The importance of communication and information during office redesign
An office redesign is an great opportunity to create a workspace that better meets the needs of employees and the organization. However, it can also be a source of frustration and anxiety if not managed well. One of the most common reasons office redesigns fail to deliver their full potential is poor communication. Employees often feel left out or ignored. Even small oversights in sharing information—like not addressing minor but important questions—can snowball into significant problems.
Why communication matters
Communication during an office redesign isn’t just about sharing updates; it’s about creating trust and reducing uncertainty. Employees spend a large part of their lives at work, and changes to their workspace can feel deeply personal. For example, a poorly communicated seating arrangement change might lead to unnecessary stress, while clear and open updates can reassure employees and build excitement. When done well, communication ensures employees feel included, and more open to the changes ahead.
Transparent communication also sets the tone for how the redesign is perceived. It’s a chance to share the vision and goals of the new space and to show employees that their needs and concerns are being taken seriously.
What happens when communication fails
When communication is neglected during an office redesign, the effects can lead to issues that could have been avoided:
Increased stress: Uncertainty about the redesign can lead to anxiety. Employees may worry about how the changes will affect them personally, from seating arrangements to parking spots.
Rumors and misinformation: In the absence of clear updates, employees may fill the gaps with speculation. This can lead to misunderstandings and unnecessary frustration, such as false assumptions about workspace limitations.
Loss of trust: If employees feel excluded from the process or believe their input isn’t valued, it can erode their trust in leadership.
The reality is, silence isn’t golden. Frequent and open communication helps address concerns early and ensures the redesign is viewed as a positive, collaborative effort.
How to communicate effectively
Clear and consistent communication doesn’t happen by accident. It requires thoughtful planning and a multi-channel approach to reach employees in ways that resonate with them. For example, visual learners might engage best with renderings and diagrams, while detailed thinkers may appreciate comprehensive written updates. Creating content that speaks to these differences ensures inclusivity in your communication strategy. Here are some practical steps:
Create a central hub: Set up a dedicated microsite or intranet page where all information about the redesign is available. This should include timelines, FAQs, and updates on progress. Employees should know this is the go-to place for reliable information.
Use multiple formats: Different employees process information in different ways. Use visuals like renderings and layouts for those who respond to images, written updates for detailed thinkers, and town halls or videos for those who prefer spoken explanations.
Provide regular updates: Share newsletters in common areas to keep employees informed about milestones and decisions. Consistency is key to maintaining engagement and trust.
How to delegate communication
Communication during an office redesign isn’t a one-person job. To ensure everyone stays informed, it’s important to involve multiple stakeholders:
Appoint project champions: These individuals can act as liaisons between the project team and employees. They gather questions, provide updates, and ensure two-way communication.
Empower managers: Equip managers with talking points and resources to keep their teams informed. This adds a personal touch and helps ensure everyone’s questions are addressed.
How to make it engaging
Keeping employees interested in updates about the redesign is just as important as sharing the updates themselves. For example, involving employees by letting them vote on furniture options or testing new tools creates a sense of ownership and excitement. Additionally, sharing before-and-after visuals of design milestones can keep employees engaged and looking forward to the final result. Celebrating achievements, such as completing construction phases, also helps maintain momentum and excitement while reinforcing the collaborative nature of the redesign.
Clear, frequent, and engaging communication ensures that employees feel included and informed throughout the process. Even the smallest details, like where the coffee machines will be or how parking will work, can make a big difference in how the redesign is received. By prioritizing communication, organizations can turn potential frustrations into opportunities to build trust and enthusiasm.