Corporate Shipbuilding: Our Hybrid Ways of Working

**Support Guides**

Employee Guide – 40/60 approach
People Manager Guide – 40/60 approach
Effective Meetings Guide
Effective Team Talk Guide

Our Future Ways of Working

Our future ways of working vision is to be a trusted and empowered team, with a healthy, realistic and fair balance of office working and remote working, successfully delivering for Corporate Shipbuilding.

We’re asking everyone, in a given month, to spend a minimum of 40% of their time in ‘the office’, this can mean Carnival House, one of our site offices or suppliers as well as time spent travelling with the remaining 60% of their time at home. It’s up to you to decide with your line manager how to manage this depending on the needs of your role and your colleagues. This flexibility should mean you can manage your time in a way that makes the most sense for the work you’re doing.

Share your feedback – as we all settle into our new way of working we want to know what would make the office experience even better. Share your office working feedback here. Remember any faults with the building should be reported here so they can be resolved quickly.

Frequently Asked Questions

On the days we need to be in the office is there any flexibility on hours to help avoid rush hour or manage work/life balance?

There are no prescribed hours for being in the office. Flexible arrangements for both days working from the office and days working from home should be discussed with your line manager so that together you can agree what's realistic and fair.

What if I want to work from home on a permanent basis?

In the first instance, we recommend that you have a discussion with your line manager on the level of flexibility that you are looking for and what challenges you might be having in meeting the 40% ‘in the office’ requirement.

Will contracts be updated to reflect the change from full time office working to hybrid working?

No, your contract will stay the same as it is today, our hybrid working model is discretionary and non-contractual.

Can I live abroad and continue to work remotely for Corporate Shipbuilding?

There are potential tax and social security obligations that arise from working outside the UK. As a responsible employer, Carnival UK is required to follow international tax laws in countries where workers are undertaking their duties. This may for example include the requirement to operate an overseas payroll and withhold international taxes and social security contributions. Specific procedures are also required to mitigate or reclaim any costs of double taxation that may arise. Due to the costs and complexities involved, overseas working will be agreed in exceptional cases only, based on business needs. Any requests to work from overseas must be discussed with Gemma Waterfield before any work overseas commences. This will ensure that any potential social security and tax implications are considered in advance, to remain legally compliant and to obtain certainty on costs.

Does company insurance include company equipment at home?

Company property remains company property and so any damage or loss would be covered by Carnival UK. However, it’s sensible to take the precautions you’d take when in the office to protect against theft of equipment or loss of sensitive information. We strongly recommend locking your laptop and all other company equipment away when not in use.

If I'm working from home some of the time can I claim £6 per week allowance from the government?

Please look at the Government Gateway website for further information. There is a P87 form which explains how to claim. The claim is made retrospectively for expenses incurred for the whole period of working from home. It is not yet clear how the government are processing these claims given the wider context and whether this will be impacted due to government funds. Please note the £6 allowance is the gross amount and therefore the amount reflected in your net pay would be substantially lower. You can claim whether your normal place of work is the office or not but you can only claim for the period of time you have actually worked from home.

Will Corporate Shipbuilding offer any additional expenses or subsidies for working from home?

We do not anticipate any changes to our existing expense policies.

Moving around Carnival House

Flexible hours – choose start and leave times that suit you, your team and your role, there are no fixed times. Discuss this with your line manager so that together you can agree what’s realistic and fair. To allow for desks to be cleaned each evening we just ask that everyone leaves the office by 7pm.

ID and access – the main doors at Carnival House are locked so when arriving to the office via the main entrance please swipe your ID card or press the help button and someone from Reception or Security will help you. Please make sure you have your company ID visible at all times while in the office. Please note, we’re working on creating replacement photographic ID, for now please continue to use your existing ID, even if it has expired.

Lifts – so that the lifts can be used by colleagues who need to use them we’ll continue to encourage use of the stairs for the majority of colleagues.

Setting up your workstation

Desk use – all desks at Carnival House are bookable so you’ll need to book a desk ahead of arriving at the office via Condeco.

Please note that the Condeco App has been updated so you will need to download the new version to be able to continue using it, instructions to do this can be found here.

If you’re working from the office it’s important that you only work from the desk you have booked so we can keep track of which areas need to be sanitised – you’ll find handy reference numbers on the corners of all desks if you’re ever unsure. For guidance on how to set up your desk, including how to connect your laptop and screen and how to set up you desk safely for you, click here.

If you need to use a height adjustable desk you can book one via Condeco. All height adjustable desks are highlighted on the booking platform with a green circle and a star. Please try to avoid booking these desks if you do not require the height adjustability feature. If there’s an issue with the desk please get in touch with Facilities as soon as your discover it. Please don’t use the desk if it’s not safe to do so. All desks available for use should be set up with all the IT equipment you need. If you find this is not the case please contact the IT Service Desk on: 02380 656000 who’ll be happy to help. Please do not remove equipment from the office to use at home.

Connecting to the internet – when in the office your personal devices and work phone should automatically prompt you to connect to the CarnivalHouseWiFi network which is our ‘guest’ network. If working from your laptop we recommend always working from a wired network connection for the best reliability and speed. Try not to use the WiFi if you don’t have to. If you do need to work on the WiFi and it hasn’t connected automatically click on the WiFi icon at the bottom right of your laptop screen and select ‘hidden network’. The password for the hidden network is ‘CarnivalUK‘. (Capital ‘C’, Capital ‘UK’) If you experience any connectivity issues, please log an incident with the IT Service Desk by completing the online IT Incident form, by calling the team on 023 8065 (6000) or by visiting the Tech Bar (located in Hamilton meeting room, ground floor). If connecting to the WiFi from the Atrium or one of our balconies you may find that connectivity is slightly poorer than in other areas of the building. We therefore strongly recommend booking a meeting room to take Teams calls or taking them at your desk.

Personal belongings – to help Carnival UK’s cleaning team deep clean the office regularly please remove all personal belongings from desks and communal areas and store them either in your locker (if you have one), in your team cupboard, or take them home with you. If you would like a locker, please speak to Rhian Cardon.

Printers – to help minimise the risk of spreading illness all equipment should continue to be wiped down with provided antibacterial wipes before and after use.

Stationery – as usual stationery will continue to be available for your use from each hub area. However, if you have stationery at home that you can bring to the office and use we encourage you to do this.

Frequently Asked Questions

How will desks at Carnival House be equipped?

All desks will be fitted with at least a single screen, docking capability, mouse and keyboard. There are a variety of screen set ups within the Corporate Shipbuilding neighbourhood in order to cater for different preferences. As you return more regularly to Carnival House, you will get to know the desks that have your preferred set up and so you can easily select those desks in Condeco.

If you require DSE equipment such as a footrest or laptop riser email carnival.house@carnivalukgroup.com. You don't need to take any DSE equipment home, instead these items should be stored away in a team cupboard.

If your desk is missing any standard IT equipment please make IT aware by calling them on 02380 656000. Please do not remove equipment from other desks to resolve your issues.

I don't have a locker, how do I request one so I can store my belongings in the office?

Please speak to Rhian Cardon who will be able to allocate you a locker.

Can we implement a system that guarantees we sit with those we work with? What is the point of being in the office if we still have to rely on teams to talk?

We're continuing to use Condeco so you can plan your time in office and co-locate with people you need to work with. Please use the 'find a colleague' function to ensure you book a desk in the same area as those you wish to sit with. You'll also find all meeting spaces open making it easy to meet with colleagues away from your desk.

Who can help me set up my desk?

For guidance on how to set up your desk, including how to connect your laptop and/or screen, click here.

If you need further support please contact Facilities unless it's an IT issue and then please call 02380656000 or book an appointment at the Tech Bar.

I need a headset for virtual meetings in the office, how do I get one?

To minimise noise when taking calls in the office we encourage you to use a headset. You'll be able to collect one from Carnival House when you return, pop down to the Tech Bar, no appointment necessary, or give the IT support desk a call on 02380 656000.

Please note that only one headset is available per person and due to Covid restrictions, we can't loan headsets if you've forgotten your own.

Headsets are compatible with all PCs, laptops and Macs and have a standard USB-A connection. It's noise cancelling microphone filters out background noise while offering a high-quality audio experience.

I can’t access my locker or pedestal, what should I do?

If you have a pedestal or cupboard that is locked and you can't find the key, complete this form and Facilities will be able to provide you with a spare key.

Facilities available

Parking – to ensure we’re making maximum use of our car park facilities, we’ve introduced a reallocation process for car parking which is managed by Rhian Cardon. For full details on the process you need to follow to request a space, please click here.

If using the car park at Carnival House or BSA, please access them via the usual entrance and follow all instructions. You’ll need to have your employee available to show security on arrival. If you need to leave your car overnight, please let Facilities know in advance. If you’re parking at BSA before 7am or after 7pm you’ll need to request a key to the car park from Carnival House Reception.

The Atrium Cafe – the Atrium Cafe is offering a full menu and you’ll be able to enjoy your lunch break at one of the tables available.

Break out areas – the break out areas, on all floors, are open. So these spaces can be deep cleaned each evening, please remove any food or drink from the fridge each day. Anything left in fridges overnight will be thrown away by our cleaning team. As part of Carnival UK’s commitment to reducing our environmental footprint all single use cups have been removed from Carnival House. Please remember to bring in a cup from home or ask the Atrium Cafe team for a china cup or glass.

Smoking – our smoking area at the rear of the building will be open for use. Please be reminded that smoking is forbidden in our car park, on the roof top terrace and on the pavement that surrounds the building.

Vending machines – vending machines will be available on all floors, this includes the use of the free vending machines. As part of Carnival UK’s commitment to reducing their environmental footprint all single use cups have been removed from Carnival House. Please remember to bring in a cup from home, or ask the Atrium Cafe team for a china cup or glass.

Showers and lockers – all showers and lockers have been reopened.

Toilets – all toilets are open at full occupancy and all hand dryers are available for use. To minimise touch points all main doors will remain open and we have also installed wall mounted disposable hand towels for those preferring to use these over the hand dryers. To help protect all colleagues please make sure you wash your hands.

Please note that the ground floor toilets, accessible via the Atrium, are now gender-neutral toilets and can be used by anyone.

Quiet room – the quiet room will remain closed. If you have a specific request to use this space please contact Facilities.

First aid – if you have an accident in the office or whilst working at home it’s really important you let us know. To report an accident get in touch with Facilities or speak with one of your first aid trained colleagues.

Frequently Asked Questions

Collaboration

At Carnival House we’re lucky to have a fantastic building that lends itself to collaboration and working better together. Carnival UK has created a number of new hybrid working spaces to provide different environments for various types of work, be that collaboration, creative sessions or quiet work:

Floor one (west), our only bookable space, is an ideation area perfect for team meetings, presentations and more.
Floor two (east) is for those looking for somewhere to quietly reflect or focus on your own work – a variety of desks and pods are available.
Floor four (south) has a clever mix of open and closed spaces, designed for impromptu and informal discussions – a great alternative to the Atrium.

Meeting rooms – to allow for collaboration our meeting spaces are open.

To ensure meeting spaces are always ready and safe to use we need everyone to wipe down touch points in the room after using the space. Cleaning supplies will be provided to help you do this. If on the rare occasion you do find cleaning materials are running low or not available please get in touch with Reception so they can notify our cleaning team.

Please note that both Boston and Bilbao are now bookable meeting rooms via Condeco.

Booths and pods – all booths (open seated areas) are now open for use. The pods (enclosed spaces) will remain closed.

Teams calls – virtual meetings will continue to be part of our day to day. To minimise noise when taking calls in the office we encourage you to use a headset which you can request from Technology at the Tech Bar (located in Hamilton meeting room, ground floor) or by giving the IT service desk a call on 02380 656000.

Visitors – we’re welcoming visitors to Carnival House, including friends and family. If you’re planning on having visitors to the building you must book them in in advance – you can do this by completing the visitor access request form at least 48 hours in advance of your visitors arrival.

The Carnival House Reception team are now using a booking system to pre-book and check in visitors to Carnival House called Sky Visitor – you’ll receive an email from this platform to confirm your request. On the day your visitor arrives you will also receive email notification that they have checked in and are in reception. Please remember visitors must be accompanied by you while using the building.

To help protect everyone using the office, all visitors will be asked to confirm they’re not; (i) experiencing any Covid-19 symptoms including a cough, fever, shortness of breath, tiredness, high temperature or loss of taste or smell, (ii) waiting on a Covid-19 test result or has tested positive in the last 10 days, (iii) living with someone who suspects they have COVID-19, is waiting for a test result, or has tested positive for COVID-19 in the last 10 days..

Keeping everyone safe and well

Protecting colleagues against Covid-19 – we all have a responsibility to help protect our colleagues. To help you navigate guidance, please refer to the quick reference grid on the Covid-19 guidance page.

Ventilation – to allow a fresh circulation of air around the building the air temperature may fluctuate throughout the day so please come to work prepared.

Cleaning of facilities – cleaning of Carnival House will be heightened throughout the working day to ensure all surfaces are regularly cleaned. Please help the cleaning team to maintain a high standard of cleanliness by keeping surfaces clear. You’ll also find anti-bacterial wipes located around the building for your use. So that everyone can have access to these please don’t remove more than you need. If you notice an area of the building that needs cleaning please get in touch with Reception so they can notify the cleaning team.

Sanitisation stations – upon entry to the building please use the hand sanitiser available to sanitise your hands. You’ll also find hand sanitiser on all balconies throughout the building, we encourage you to use these.

Hygiene – to minimise the spread of germs it’s important we all continue to regularly wash our hands and avoid touching our eyes, nose and mouth. If you need to cough or sneeze, please do so into a tissue or a bent elbow to minimise the spread of illness passing through the air.

Face masks – face masks aren’t required at Carnival House however if you feel more comfortable wearing one around the building, you’re of course very welcome to do so. Throughout the pandemic, we’ve taken a careful and considered approach to keeping people safe and well and we’ll continue to do this as the situation evolves.

Fire safety and evacuation – in the case of a fire or serious incident the need to evacuate the building should supersede all Covid-19 measures. Therefore, in the event of a building evacuation please follow the usual evacuation procedure. There are two exits each side of the South (front) of the building and an exit on the North (rear) on each floor. The muster point is the car park opposite Carnival House, behind the black railings. To support evacuation of the building we also have a number of colleagues who are trained as fire officers.

Frequently Asked Questions

With working remotely the new norm, will you reassess how people are working?

As we start to use the office again, everyone will be asked to complete a Display Screen Equipment (DSE) assessment, which will highlight any equipment you need to work safely. If you need additional IT equipment such as a mobile phone, monitor or other items normally provided by Technology, you can request these via a Service Desk Request in the normal way. If you require additional equipment such as an office chair please contact Facilities via Carnival.House@carnivalukgroup.com. Prior to making a request please do also discuss your needs with your manager. For a reminder of our guidelines on how best to set yourself up at home visit Carnival UK’s DSE Guidance page.

How is the idea of hot desking safer than having the same desk each day?

Although desks will not be allocated, all desks will sanitised each evening so that they are safe to be used the following day. To avoid risk of cross contamination the desk cleaning process will be linked to the desk booking system. This will mean that only sanitised and ready to use desks will appear as ‘available’ to those wishing to make a desk booking. We’ll also be asking everyone who books a desk to make sure they only use the desk they have booked and do not move to another desk during the course of the day. This again, will help minimise the risk of spreading the virus and any germs.

Has Carnival House been Risk Assessed?

Keeping everyone safe and well is our absolute priority. You can view Carnival UK’s completed risk assessment here.

What if I've not been vaccinated and don't feel comfortable being in the office?

If you're unvaccinated and don't feel comfortable coming into the office please speak with your manager. People Managers should seek support and advice from the Services team.

Can I work from the office on a permanent basis if I'm struggling to work remotely?

Yes. We know there will be a few people who find it difficult to work remotely and we’ll work to support these individuals by accommodating these requests. If you feel working from home is having a detrimental effect on your wellbeing or productivity it’s important you speak to your manager. Whether you are working in a hybrid way or working from the office on a more permanent basis you'll need to book a desk via Condeco.

Support for all colleagues

Reporting concerns – if you have any immediate concerns about something you see in the building please contact Facilities. It’s an important part of our culture that anyone who has concerns should be able to share them and know that they’ll be taken seriously.

Be Cyber secure – please continue to be vigilant of anything that feels like a threat to our digital safety. To report concerns call Technology on 02380 656000. Alternatively, if you receive an email that you suspect is a scam be sure to click ‘submit a Phish’ in Outlook to notify our IT team.

If you’re concerned or anxious about working from the office speak with your line manager who may be able to put you in touch with Occupational Health for further assessment. Alternatively, we encourage you to speak impartially with one of our mental health champions.

Remember, you and your family can also access free confidential support, expert information, and valuable resources using our Employee Assistance Programmes (EAP). Their confidential services are available 24 hours a day and can help you to deal with emotional, legal, financial and work-life concerns. Call 0800 358 4858 Visit validium.com (username: Carnival password: Harbour)

Support for line managers

Remember you can reach out for additional support from:

Gemma Waterfield or Aida Ardelean in the Services Team who will be happy to help.
EAP – Remember, to use the line manager support available via our Employee Assistance Programmes (EAP). Their confidential services are available 24 hours a day. Call 0800 358 4858 Visit validium.com (username: Carnival password: Harbour)

Useful contact details

Facilities – Carnival.House@carnivalukgroup.com
Technology – Call 02380 656000 or report a fault online.
Occupational Health – OHS@carnivalukgroup.com
Reception – Reception@carnivalukgroup.com

Security – Call 07917 520 076
People support – 023 8065 6666
Employee Assistance Programme (EAP) – 0800 358 48 58
Business Continuity – 023 8065 6169

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Corporate Shipbuilding: Our Hybrid Ways of Working – The 40/60 Approach

Support Guides

Our Future Ways of Working

Moving around Carnival House

Setting up your workstation

Facilities available

Collaboration

Keeping everyone safe and well

Support for all colleagues

Support for line managers

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