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Last updated on 2024年8月6日

You need to update your office's space utilization. How can you inform your employees without creating chaos?

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Updating your office's space utilization is a significant task that requires careful planning and communication. As a facility manager, you're tasked with optimizing the use of space to improve efficiency, reduce costs, and enhance the work environment. However, changes can be disruptive if not managed properly. To keep your employees informed and maintain order, it's crucial to have a strategy that includes clear communication, employee involvement, phased implementation, and ongoing support.

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Gustavo Siqueira

Auxiliar contábil | Aprovado no CRC
Elisete B.

Administradora | Empreendedora | Mestre

1 Assess Needs

Before making any changes, it's essential to understand the current space usage and identify what needs improvement. Engage with your employees to gather insights on their space requirements and how they perform their tasks. This will help you create a plan that aligns with their needs and minimizes disruption. By being proactive and considering employee feedback, you can ensure that the updated space utilization will support their work rather than hinder it.

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Gustavo Siqueira

Auxiliar contábil | Aprovado no CRC
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Esse processo inicia-se com um olhar analítico e cuidadoso com o seu ambiente de trabalho, diversas demandas pode causar a necessidade de mudan?a. Seja o espa?o ter ficado pequeno, atualiza??o tecnológica, ou mesmo, por quest?es estéticas para impressionar seus cliente.

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Elisete B.

Administradora | Empreendedora | Mestre
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Realizei a mudan?a de um escritório por 2 vezes. Por experiência, as pessoas s?o ansiosas e querem detalhes, mesmo quando n?o v?o se envolver ativamente no processo. Sugiro avaliar as necessidades da empresa, analisar as op??es, mas declarar mudan?a somente com o novo espa?o já fechado. Claro que é necessário avaliar as necessidades de deslocamento e facilidade de locomo??o dos colaboradores.

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Asif Khan

Deputy General Manager - Facility Management at Prestige Group
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Choose an appropriate time to make the announcement, preferably well in advance of the changes. Prepare detailed information about the changes, including the reasons for the update, how it will affect employees, and the benefits.

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Rajesh K.

Need Business Leads ? Sales ? Brand Visibility ? On Low Budgets ?
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An office's space utilization can be updated only if there is space for any such update. So, considering that there is space for any such update of space utilization, why should this create any "chaos" within the employees? And in such a case, if any employees do experience any chaos, then such employees would require professional counseling for feeling chaotic when there is absolutely no reason to feel chaotic.

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Juan Carlos LaGuardia Merchán

Senior Mechanical Engineer and Facility Manager, Expert in Operational Excellence, Facilities Management, and Strategic Leadership, Proficient in Automation and Digitalization Initiatives
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Please communicate clearly and proactively to let employees know about office space utilization updates without causing chaos. Start with a concise email outlining the changes, reasons, and benefits, followed by an FAQ section. Host a virtual meeting for further clarification and address concerns. Ensure all communications are transparent, empathetic, and considerate of employee needs, supporting those affected by the changes.

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2 Plan Thoroughly

Once you've assessed the needs, develop a comprehensive plan detailing the changes to be made. This should include timelines, new layouts, and any shifts in seating arrangements. Communicate this plan to your employees well in advance, using visuals like floor plans or 3D models to help them visualize the end result. Transparency in planning helps to build trust and prepares employees for the upcoming changes, reducing the potential for resistance or confusion.

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Elisete B.

Administradora | Empreendedora | Mestre
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No planejamento, os custos s?o extremamente importantes, tanto quando o prazo/cronograma. Passar a informa??o aos colaboradores de forma positiva é importante.

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3 Communicate Early

Early communication is key to a smooth transition. Inform your employees about the upcoming changes as soon as the plan is finalized. Use multiple channels such as emails, meetings, or an intranet site to ensure the message reaches everyone. Clearly explain the reasons for the update, the benefits it will bring, and how it will affect them personally. By keeping everyone in the loop early on, you help to alleviate concerns and foster a sense of inclusion in the decision-making process.

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Asif Khan

Deputy General Manager - Facility Management at Prestige Group
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Create an FAQ document addressing common questions and concerns. share this document via email or other methods of communication. Set up a dedicated communication channel where employees can ask questions and receive timely responses.

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Elisete B.

Administradora | Empreendedora | Mestre
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A comunica??o é importante para alinhamento com a equipe. Podemos encontrar colaboradores que n?o desejam acompanhar a empresa na mudan?a e ambos podem se programar com a recoloca??o.

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4 Involve Employees

Involving employees in the process can greatly reduce resistance to change. Create opportunities for them to contribute ideas and provide feedback on the proposed plans. This could be through workshops, surveys, or a suggestion box. When employees feel their opinions are valued and considered, they are more likely to embrace the changes and cooperate during the transition.

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5 Implement Gradually

Introducing changes gradually can help prevent chaos. If possible, implement the new space utilization in phases , allowing employees to adjust to smaller changes over time. This phased approach can help identify any issues early on and make adjustments before rolling out the changes office-wide. It also lessens the impact on daily operations, helping to maintain productivity throughout the process.

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Elisete B.

Administradora | Empreendedora | Mestre
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A ultima mudan?a de escritório que realizei, calhou com o final da pandemia, com o retorno dos colaboradores ao formato presencial. Implementamos o retorno gradualmente e com dias de home office e ajustes de rodízio para que todos sentissem pouco os impactos.

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6 Provide Support

Finally, offer support throughout the transition. This could include training on new equipment or systems, providing guides on how to navigate the new office layout, or setting up a help desk for any questions or concerns. Ensuring that employees have access to the resources they need during this time will help them adapt more quickly and feel supported by the organization.

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Memory Munetsi

Experienced Administrative Professional |General Administrative Volunteer | Team Assistant Volunteer | Supporting Teams Remotely
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Inform employees well in advance and explain the benefits of the changes. Provide clear details, including maps and seating arrangements, to help everyone understand the new layout. Involve employees in the planning process to address their concerns and gather input. Implement the changes in phases to minimize disruption and allow gradual adaptation. Offer support during the transition, including assistance with moving and technical setup, to ensure a smooth process.

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Asif Khan

Deputy General Manager - Facility Management at Prestige Group
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After implementation, conduct regular check-ins to gather feedback and address any ongoing issues. Be prepared to make adjustments based on employee feedback and operational needs.

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Elisete B.

Administradora | Empreendedora | Mestre
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Mapas dos assentos, indicando a localiza??o de equipes, áreas e departamentos, ajuda os colaboradores a entenderem a dinamica do escritório, os espa?os que ter?o para confraternizar, etc.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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You need to update your office's space utilization. How can you inform your employees without creating chaos?

1

2

3

4

5

6

7

1 Assess Needs

2 Plan Thoroughly

3 Communicate Early

4 Involve Employees

5 Implement Gradually

6 Provide Support

7 Here’s what else to consider

Facility Management (FM)

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You need to update your office's space utilization. How can you inform your employees without creating chaos?

1

2

3

4

5

6

7

1 Assess Needs

2 Plan Thoroughly

3 Communicate Early

4 Involve Employees

5 Implement Gradually

6 Provide Support

7 Here’s what else to consider

Facility Management (FM)

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感谢您的反馈

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