything from morale, burnout, and as our survey finds, temperature, can have an impact on workers’ ability to get their work done. If temperature is a concern, workers and employers can easily work together to find common ground so productivity does not suffer.”

Office feeling too hot or too cold? Haefner offers the following tips to maintain productivity regardless of temperature:

• Thermostat talk: Does one of your co-workers like the office steaming while you prefer a chillier work space? Instead of secretly changing the thermostat behind each other’s backs, send around an e-mail to your floor or directly discuss a compromise on temperature with your colleagues.
• Layer it on (or off): The best way to prepare for a fluctuating office climate is to layer your clothing. That way, you can remove or add items so that you are comfortable and able to do your best work.
• Make it work: If you know that a particular time of day or space in the office is too warm or too cold for you to work productively, be proactive by finding an alternative. Talk to your manager about coming in earlier, moving to a conference room for a portion of the day or telecommuting.

Facility managers and business owners are thinking twice before tweaking workplace temperature settings. According to a new survey of office workers, 69% said they would be willing to sacrifice their preferred ideal temperature in the office to help their company conserve energy. However the survey also found that nearly four in five participants (78%) say they are less productive at work when they are too hot or too cold.

Johnson Controls commissioned a survey of nearly 800 American adults who work in an office setting. The good news: The findings indicate that many workers think their employers could be doing more to be energy efficient. The challenge: business owners must avoid a negative impact on office productivity and the possibility that workers may take action to circumvent their discomfort, including the use of portable heaters or fans, if temperatures are not ideal.

“Employers may be tempted to turn down the thermostats this fall, but this quick fix could lead to hidden costs,” said Clay Nesler, vice president of Global Energy and Sustainability, Johnson Controls. “Energy efficient systems and equipment is the win-win alternative, allowing businesses to save energy and money without sacrificing workplace productivity.”

Almost all participants (98%) said their office has been too hot or too cold at some point and when that occurs, most (78%) said they are less productive. Not only does workplace productivity suffer, individual actions—such as bringing a heating or cooling device into the office—result in increased energy use.

Additional findings:

• 49% of office workers have used a fan when it was too hot in their office, and 28% used a space heater when it was too cold.
• Nearly one-third (30%) have left their office building to take a walk outside when it was too hot or too cold in their work space.
• 41% have informed their office manager or custodian of their discomfort.
• Approximately seven in 10 (69%) have adjusted their clothing, such as adding a sweater, if was too cold or removing a layer if it was too hot.

American workers expect their employers to take action. The results indicate that 45% think their employer is not doing enough to make their office environments energy efficient.

In the midst of the vigorous national health care debate, and at a time of heightened economic insecurity, new data on employers shows that the health of employed American workers is trending downward in a number of important areas. The State of Health in the American Workforce, a report released earlier this week by the Families and Work Institute (FWI), finds that only 28% of employees today report that their overall health is “excellent,” down from 34% just six years ago.

Perhaps surprisingly, men’s overall health has declined more rapidly than women’s. The report also sheds light on the relationship between an effective workplace and employee health, underlining the significant role that employers play beyond providing health insurance and wellness programs.

Among its many findings, the report reveals:

• 41% of employees report experiencing three or more indicators of stress sometimes, often or very often;
• One in three employees experiences one or more symptoms of clinical depression;
• One in five employees has trouble falling asleep very often or fairly often and 31% awaken too early and have trouble falling back to sleep, also very often or fairly often; and
• 21% are receiving treatment for high blood pressure and 14% are being treated for high cholesterol.

Furthermore, the report finds that nearly half of U.S. employees (49%) have not engaged in regular physical exercise in the last 30 days, including 22% not engaging in any rigorous physical exercise. And despite a push to stop smoking at the workplace, one in four smokes.

In terms of health care coverage, 24% of low-wage/low-income employees have no insurance from their employers or any other source, compared with only 5% of middle- and high-income employees. Low-wage/low-income employees are also much less likely to receive at least five paid sick days—only 46% do compared with 66% of middle- and high-wage and -income employees.

As to whether having an effective workplace makes a difference for employee health and well-being, the FWI data suggest that the answer is “yes”—and wage level and gender also influence in what way. For example, FWI finds that 38% of employees in workplaces that fall into the “high overall effectiveness” category (based on six measurable criteria that include economic security, autonomy, work-life fit) report “excellent overall health.” By contrast, only 19% of employees in workplaces that fall into the “low overall effectiveness” category report “excellent overall health.”

“Few would disagree that the health care path we are on represents an untenable route to increasing costs and diminishing returns,” said Ellen Galinsky, co-founder and president of FWI. ““This new report is replete with evidence that several key measures of employee health are declining, and that employer policies fostering employee engagement and satisfaction are also associated with better employee health. The message is clear that beyond any reform measures on the table in Washington, it is urgent for employers and employees to pay attention to how they can promote better health, which ultimately will save money.”

The new report is based on data from FWI’s 2008 National Study of the Changing Workforce (NSCW), the only study of its kind to provide 30+ year comparisons (from 1977 to 2008) of life on and off the job. The New State of Health in the American Workforce report focuses on 2002 and 2008 data.

Among the other noteworthy findings of the report:

Employees’ physical and mental health, stress levels, sleep quality, and energy levels all significantly impact important work outcomes of interest to employers, such as engagement, turnover intent, and job satisfaction. Thirty-five percent of employees who rate their current overall health as excellent are highly engaged in their jobs, compared with only 25%, 22%, and 23% of employees who rate their overall health as good, fair, or poor, respectively.

Despite the prevalence of employer health insurance programs, 8% of employees in fact have no health insurance. Nearly two-thirds (66%) of U.S employees are covered by health insurance offered by their employers. Of the balance, 26% choose to access health insurance from another source (e.g., a spouse’s employer), but 8% of employees have no health insurance from either their employer or from another source.

Income level makes a difference. Low-wage/low-income employees are less likely to have access to employer health insurance. They are also less likely to use it, if it is available, and they are less likely to be covered by another source. Sixty-six percent of low-wage/low-income employees have access to an employer health plan compared with 88% of middle- and high-wage and -income employees.

Employees who receive at least five paid days off per year for personal illness report significantly better work and health/well-being outcomes. Fifty-six percent of employees with at least five paid days off for personal illness report high job satisfaction compared to 49% with less than five days off. Within the five-plus day group, 71% report no signs of depression, versus 61% of those with less than five days off.

Having paid vacations bode well for personal health and well-being, as well as intent to stay in one’s job—and longer vacations offer greater benefits than shorter ones. Seventy-nine percent of employees have access to paid vacations with an average yearly time off of 16 days. However, 39% of employees don’t use all of their vacation time and 24% take five or fewer days for longest vacation. Eighty-two percent of employees with 13+ paid vacation days say they are “not at all likely to leave their jobs” compared to 68% with 6-12 vacation days.

Building upon other studies stemming from the 2008 NSCW data, FWI’s State of Health in the American Workforce report also explores various components of effective workplaces and what impact they have on employee health. Among the interesting findings: being treated with respect by managers and supervisors has a stronger effect on the mental health of low-wage/low-income employees than middle- or high-wage and -income employees, and men are more positively affected by having economic security in their jobs and a good fit between their work and personal or family lives, while women are more positively affected by being challenged in their jobs and by having autonomy.

“In the daily grind of our busy lives, it’s easy to forget the price we eventually pay when we fall short on important things like sleep, diet, or exercise,” said FWI Senior Research Associate and report co-author, Kerstin Aumann. “This report demonstrates how our workplaces—where we often spend most of our waking hours—can help or hinder our personal well-being and health. Our findings serve as a wake-up calls for employers and employees alike to take a closer look at how their organizations affect people’s health and well-being.

For a PDF of the report, send an e-mail to tfm@groupc.com with the words “Health and Workforce” in the subject line of your correspondence. To take a quiz to evaluate how well your work and life fit together, click this link.

The International Facility Management Association has released Temperature Wars: Savings vs. Comfort (available to download for free at this link: hvacsurvey2009), a new study that takes an in-depth look at the most common thermal complaints made by workers and the variety of ways facility professionals respond to them.

For many years, IFMA has surveyed facility professionals to learn the top office complaints among employees. Respondents consistently cite the temperature being too hot or too cold as the most frequent grievances they hear — surpassing high noise levels, limited space, and unpleasant odors. Recent IFMA research also shows that many facility professionals are adjusting the thermostat to higher settings in the summer and lower settings in the winter in an effort to cut energy consumption and costs.

This 2009 study identifies when most thermal complaints occur, the nature of the complaints, and the actions taken to make workers more comfortable and able to concentrate on their jobs. Not surprisingly, survey respondents again report that the most common heating, ventilating, and air conditioning complaints they receive are that the temperature is too cold (94%) or too hot (91%). Indoor air quality complaints are a distant third (25%), followed by too drafty (21%) and too noisy (16%).

Building occupants adjust to thermal comfort issues in different ways, the most common of which are through the use of personal fans (66%) or by a change in clothing (64%). Also popular with workers — though not with building management — is the use of personal heaters, which 60% of facility professionals report seeing. Many survey respondents say that personal heaters are not allowed, however, because they present a fire hazard.Other responses include using stand alone air conditioning units, blankets, and even small wading pools under the desk.

“We have people with lap blankets and fingerless gloves on,” said one respondent. “Sad, isn’t it?” [NOTE: I keep a pair of fingerless gloves in my desk drawer for just this purpose.]

When it comes to addressing occupants’ thermal complaints, 90% of facility professionals say they check the temperature in the area where the complaint was made to see if it is within standards; 87% validate that the HVAC system is working properly; and 75% adjust thermostats to provide for greater worker comfort. Less popular responses include encouraging the occupant to wear layered clothing (35%) and temporarily moving the worker to another area (4%). Others report taking a vote of all occupants in a given control zone; asking people for a budget code to charge them for additional costs associated with running units more than agreed upon parameters; or simply doing nothing.

“We sometimes say we’ll make an adjustment, but don’t,” said one respondent. “This actually seems to work.” “Usually, a prompt response saying that we are handling it is key,” said another. “Then, we follow up in a couple of hours to find out if the ‘adjustments’ made an improvement. Often, we haven’t actually physically done anything to change the temperature.”

During the summer months, survey respondents say they hear complaints that the temperature is both too hot (66%) and too cold (58%). However, 57% of facility professionals say their company does not relax the dress code during the summer to improve occupant comfort, whereas 43% say their company does. Summer “pre-cooling,” a practice in which cool outdoor air is brought into a building at night, was reported by 47% of survey respondents.

The majority of those surveyed say temperatures at their facility are centrally controlled and cannot be regulated by individual occupants (56%). Forty two percent say that temperatures in their buildings are zone controlled, allowing facility managers and sometimes occupants to adjust the thermostat, and 2% report buildings that feature individual occupant or work station temperature control.

Energy efficiency is of prime importance to facility professionals, with the vast majority of respondents saying they utilize a number of energy saving techniques. Seventy seven percent say that they have updated or replaced an HVAC system or components; 73% have verified that their building automation system is working as designed; and 52% have installed more efficient light fixtures to reflect less heat. Common responses also include modifying ductwork (27%), installing new window shades (24%) and adding window film to improve thermal properties (24%).

The survey was drafted with the assistance of several HVAC experts and taken during June and July 2009. It is based on the responses of 473 IFMA members, with a margin of error of approximately +/- 5%

“First-quarter productivity increased 1.6%, revised up from its first reading of 0.8%” according to CNNMoney.com. But it’s Friday, and it’s the summer. In most places of work, that combination of events is typically synonymous with poor productivity. So in an effort to give the clock watchers something else to do, FacilityBlog brings you this brief video.

Oh yes, and happy National Doughnut Day (the first Friday of June each year). Enjoy your free doughnuts while watching the FacilityBlog Friday Funny.

Oh yes, and happy National Doughnut Day (the first Friday of June each year). Enjoy your free doughnuts while watching the FacilityBlog Friday Funny.

According to the results of a study conducted in the UK on behalf of Kohler Mira Limited, soaping up during the work day can increase productivity and creativity for employees. Over a two month period, participants in the study were asked to take shower breaks during the course of the day, and results showed improvement across a range of areas, from mood to productivity.

From the Western Mail (5/20/09):

Employees taking shower breaks at the four businesses—advertising agency Home (in Leeds), The Chancery Restaurant (in London), architects and designers 3s (also in London), and lingerie company Simone Perele UK (in Surrey)—saw an increase in productivity and creativity of 42% and 33% respectively.

During a control period of four weeks, staff recorded how they were feeling throughout the working day, Lucre said.

Workers then spent a further month taking a minimum of one shower break a day, while filling in questionnaires rating among other criteria if they felt more productive or creative.

Sam Walsh, an employee at Home who participated in the study, said: “I found that showering gave me some peace and quiet, being away from the ringing phones in the office was great for mulling over ideas.

“As well as helping me get a fresh perspective on things, I also found it a great pick-me-up on the days when I felt tired.”

Employees generally felt that they had done a better job during the showering phase, with a 16% increase, and 23% felt they were in a better mood.

Nicholas Patterson, general manager of The Chancery, said: “Our hardworking staff members are on their feet for long shifts in what is a hot and hectic environment.

“Shower breaks made sure they took time away from the restaurant to refuel. And freshening up their feet with a shower also offered them physical benefits which made them work more effectively in the restaurant.”

Should these results become a mainstream aspect of modern business, employees will be singing in the shower AND whistling while they work. (Well, it’s healthier and more hygienic than a cigarette break, isn’t it?) And for those of you in industrial facilities, perhaps your emergency eye wash station will be the most popular spot on campus now (for an entirely different reason).

At a time when cell phone use for drivers is consider a moving violation in several states, many “road warriors” are struggling for safe ways to conduct business on the road. And under initial scrutiny, the idea of conducting business in the car may seem downright dangerous. Unfortunately, it’s a necessity for some professionals (including those in the facilities field). For the folks at Officeinacar, this was a problem just itching for a solution.

The company recently debuted its new product, Deskinacar, a portable utility desk that weighs less than four pounds and can be stowed in most 17″ laptop bags. Deskinacar provides a car desk/lap desk for the businessperson on the move, whether traveling in and out of airports, rental cars, hotel rooms, college campuses, or sprawling business parks - whenever and wherever immediate desk space is needed.

“As an insurance adjuster, I am always on the lookout for any tool or gadget that might improve my ‘mobile’ office. With Deskinacar, the desk is much larger than the bottom of my car seat, so it can accommodate much more of my work, and it prevents me from tearing up my car seat. It also makes a nice sturdy platform for my portable printer. It fits perfectly inside my computer cases, so I can take it anywhere I go,” says Randy Inman, president, Inman Insurance Services.

The Deskinacar has a durable polycarbonate frame with a soft, rubberized grippy material that resists items placed on it from sliding off. The desk measures 22″ by 16 3/4″ while open and can be leveled in the passenger car seat with the attached poly-web belt. It can be used unfolded as a very large lap desk or can be quickly folded in half to create a heat-absorbing laptop desk, measuring 11″ by 16 3/4″ by 1″. Officeinacar, Inc. also has plans to develop the product with additions such as legs.

The inventor of the Deskinacar is Lee Evans, who, while working as a part of a catastrophe team for a major insurance company, found himself on assignments requiring frequent air travel and needing to carry more than one computer, a portable printer, briefcase, and luggage. In transit or on inspections, he had to have constant access to his computer and the Internet and able to set up a portable office, especially when he was in a foreign city.

The idea of lugging around a large car desk was simply out of the question. The problem he needed to solve was: “How do I set up a functional yet portable mobile office in my rental car?” Evans found the solution, and two and one-half years after establishing Officeinacar, Inc., he launched Deskinacar. The product is currently patent pending.