16.1 Managing environmental, mechanical, and electrical needs#
Building management and the management of building-related resources are often closely connected to physical characteristics of building(s). It is in the interest of every national statistical office (NSO) to have a cost-effective building, but the main motive for trying to change the building is usually a lack of space and a desire to consolidate the NSO (or at least a logical set of its organizational units) into a single location. The decision to move to another building is often outside of the NSOs control and is usually taken (or influenced) by a government department that oversees government property. However, a well-organized lobbying campaign can sometimes be helpful, particularly if it includes a solution that includes cost savings or can be seen as beneficial to multiple organizations. As government organizations, NSOs are often located in old spaces that are not suited for the needs of a modern organization, but these can have the advantage of being in prestigious locations that might be exchanged for more space on a less expensive location. Ideally, an NSO should rent, buy or be awarded a building that suits its activities, including adequate meeting places. The building should be cost-effective, have adequate IT infrastructure, and be located in an environment where an adequate pool of potential qualified employees is available. Location in the vicinity of other government offices may also be considered an advantage.
Even though heating, ventilation and air-conditioning, fire-extinguishing systems, electrical utilities and elevator(s) depend on physical characteristics of the building, they should not be taken for granted. These systems must be regularly serviced and maintained to ensure safety during their operation. Maintenance is usually planned and performed according to an annual maintenance plan. Of course, unscheduled repairs cannot be avoided (particularly in older buildings), but regular maintenance, refurbishment and upgrades can minimise such incidents and reduce the long-term maintenance costs.
NSOs’ operations impact the environment, and the assessment of this impact can also be beneficial in cost-saving. This assessment should not include only cost-saving measures such as better management of energy (i.e., shutting down the heating, air conditioning and non-essential electricity outside office hours), but also the analysis of possible savings through energy refurbishment (i.e., improvement of the insulation properties, heating/cooling equipment upgrades, and installation of LED lighting). In some cases, an energy-inefficient building could be replaced with a new building, as the cost of refurbishment may be greater than the construction costs. Programmes for improving public buildings’ energy efficiency may be available and statistical offices as public institutions would be eligible for refurbishment in such cases. Particular attention should also be paid to waste management, as promotion of responsible practices can significantly reduce both the costs and total environmental impact. Even though that waste management and recycling are heavily dependent on local regulations, awareness, and infrastructure, much can be done at the organization’s level. Establishing a waste management plan that includes materials-recovery facilities for recyclable resources and providing open and controlled dumpsites is highly recommended.
Technological advancements in computer hardware have significantly reduced the energy and space requirements for servers. Servers previously required installation into specially designed refrigerated rooms but nowadays can easily fit into relatively small cabinets with integrated cooling. Having an outdated server can incur high electricity costs and at the same time occupy large space that could have been retrofitted for office or other purposes.
Office space study: A review from facilities management context (🔗).