Trends such as hybrid working, sustainability and digitalisation have motivated organisations to re-evaluate their property needs and consider the benefits of resizing, reinventing or relocating their offices. 

But what factors should be considered to maximise the potential of your workplaces? And how do you make the right decision for your business and people?

We’ll take you through five steps that will help you make the right choice for your organisation:

1. Separate the myths from the facts
2. Establish the case for change
3. Determine how much space you need
4. Define the opportunities and consider the costs
5. Evaluate all possibilities

Separate the myths from the facts

Let’s start by debunking some common myths associated with refurbishing and relocating – it’s important not to let these misconceptions sway your decision-making!

Myth: Companies that offer remote work should downsize.

Fact: Downsizing is not the only solution for organisations embracing remote work. Some of the organisations we’ve worked with have chosen to repurpose their existing space or explore alternative options such as subletting. Rather than relying on guesswork, a successful resizing should be informed by cadence and business strategy, looking to the future to inform your current choices.

Myth: Relocating is disruptive and could lead to losing talent.

Fact: By involving staff in the co-creation and decision-making process, you can better understand their needs and concerns. A strategic relocation should not only benefit the organisation but also prioritise the well-being and satisfaction of its employees.

Myth: Businesses that need more space should relocate.

Fact: Before you commit to moving, there are other options to consider: optimising your current space, implementing flexible work arrangements, or expanding within your existing building.

Establish the case for change

Before deciding whether to resize, reinvent or relocate your office, it’s important to identify how your business is evolving and the reasons for change. The factors that drive change are different for every organisation but can be broadly categorised into three key areas:

Organisational

• To support more, or less, staff 
• To bring siloed teams together
• To accommodate an organisational restructure
• To align with sustainability goals
• To improve productivity
• To expand into new markets
• To better align with the company’s brand 

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People

• To support the activities people can’t complete at home  
• To attract new talent pools 
• To cater to a more diverse workforce
• To provide a better workplace experience
• To accommodate evolving employee expectations

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Financial 

• To reduce overhead costs such as rent, utilities and maintenance
• To improve efficiency
• To take advantage of lower rent or real estate prices in a new location
• To optimise current office space
  

Mapping out the core reasons for change and how your business is evolving will ensure the data you go on to collect is relevant and impactful. This context will guide your data collection efforts, focusing on the areas that matter most. 

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Determine how much space you need

Collecting and analysing relevant workplace data allows organisations to better understand how their current property is being used, identify areas for improvement, and make informed decisions that can improve operational efficiency, employee satisfaction and overall business success. 

Whether a business chooses to resize, reinvent or relocate, leveraging workplace data can form a more complete picture of their needs and eliminate the risk of overcrowding and/or underutilised space.

Space utilisation data

Tracking how your existing office space is used will highlight the cost of space per person and identify inefficiencies and opportunities. This information will trigger ideas that challenge current space allocation and help determine how much space you’ll need in your new or refurbished office. 

Think about assessing your workplace environment to work out:

• occupancy patterns
• traffic flow
• activity levels
• over- or underutilised space. 

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In action: Allianz, Manchester

We ran a series of utilisation studies with Allianz, Manchester, to better understand how their office space was being used. This uncovered a huge opportunity to move their workforce to a smaller, more efficient, high-grade environment. Not only that, but it had a direct impact on their overall property strategy.

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In action: Post Office

The Post Office needed a London hub that could cater to diverse activities, including collaboration, connection and innovation. Additionally, the space had to be adaptable to accommodate fluctuating occupancy. 

In response, we carried out extensive scenario planning, leveraging insights from predictive cadence mapping and stakeholder input. This process allowed us to envision the potential future occupancy and incorporate essential factors like well-being. 

The discovery phase helped identify inefficiencies and opportunities, which ultimately led to the decision to relocate. The new 17,500 sq ft environment (reduced from 54,000 sq ft) is designed to be more efficient, enable flexible capacity and support a breadth of activities.

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‍Co-creation through employee feedback

Your staff are your most important asset, so any changes should happen with them, not to them. Learning from the opinions and experiences of your employees will provide valuable insights into how the office could be enhanced to better support their needs. Actively gathering employee feedback will help you determine:

• what’s working well
• working patterns 
• what tasks they feel are currently under supported
• how important are factors such as proximity to amenities, public transport or parking
• what matters most to your people

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Access the full Workplace Transformation Guidebook for free here.

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