<h3>The opportunity </h3>
<p>Prior to the Covid-19 pandemic, Surrey Heartlands had more than 650 staff across multiple departments. The staff had already undergone changes to their working life as part of the restructuring needed to form the Integrated Care System (ICS). </p>
<p>The New Ways of Working programme was launched as an enabler of agile working. Surrey Heartlands’ vision was to consolidate its estates and join up with its partner organisations, thus strengthening opportunities for close collaboration. </p>
<p>Lexica offered comprehensive support from the early development of the outline business case, right through to final occupation of the ICS’s fourth new hub building.</p><h3>Our approach </h3>
<p>By conducting staff surveys and targeted team meetings, we scoped the type and size of the accommodation needed. </p>
<p>We identified, secured, managed and moved the ICS from 33,000sq.ft of office accommodation costing £1.9m per year, to a 14,000sq.ft space at £1m per year - a 60% square footage reduction and a 50% cut in costs. We achieved this through detailed staff profiling within new team structures, as well as creating a cost profile.</p><h3>Our impact </h3>
<p>Our <a href="https://www.lexica.co.uk/services/property" target="_blank" rel="noreferrer noopener">Property Advisory</a> and <a href="https://www.lexica.co.uk/services/programme-management" target="_blank" rel="noreferrer noopener">Programme Management</a> teams: </p><ul><li>Led the production of the outline and full business case</li><li>Set up the project structure, governance and reporting</li><li>Developed and managed the project programme</li><li>Set up and coordination of the delivery workstreams</li><li>Created and managed the Project Risk Register</li><li>Advised and developed the role of Relocation Champions</li><li>Developed a move plan and timetable</li><li>Undertook Property Availability Research and an Options ‘Long list’ using Lexica’s Weighted Property Assessment reducing the long list to five options</li><li>Led Heads of Terms Negotiations focusing on flexibility of terms with certainty on costs</li><li>Liaised with lawyers, engaging with Surrey Heartlands legal advisors and agents to facilitate a smooth lease negotiation and ensure specific timelines were met</li><li>Liaised with appointed project managers to ensure fit out plans and changes were submitted at the appropriate time</li><li>Supported the agreement of dilapidations from exited offices</li><li>Successfully completed of the leases</li><li>Led the lessons learnt exercise</li></ul>

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<h4><strong>Lexica supplementary support</strong></h4><ul><li><strong>Project management:</strong> Managed a specific element of the fitout works needed for the new office, including management of furniture</li><li><strong>Cost consultancy:</strong> Provided contract administrator and Quantity Surveyor duties</li><li><strong>Space planning and design</strong>: Scoped the type and size of accommodation needed through detailed staff profiling within the new team structures</li><li><strong>Designer and architect support</strong>: Designed the space with the new models in mind. This work was led by the appointed architect CIJA, and its work managed by Lexica, including as quality and principal designer role for the fit outs</li><li><strong>ICT</strong>: Advice on the ICT /AV offering and strategic advice on the direction of this workstream</li></ul>

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Surrey Heartlands Integrated Care System, UK

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Lexica supported Surrey Heartlands Integrated Care System (ICS) to launch its New Ways of Working programme.

Surrey Heartlands Integrated Care System, New Ways of Working programme, UK

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Surrey Heartlands Integrated Care System, UK

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