Change management strategies for successful workplace transformation

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change management strategies for successful workplace transformation

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welcome!

Adam Griff, Director, brightspot strategy, (@brightspotter)[email protected]

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a personal story of space and change management

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I moved my family this summer

converted loft townhouse

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changing relationships and adapting behaviorsconverted loft townhouse

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You can’t successfully change spaces without changing your organization and

operations

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organizationspace

which changes first?

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today’s objectives:1. Change management’s theoretical foundations and

benefits in order to understand and make the case for it.

2. Basics of how to structure and deliver a change management process – who’s involved, when, for how much time, lessons learned, etc.

3. Tools and techniques to be employed in the change management process, including communications planning, participatory planning processes, piloting and prototyping, and measurement and assessment.

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theory of change

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understand the diffusion of innovations

Internally motivated to change

Inspired by the new and influenced by the media

Adopt if practical and has been successful in practice

Jumps in when sees “everybody” is doing it

Waits until toforced to adopt

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understand the diffusion of innovations

Internally motivated to change

Inspired by the new and influenced by the media

Adopt if practical and has been successful in practice

Jumps in when sees “everybody” is doing it

Waits until toforced to adopt

Dad

MomDaughter

Son

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consider Rogers’ 5 factors of adoption1. Observability: can I see

someone use/interact with it?2. Triability: How easy is it to try

out?3. Complexity: how easy is it to

understand?4. Compatibility: how compatible

is it with what I’m already using?

5. Relative advantage: what advantage does it have over what I’m already using?

Diffusion of Innovations

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integrate change management into design

Change Management

Design

Design

Change Management

Participatory Design

By integrating change management and design in a participatory process, you can successfully address Roger’s 5 adoption factors.

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participatory design

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what is participatory design?

CO-CREATION

PROTOTYPING

INTERACTIVE COMMUNICATION

SELF DISCOVERY

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People adopt the change they shape

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four stages of participatory design

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methods and tools of the four stages

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understandingvisioningplanning and prototypingimplementing

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self discoveryUse digital tools to have users document their experiences

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focus on activitiesIdentifying key activities and moments before spaces and features

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collaboration & consensus

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designing collaboration

1. leadership – separate or distributed?2. cross-departmental - collaboration? 3. cross–level – status and user understanding?

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recognize that “story is strategy”

“’Companies that don’t have a clearly articulated story don’t have a clear and well thought-out strategy,’ says Horowitz. ‘The company story is the company strategy.’”

“The Work+ program integrates the university’s technology, training and facilities expertise in a way that enables colleges and units to redesign their workplace into a variety spaces…to be as effective as possible.”

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prioritize individual work and symbolize status

example strategies

Typical academic workplace

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walk the talk, share space and share ideas

Technical University Delft

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promote interaction through density & amenities

Google

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ExperienceMapping

Tangible Ideas

ReadThrough

Service Scripts

WalkThrough

Low-Fi Mock-Up

DressRehearsalStaff Actors

PilotReal Users

increasing fidelity

pilot types

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NCSU Hunt LibraryRefine operations and better understand infrastructure support for integrated service point

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Planned Parenthood corporate officesLeadership and organizational understanding and buy in.

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Planned Parenthood corporate officesConverting private offices into collaboration spaces

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Ad-hoc meeting with improvisational seating

Canvas offices

Rotating trial at side byside desks

Proving the idea

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Canvas post-occupancy evaluationThree hours of gained productivity time per week per person

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Promote alternative workspace strategies in new and renovated facilities

work+ overview

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Brings together the space, technology, and training needed for productive work and provides a variety of places within "neighborhood" spaces

Integration of space, HR, and IT

No longer 1 person tied to 1 desk/office

Not a "work from home" program

work+ workplace changes

Space

HR IT

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Work+ doesn’t just expect people to work differently, it gives them the tools and training to do so.

work+ training

Understanding how to organize your day to work wherever you are most productive

Assessing current filing practices and options and then creating future filing

Learning how to set SMART goals to guide work and measure progress among a mobile workforce

Learning tools for voice comms, data, and collaboration for activity-based working

Collectively establishing the norms and culture for a space in order to make the most of it

New Ways of Working

Workplace Storage

Managing Flexible Teams

Workplace Technolog

y

Workplace Norms & Protocols

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work+ norms

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work+ communication Clear identity and brand to complement the vision and story

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work+ communication Think about how much you need to communicate than multiply by 10

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• 9,000 ASF reconfiguration in the Donhowe Building resulting in 36% increase in space utilization. Utilizes new employee engagement tools and mobile work training.

• Provide a variety of spaces to support different types of work, especially collaboration, quiet, and ad-hoc activities.

• Rejuvenates space that has not been refreshed for ~ 20 years.

OHR Work+ Demonstration Project I

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• More energizing workplace: satisfaction with the energy of the workplace went from 27% to 58% (but distractions also up slightly, by 17%)

• Sense of “One OHR” increased, with more inter-department collaboration, coming somewhat at expense of intra-department cohesion

• Perceived importance of working with colleagues increased, from 25% ranking it first to 45% ranking in first

• Staff spend their time differently, for instance ~33% less time at desk & ~50% more time collaborating informally

• Staff are saving time, including getting peer and manager feedback faster – down 69% from peers and 84% from managers

OHR Work+ post-occupancy evaluation

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Roger’s 5 adoption factors

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activities to drive adoption

Observability Triability Complexity Compatibility

Relative Advantage

Safaris Prototypes Visioning Process Mapping

Experience Mapping

Shadowing Pilots Naming Norms Workshop

Measures of Success

Participatory design activities that will facilitate innovation adoption

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You can’t successfully change spaces without changing your organization and

operations

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three takeawaysremember Rogers’ 5 considerations

prototype & pilotpeople adopt the change they shape

ObservabilityTrialabilityComplexityCompatibilityRelative advantage

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questions?

Change management strategies for successful workplace transformation

Leadership & Management