Administrative Directors Summit

Transcription

1 Administrative Directors Summit New.Work.Order 4-6 March 2015 Hotel Courtyard by Marriott, Warszawa

2 Dear Sirs, Forum Inspirators Monika Wojnowska Maciej Kryda Grupa Sanofi Dagmara Zabrzeska Tomasz Cisowski Human Resources Management Grupa Kapitałowa SYNTHOS Joanna Porada-Nowak Director of Business Operations Center ORANGE Polska Forum Programme Board Dorota Wiśniewska Real Estate and Office Director RUCH Marek Dyczek Procurement and Cost Optimization Director AMREST Piotr Kaźmierski HR & Director JTI Polska Małgorzata Kroczek Real Estate Management and Bank Service Department Director ING Bank Śląski Tomasz Łański Organisational Office Deputy Director PKP Energetyka Katarzyna Cieplak Real Estate Maintenance Director PZU Paweł Budzeń Real Estate Division TUIR / TUnŻ Warta Dagmara Zabrzeska Monika Wojnowska Anna Rajewska JTI Polska Witold Tryc and Logistics Office Manager Polska Spółka Gazownictwa Piotr Godlewski Facility Management Department Director T-Mobile Polska Grzegorz Zając Real Estate Operation Section Manager T-Mobile Polska Radosław Wierzchowski Procurement and Assets Management Department Director PROVIDENT Polska Aleksander Matuszewski Organisation Support Office Director ARP Bartosz Kawa Group Real Estate Management Manager EDF Polska Maciej Kryda Grupa Sanofi Joanna Mroczek Director of Research & Marketing Departments CBRE Daniel Bienias Senior Director Head of Tenant Representation CBRE For more information about Forum Inspirators go to: Magda Szubert Concept Development Manager - Office environments Ecophon, Saint-Gobain Construction Products

3 Forum agenda 9:30 Registration and morning coffee 9:50 Official opening of the Forum Magdalena Wolska-Omyła, Project Director, THE PLACE AND ROLE OF THE ADMINISTRATION DIRECTOR NEW CHALLENGES AND KEY RESPONSIBILITIES 10:00 Evolution of the role of the Director in organisation s structure Dorota Wiśniewska, Real Estate and Office Director, RUCH Static business support or dynamic management Facility Management new approach to business administration and facility management Relations management new challenges 10:35 Place and significance of the administration department from the Management Board sperspective panel discussion of the Presidents of the Management Boards 11:10 Cooperation between administration and business to effectively support development of organisation challenges We are awaiting Forum Partner s confirmation 11:45 Coffee break and networking COST OPTIMIZATION FROM THE ADMINISTRATION DIRECTOR S PERSPECTIVE WHERE TO LOOK FOR SAVINGS 12:00 Cooperation between administration and business looking for cost optimisation Małgorzata Kroczek, Real Estate Management and Bank Service Department, ING Bank Śląski Examples of successful common savings projects How to win the business to your side Basic elements of effective cooperation 12:35 Lunch 13:30 Sources of savings innovative approach to cost management. Consolidation and optimization of administration tasks based on the Balanced ScoreCard Witold Tryc, Logistics and Office Manager, Polska Spółka Gazownictwa Consolidation of administration area Standarization of operation of processes and creation of functional strategy Implementation of BSC in the area: identification of goals and indicators, reduction and optimisation 14:05 Role of administration in the optimisation of procurement policy and centralised procurement Joanna Mroczek, Director of Research & Marketing Departments, CBRE Daniel Bienias, Director Head of Tenant Representation, CBRE To renegotiate or to look for new location? Pros and Cons When to initiate the process and how to prepare for negotiations Verified cost-cutting strategies 14:25 Role of administration in the optimisation of procurement policy and centralised procurement day, 4 March 2015 Marek Dyczek, Procurement and Cost Optimization Director, AmRest CE Facilitator vs negotiator the role of Director in the central procurement process Role of cost-killer vs building cost awareness at within organisation Cooperation with business to improve cost management practices 15:00 Coffee break and networking 15:15 DIVISION INTO THINK TANKS small, interactive expert groups allowing participatnts to discuss in detail the most important issues and challenges. Two Think Tank sessions will take place. Each participant can choose two groups, in which he will participate. The participation in the groups will be determined by the order of applications. 15:15 FIRST THINK TANK session 16:25 SECOND THINK TANK session I Effective process of looking for a new head office verified strategies Dagmara Zabrzeska,, Effective process of looking for a new head office with and without an advisor, time management and milestones Contract renegotiation where to look for savings Calculation of the total rental cost how to avoid surprises II Central procurement in administration Tomasz Cisowski, Human Resources Management Department Manager, Grupa Kapitałowa Synthos Centralisation of procurement procedures and key elements Selection and cooperation with the suppliers, compliance issue Negotiations, rebates and group procurement what and when is cost effective III Assets management: fixed assets Responsibility of employees Stocktaking tools and verified strategies Liquidation - what and how to settle, effective procedures Tax issues Interactive questions and answers session IV Team management and incentives in the administration division the tackled issues will include: How to build a well working team? Assignment, supervision, control and other issues from the perspective of actual practice rather than definition Where to look for talents? The plans of succession and talents development in practice. Threats and opportunities How to motivate employees? The place and role of non-remuneration based incentives How to motivate through remuneration without disturbing relations within the team V Commercialisation of own space Analysis of profitability of real estate to sell or to rent? Renovation of the property held cost issues 17:30 Cocktail excellent opportunity to share opinions in an informal atmosphere with fellow practitioners 18:30 End of first day of the Forum Forum agenda 8:45 Registration of participants 9:00 Joint breakfast for a good start of the day Excellent opportunity to continue evening discussions and establish new day, 4 March :05 Modern arrangement of office space in practice the costs, trends and profitability of the project Piotr Kaźmierski, HR & Director, JTI Anna Rajewska,, JTI Definition of the areas requiring re-organisation supplier of vending solutions, security, cleaning company, water supplier Revisions of present contractors and conclusion of new contracts the methods of seeking savings while assuring the same quality of service provision Examples of re-arrangement at the office: Kaizen ideology, application of 5S3R, utilisation of e-processes in administration work business contacts with Forum participants MANAGEMENT OF A RELOCATION PROJECT IN PRACTICE 9:30 DOLNA Project, i.e. how to conduct a relocation project effectively Monika Wojnowska,, Designing the process and participation in the project from the construction stage Layout design and building operational concept Tenders, infrastructure, preparation of office relocation Relocation 12:40 How to arrange ergonomic and fuctional open space in Practice Magda Szubert, Concept Development Manager - Office environments, Ecophon, Saint-Gobain Construction Products Biggest mistakes and how to avoid them Tools and tricks of effective open space design in various office space life cycles Creative designs in practice 10:05 Orange Town Project Joanna Porada-Nowak, Director of Business Operations Center, ORANGE Polska Construction stage cooperation with the developer (participation in the creation of and familiarisation with new systems) Allocation of employees to new premises and release of office space After relocation friendly open space 13:00 Lunch MANAGEMENT OF ORGANISATION S ASSETS 14:00 Sale of real estate process, risk and unforeseen situations Maciej Kryda,, Grupa SANOFI Sale or revitalisation How to prepare and efficiently conduct the real estate sale process Is the lack of expenditures on real estate possible during the extended sale process owner s risks and obligations Unforeseen situations which can jeopardise the project. How to handle these situations (examples of processes) 10:40 How to effectively relocate 2500 employees Piotr Godlewski, Facility Management Department Director, T-Mobile Grzegorz Zając, Real Estate Operation Section Manager, T-Mobile Determination of the method of work of the project group organisation of activities How to timeline, responsibilities division ensure business security HR aspects communication and how to overcome the resistance to change Key aspects of logistics deliveries, furnishing, relocation Lessons learned, questionnaire and never-ending story 11:15 Coffee break and networking 14:35 Organisation of the procurement process at an entity required to observe the Public Procurement Law Act, which at the same time is a commercial law company formal and legal issues OPTIMISATION OF COSTS UNDER THE CHANGED LAYOUT PROCESS COSTS DURING OFFICE RE-ARRANGEMENT PROCESS 11:30 From a separate room layout to a flexible office a case study of changing the office layout on the occasion of relocation of the head office Radosław Wierzchowski, Procurement and Assets Management Department Director, Provident Polska Analysis of the actual needs of the company within the scope of a relocation project Development of the strategy of a work place at the new office Management of the change of work place organisation based on the group of 350 employees Implementation of a final solution and its periodical evaluation Current agenda of the Forum: Tomasz Łański, Deputy Director of the Organisational Office, PKP Energetyka Management of the procurement process at a multi-branch organisation verified strategies Key tasks and main challenges in the procurement process How to support the Management Board, execute the organisation s strategy while at the same time observing the requirements of the public procurement law Management of legal and business risk associated with the procurement process based on the example of PKP ENERGETYKA 15:10 UNCONFERENCE SESSION Summary of the Forum topics, conclusions and inspirations gained from the two-day meeting. 15:30 End of second day of the Forum

4 Special day day, 6 March 2015 OFFICE STUDIES - modern office layouts in practice Visits in selected most representative offices in Warsaw arranged according to the latest standards! After two days full of discussion we will see what is the end result of implementation of the latest office space trends and solutions! Our hosts will present the changed office space, discuss in detail the process of changes and, above all, share what are their consequences for the organisation! Participation in OFFICE STUDIES will be available for the first 30 persons registered in the Forum who will also declare to participate in them.* Why it s worth haring experiences among fellow professionals managing the administration departments from the largest 1,000 businesses in Poland. nique case studies, best practices and inspirations based on the solutions of market leaders Jeronimo Martins We will visit the new premises of Jeronimo Martins. The purpose of the change concerned not only optimisation of space, but also strengthening the brand s image as one of the market leaders who also cares for the environment. In 2014 JMP received the Green Office certificate. Director Monika Wojnowska will tell us about a two-year project and the challenges and surprises encountered in the course of project execution. And you will see for yourselves the effects and results of these works. Industrial Development Agency The premises of Agencja Rozwoju Przemysłu are located in a building known in Warsaw as Party House or White House. Director Aleksander Matuszewski will share with the participants his experiences learned during the process of revitalisation of the office in a historic building, he will talk about the restrictions and cooperation with the conservator of monuments and how he handled the encountered challenges. You will be able to see for yourselves the effects of the project and work of the entire team, which lasted for several months. Orange Town An opportunity to visit one of the most modern office complexes of a total floor space of 43,700 thousand m2. Orange Town is a combination of state-of-the-art technological and ecological solutions. It was designed and built having in mind the comfort of its users and environmental protection. One of the objectives of the construction project was to minimise its environmental impact and obtain the highest possible efficiency of the facility. oint discussions in key areas of challenges such as: optimisation of processes and costs, cooperation with suppliers, re-arrangement of office space and implementation of changes in the current structure of an organisation. hink Tank panels involving all participants in sharing their experiences and developed networking. FFICE STUDIES in selected offices in Warsaw designed according to the latest trends. Registration Of Participation In The Forum The registration of participation can be made with the use of an online form at: The promotional prices are valid only until 16 January Provident Office Gdański Business Center accommodating the new offices of Provident, is currently one of the most technologically advanced office buildings in the capital, which combines the high quality of design and architecture with modern ecological solutions. The functional arrangement of the interior and advanced technologies make Provident office a friendly place to work in that meets employees needs. The Design Crew team composed of the representatives of all departments of Provident was participating in the decision-making process concerning the arrangement of the interior. The flexible arrangement of the interior and implementation of the latest solutions allowed for optimisation of the occupied space while at the same time observing the highest standards and comfort of the employees. until up PLN 1,000 cheaper from to up to PLN 500 cheaper Office Studies are available only for the first 30 registrations! * The hosts of the visits reserve the right to refuse entry to representatives of selected companies to the location of their office premises without a reason. The participants of the visits are required to familiarise themselves and accept the rules of visiting the given location.

5 Forum Partner: Your business partner. For more information about the Forum please contact: Magdalena Wolska-Omyła Project Director Contact: For more information on potential partnership during the Forum please contact: Anna Chrobot B4B Communications Manager For more information on registration of participation in the Forum please contact: Anna Banaś Head of Sales Organiser: sp. z o.o Oddział Kraków ul. Berka Joselewicza 21c, , Kraków tel , fax info@bbm.pl,