A successful co-location needs to be well managed at the operational level, and have good governance in place.
Your governance framework should support:
What’s right for your co-location will depend on the size and number of agencies involved.
Mandated agencies can contact us for help developing the right governance framework.
We've grouped topics together here in a way that could represent logical working groups – but feel free to do what works for your particular co-location set-up.
Property managers or those responsible for their agency’s property matters.
Establishing a representative group to agree these decisions is required under the co-location agreement. The group should meet at least six monthly to ensure the smooth operation of the site.
The building management team forms part of the service offering agreed as part of the co-location agreement, and should be established before moving into the building. They are employed by the lead agency but included in the fixed operational costs allocated to all agencies in the building.
The size of any roles required will be determined by the lead agency, and influenced by the tenancy size, and level of services provided and agreed as part of the co-location agreement. All the co-locating parties should agree the general structure and roles and responsibilities.
A group of local representatives, with representation from each agency.
A health and safety representative should sit on this group. In small sites, this function could be combined with the health and safety committee.
Each agency must be represented by suitably qualified local representatives. Agencies must agree how any required training will be provided to representatives.
You may also need separate health and safety committees for each agency, particularly in larger tenancies.
This function is a requirement of the co-location agreement. The group should be established before occupation, and each agency must be represented by suitably qualified employees.
The lead agency appoints a Site Emergency Response Manager who is responsible for the development and ongoing maintenance of the Site Emergency Response Plan and leads activation of the plan.
Business Continuity planning remains with each agency. However, there may be times when the SERT requires business continuity-related information to assist in planning and leading site emergency responses.
During the engagement process, staff will identify the aspects of their organisation’s culture that are important to them. This gives participating agencies an opportunity to combine activities or resources.
If the Public Service Association (PSA) is active within your site, they can:
Creating a cross-agency social club provides an opportunity for staff to broaden their professional and personal networks.
Agencies may also have other groups that, if made cross-agency, could provide useful networks to help manage the co-location and positively support a sense of community.
A key co-location benefit for staff is the opportunity to extend business relationships and open up professional development opportunities.