In this project, I led an employee participation in office relocation process for a large, publicly listed company. The initiative involved moving the regional headquarters to a new site in a different city and ensuring a smooth transition for approximately 1,000 employees. By engaging employees in key decisions—such as the office design—we fostered a sense of ownership and readiness for change.
To manage the relocation effectively, we identified three trajectories:
- Physical aspects of the relocation
A dedicated working group handled logistics, administration, and organisational planning. They ensured all aspects of the move were well-coordinated, from packing schedules to setting up workstations in the new space. - Change management and behavioural shifts
Transitioning to an open-space environment required employees to adapt to new ways of working. A second group focused on preparing colleagues for these changes, including adopting agile practices and fostering collaboration. This team also developed policies to support employees, such as a fair parking system and meeting start times to accommodate additional time for people to bring their kids to childcare. - Design and employee experience
The third group focused on creating a workplace that felt welcoming and inspiring. Employees participated in decisions about wall art, colour schemes, and furniture. Activities such as a meeting-room naming contest and furniture testing helped ensure their preferences were reflected.
Ensuring a smooth transition
In the final week at the old office, we distributed booklets with practical information about the new location. This included guidance on safety, access, printers, personal lockers, parking, and even a safe itinerary from the train station to the office. On the first day in the new office, IT and support teams were on hand to assist colleagues, answer questions, and address any issues.
Delivering results through employee participation
These efforts turned the relocation into a positive experience. Employees looked forward to the move instead of dreading it. As a result, service to customers remained uninterrupted, and the transition was smooth and efficient, laying the groundwork for next steps in the aspired culture change.
