CREJ - Office Properties Quarterly - October 2015
Moving is one of life’s most stressful events. There may be many upsides to your client’s new space, but the moving process itself will disrupt employees’ established routines, and this disruption inevitably leads to stress and a loss of productivity. Humans are wired to resist the unknown but, at the same time, companies must continuously adapt and change in order to thrive. One method office brokers can suggest their clients use to help everyone get on board more quickly is change management. The chances for successful workplace change are improved when an organization identifies and communicates to employees why the change is needed and has an intelligent answer when asked, “What’s in it for me?” Many workplace change initiatives fall short due a lack of a clear vision, strategy or commitment. Change communication is critical during any transition period because employees desire continuity. A thoughtful change communication plan and team can help provide just that. During a change, people usually lose something. Urge your client to be upfront about the losses and, when possible, find ways to make up for those losses. People who have a clear expectation of what’s coming and who are allowed to participate are more likely to trust the process. Encourage your client to outline what employees stand to gain – this might include a new office, furniture that offers better ergonomic support, new synergies created by working near a different group, the chance to telecommute or work in different spaces in the building, or the pride that comes from a sharper image in the marketplace and community. Establishing a change management core team also helps build internal support and trust – another element crucial to a stress-free move. This team can convey information to all employees and bring in vital feedback. The team should spell out the changes that will be made, the reasons for making the changes and the ways in which the changes are linked to the company’s overall business strategy and goals. Employees also need to understand the individual benefits. Employ face-to-face communication early in the process. Use as many and as varied communication methods as possible, including email, newsletters, an intranet site, social media, lunch-and-learns or happy hours. Even a well-designed, carefully laid out, state-of-the-art new facility doesn’t guarantee that people will use the space in the way intended, so education and modeling new behaviors is important. Resist the urge to start making things happen and instead take time to plan and get leadership support. You can help by outlining the intent of the new space and how to use it. Suggest that your clients create a list of workplace protocols. You also can design a welcome kit to offer to your clients that employees will find waiting for them on their first day in the new space with a guide to local coffee shops and restaurants, instructions on how to use their new work chairs, information about amenities in the space and more. After nearly 30 years in Lower Downtown, Workplace Resource moved its office, showroom and warehouse space to a new facility in Stapleton this year. Having had a highly successful relocation experience over the course of the past year helps us empathize with our clients and more thoroughly understand their needs. The new Central Park space in Stapleton allows us to work together in a collaborative, modern and forward-thinking environment.