Managing employee expectations in office planning
Workspace design projects are complex processes that can lead to heated discussions and friction throughout the process. Architects often find themselves managing the often difficult expectations of the employees as the end users of the upcoming office space.
Employees often have strong opinions and emotional investments in their workspaces since these environments directly impact not only their day-to-day work, but their enjoyment and social interactions at work as well. Successfully navigating these expectations is crucial for success in any workspace development project.
More than just a physical environment
For employees, the workspace is more than just a physical environment. It is the foundation of their day to day work. Any change in this environment can trigger concerns about potential impacts on their performance, job satisfaction, decreased productivity or disruptions in familiar work routines - ultimately affecting their sense of mastery and control over their work.
In most workspace development projects today, have some sort of open plan workspaces with activity-based working involved, including clean desk and little room for personal storage and equipment. Some employees might be used to having their own private offices or at least their own private desk. When there is talk about how this might no longer be the case in a future office, it can be extremely difficult for many to imagine how they will be able to do their work in the future.
"The office architecture can affect employee’s sense of mastery and control over their work.
It is the foundation of day-to-day work"
The following concerns often come up:
"What if I show up to work and can’t find a desk?”
"What if I end up isolated from my team because there’s no available desks near them?”
“I have specialized equipment; where will I store it if I don’t have a fixed desk?”
“Will it not disrupt my productivity if I have to move around all the time?”
"I receive phone calls constantly; how can I manage these without disturbing colleagues or needing to relocate each time?
These are certainly valid concerns, and it’s not uncommon to hear about companies who’ve implemented ABW or similar concepts see these type of worries become reality.
Advice for a smoother and more valuable process
Here comes our best advice on how you can manage employee expectation and process. The goal is both to actually make the end result (future office space better) but also reassuring employees of this along the way, thus creating a smoother and more valuable process.
Goals:
Ensure that employee needs are met and keep a balance between needs and wants.
Keeping friction and dissatisfaction low throughput the process
Making the office planning process interesting for all parties
One of the key steps in any project is collecting data and facts, which helps the project team, management, and employees have a shared foundation for discussions. Having solid data and facts makes discussions easier and more objective. With these tools, you can engage with employees in a more structured way, reducing friction and minimizing possible emotional responses.
The two most important tools for gathering this information are surveys and occupancy studies. The following sections will explain in detail how to use these tools, what to focus on, and why they are essential.
Workspace Satisfaction Survey
Conduct a Workspace Satisfaction Survey to see what the employees actually like and what they dislike in their current office environment. Understand the elements that work for them today, and what they’re unhappy with and that will need improvements in the future office space.
When the results are in, take a good look at the results and try to get to know their needs and desires through this survey. Then, connect it to the plans for the future office space. To describe the process step by step:
Addressing dissatisfactions: Identify elements that employees are unhappy with in the current office and consider “how is the future office better”. (If it is not actually better on these aspects, changes might be necessary - give these areas some extra attention).
Next, communicate how the future office will be better on these elements. You might know it, but they might not.
As an example, if the cafeteria in the current office is horrible, really show them how much better the new one will be.
"If the cafeteria in the current office is horrible, make an extra effort to show how much better the new one will be"
Highlight satisfactions: Highlight elements of the current office that employees rate highly, and ensure that these are preserved or enhanced in the new office. Show them that you know that these are important aspects and how you have made an effort to ensure satisfaction will be high in the new office as well.
Resolving concerns: Address the elements they are concerned about, and be specific on how they can be solved. How is the future office perhaps just as good or even better on these elements?
"How is the future office perhaps just as good or even better?"
Clearly communicate how feedback from the survey has influenced the design decisions, emphasizing that their input is valued and has been actively incorporated into the future workspace. Keep in mind that nuances in the workspace is important. To an untrained eye, all floor plans might look the same, even when a lot of work is put in to actually customize. It could be the number of breakout rooms, how neighborhoods are set up, setup of technical equipment or similar. Be specific about how survey data, with the points above in mind, have influenced the new office.
Collect occupancy data
Occupancy data is essential for designing an office that meets real user needs. Instead of relying solely on client input or assumptions, this data provides accurate insights into how spaces are used in the current office environment. It involves tracking how people move and interact with different areas, which helps design a more efficient and functional workspace.
The process is structured around four key actions: collect, analyze, integrate, and communicate.
Collect: Utilize occupancy sensors or our people counting software to gather accurate data on how office spaces are currently used. This step goes beyond mere headcounts, capturing detailed patterns of movement and space utilization throughout the workday, in the entire (current) office building.
Analyze: use our advanced analytical tools to deep-dive into the metrics collected, examining peak usage times, meeting patterns, detailed workstation utilization and so on. This level of analysis will give a good picture of the office dynamics, revealing how different areas are utilized beyond just averages (which is not sufficient on its own).
Integrate: Use the insights from our detailed analyses to directly influence the layout and features of the new office. Customize every (possible) aspect of the environment to ensure that the spatial arrangements genuinely reflect the actual usage patterns observed.
Communicate: Clearly communicate to employees the rationale behind space allocation decisions. Show them that recommendations such as maintaining a desk ratio of, say, 6:10 are not arbitrary but are backed by robust data and thoughtful analysis.
If you’d like to know more about an occupancy study, click here.
Creating the optimal workspace experience through data and well-structured user involvement
Managing employee expectations during office planning is easier when you use data and clear communication. By gathering real information about how people work and what they need, you can reduce stress and make the process smoother.
Surveys and occupancy studies help you understand what employees like or dislike about their current workspace. This lets you show them how the new office will fix problems and keep the things they value. Real occupancy data ensures the new office is designed to match how people actually use the space, rather than relying on assumptions. Transparent communication about these customizations during the planning phase not only clarifies how employee feedback, ways of working and occupancy patterns has directly influenced the future workspace but also reassures employees that the redesigned space will enhance their daily productivity and satisfaction.