Flex IT Space—Bringing hoteling to UMass Boston

Mark O’Sullivan had worked on campus at what used to be called the Distance Learning Video Production Center until recently, when he moved to a more flexible schedule that saw him working from home two days a week. Because he was no longer going to be on campus daily, O’Sullivan gave up his permanent workspace and became one of the many staff members who now work from the flex IT space in Wheatley Hall. For O’Sullivan, this new space has offered only positives, including a chance to work alongside new people and a decreased worry about where he would be working from when on the days where he is on campus without a permanent homebase.  

The flex IT space is UMass Boston’s first foray into hoteling, an office management strategy that allows employees to reserve space rather than have a permanent desk. At UMass Boston, the first flex space was not just a move toward modernization, but also a matter of necessity—an ending lease at the Bayside site was going to displace about 25 IT department employees and a new home had to be found for them. The Office of Campus Planning and Sustainability identified the former CAPS Dean’s suite as a usable space, but much work was needed for it to be habitable.  

Senior Campus Planner Tina Perez took the lead on making the location functionable. Amongst the many issues were unexplained leaks, rotted and corroded beams, and ventilation problems, Perez says. Once those problems were addressed, the space was outfitted with new paint, LED light fixtures, and a carpet specifically designed to enhance concentration and reinforce well-being. Perez worked with vendors to ensure an ideal layout for the furniture but relied on the IT Department to help determine all of the tech needs for the hoteling space, which opened its doors in March 2024 (original sketches began in December 2022).  

Vice Chancellor and CIO of Information Technology Services Raymond Lefebvre says that it was “a human experiment” asking people to give up their offices and use flex space but noted that a similar model had already been successfully implemented by the UMass system’s President’s Office. Lefebvre and colleagues took a field trip to Westboro and used that space as a working blueprint for the one UMass Boston built. They created 15 cubicle spaces, each with its own moveable desk (suitable for sitting and standing), built-in docking station, and large, curved monitor. All employees need to bring is their own laptop, and even then, there are a few extra kept on-site in case someone’s breaks or is forgotten. Robin Room Scheduling software allows people to reserve a cubicle in advance and avoid any potential conflicts. Three of these cubicles also have privacy doors.

In addition to cubicles, the space has individualized flex rooms and a meeting pod for in person meetings, which Perez refers to as a “huddle space.” The pod has a table and chairs in its center, slats that open at the top for circulation, and is completely tech-enabled with a built-in computer and hookups for other devices. It offers a small meeting space in a central location, which is a plus for a department like IT that houses people in many buildings. “With the flexibility of the scheduling, different departments within the IT umbrella can work together and collaborate in ways that they hadn’t been able to before because they were located all over the place,” says Perez.  

The flex rooms, which are meant for staff to participate in digital meetings, are built with privacy and noise control in mind. Crafted from what was once music practice spaces, each flex space has soundproofing materials on the walls and a door that closes. Each is also outfitted with basic office tools (pens, staplers, etc.) as well as everything needed to keep them clean and safe, like air purifiers and a steady supply of Purell. Overflow desks, a lounge area, a kitchenette, and personal lockers are also contained in the suite.   

There are other benefits to employees working remotely, beyond simply freeing up space and maximizing efficiency. For O’Sullivan, a commute from his home in Duxbury, Massachusetts, could take anywhere between 45 minutes and three hours depending on traffic. “I’ve had to adapt over time with commuting to include things like books on tape, calling people, having meetings in the car, talking on the phone. I try not to think of the commute as a waste of time,” he explains. Still, the extra time has been wonderful for O’Sullivan, who has used it to exercise before work and in other ways that promote his general health and wellness. The positive effects on staff members’ mental health and work/life balance cannot be overstated, and the flex IT space is a great example of flexibility that benefits all parties.