Supporting Workplace Modernisation with Change Management Planning
November 9, 2017
Tips to help employees make workplace transitions
When your company is planning transformational changes to the workplace, it falls to HR to help employees understand and navigate those changes. Even if the changes made will be to the advantage of employees, you should expect employees to have emotional reactions to workplace change. You will be disrupting spaces over which employees may feel a sense of ownership and asking them to change their habits and feelings about the workspace.
Simply put—change is difficult. Fortunately, HR professionals can turn to the field of change management for ideas about how to plan, communicate and support workplace modernisation.
What is change management?
According to MITRE, “Change Management is the process for obtaining the enterprise (or business) intelligence to perform transformation planning by assessing an organisation’s people and cultures to determine how changes in business strategies, organisational design, organisational structures, processes, and technology systems will impact the enterprise.”
Basically, change management planning for workplace modernisation means first assessing your company’s workspace needs and developing a plan to implement new types of workspaces that will modernise your workplace for the digital future. Then, you’ll need to gauge your workforce’s attitudes toward change, and develop a plan for communicating with employees and supporting them as changes are rolled out.
6 tips for change management in workplace modernisation
Once your organisation has committed to modernising the workplace, you’ll want to build your change management plan. Here are a few tips for creating your plan:
- Start early. Many businesses have already made serious in-roads in transitioning to a digital workplace. Start planning for workplace modernisation now or risk falling behind competitors as a workplace of choice.
- Build a case for workplace modernisation. To move your organisation toward the digital workplace, you will first need to assess the weaknesses of current workplace and build a business case for modernisation. Occupancy sensors can capture data about when and where employees work and collaborate. Figure out what current spaces are useful and what spaces need to be reconfigured.
- Involve employees in the planning process. Don’t plan your workplace modernisation initiative exclusively on the basis of quantitative data about occupancy and usage. Talk to your employees and gather some qualitative data too. Find out what they like about the workplace and what is on their wish lists in terms of different types of spaces.
- Mind the gap. At its core, change management is really about assessing the current state of your organisation, planning the future state of your organisation, and then managing the messy change that occurs in-between these two states. In the case of workplace organisation, the ‘gap’ occurs between the way employees think about and perform their work in the current space and the way they should work in the digital workplace.
- Develop a communication plan. Create an employee communication plan that helps bridge the gap. Your plan should start at the beginning of the project by explaining the need for workplace modernisation, soliciting employee input, and informing employees of any data collection efforts, such as occupancy sensors. Later, your communications should highlight the results of your analysis and showcase some of the new workplace designs. Finally, it is important to set expectations of how any new technology or policies (for example governing remote work) will be implemented in the digital workplace.
- Expect resistance. Resistance is an absolute certainty with any organisational change. You may encounter resistance in surprising places, but you should not be caught off guard by the resistance itself. Accept it and work patiently with resistors. Your communication plan may need to be adjusted to help bring these employees on board.
Space utilisation analysis helps with change planning
When you understand what employees really value in workspace design, you will be better prepared to manage change. A great place to begin planning is to obtain a worksite utilisation survey with occupancy sensors. Asure Software’s Workplace Utilisation solutions can help you analyse real-world occupancy data to create a better workplace modernisation plan.