Cost-Conscious and Responsible Office Management: An Interview with Birgit from DIGNITY

At a time when responsible resource consumption and cost-conscious management are in focus like never before, it's interesting to see how organizations like DIGNITY - Danish Institute against Torture - manage their office operations. We had the pleasure of interviewing Birgit Christiansen, Facility Manager at DIGNITY, who shared insights into her work and the forward-thinking solutions they choose to tackle everyday challenges.

A busy Facility Manager

Birgit has worked at DIGNITY for 6 years and has seen the organization evolve during her time there. She and her team make sure everything runs smoothly, coordinating tradesmen and subcontractors and welcoming patients and guests.

DIGNITY is a living house with around 110 employees. The office houses researchers, international staff and those who visit clients in Danish prisons. The versatile nature of the organization means that some days are full of activity, while other days are quieter.

Hybrid Work and Office Operations

Due to the COVID-19 pandemic, DIGNITY has realized that they no longer need as much office space as before. They have therefore rented out part of their building and are now working with a model where employees must be present at Bryggervangen on Tuesdays and Thursdays as a minimum, and where - depending on the department - you can agree with your personnel manager that you can work from home a maximum of 3 days a week. This has challenged office operations and means that Birgit and her two Facility Management colleagues have to think more carefully about how they use their facilities. Responsibilities are clearly divided within the team, and Birgit is responsible for the office's physical environment, among other things.

Sustainability in focus

"We have to consider why we print all that paper, all that cardboard, and whether it's necessary."

An important part of DIGNITY's work is to be climate conscious, also when it comes to their office operations. Birgit shared how they now weigh all waste to understand and reduce their waste. This is done in close collaboration with their cleaning supplier, who weighs the kitchen waste daily before it is thrown away.

They have also tested having only one bin per office to reduce paper consumption. But this also has its challenges, as colleagues have different needs and preferences.

When it comes to suppliers, DIGNITY tries to find those that are environmentally conscious and live up to their ethical standards. They emphasize that their suppliers should have eco-labels such as the Nordic Swan Ecolabel for cleaning. Birgit also emphasized the importance of suppliers understanding and supporting DIGNITY's values.

Cost-conscious suppliers and conscious opt-outs

In addition, it is crucial to find suppliers who are cost-conscious and willing to compromise on earnings in favor of contributing to a good cause. DIGNITY's budget is of course extremely limited, as the funds must be used for the clients and serve the good cause. The limited budget has also meant that the lunch program has been opted out. Several different lunch solutions have been tried, but financially it hasn't been possible to make it work, which Birgit fully understands.

"There are many of my colleagues who would like to have a lunch program, but the economy doesn't allow it at the moment, as it costs a lot of money... price and quality go hand in hand... The cheaper alternatives were too simple."

Digital Platform and Accessibility

DIGNITY uses Officeguru to manage everyday life and collaborate with the office's suppliers. Birgit and her colleagues can follow the correspondence and step in when needed.

In addition, Birgit particularly appreciates the accessibility of the supplier's and Officeguru's customer service, facilitated through the chat on the Officeguru platform.

"It's all very approachable - the platform makes it easy to get in touch with people and the response time is fast."

In addition to communicating with suppliers, DIGNITY uses Officeguru's marketplace to research different offers to find the right balance between quality and cost.

Conclusion

DIGNITY's approach to office management is a fascinating mix of cost-consciousness and sustainability. As the organization adapts to a world of more hybrid work, they need to innovate and find solutions that fit their unique needs. Birgit and her team work hard to ensure their office space runs smoothly and is in line with their values. It's a challenging task, but one that is crucial to the success of the organization.