Everyone knows that moving is a stressful life event. Given that most of us spend at least 40% of our week at work, office moves are no exception. Whether your company is relocating to a new part of town or a new floor with a different configuration, changing your employees’ work environment can be problematic not just from an office expense perspective, but in terms of lost productivity.

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CHANGE MANAGEMENT OVERVIEW
Office Relocation
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Presented by:
MISTY KHAN (Advena Artemis LLC)
Thursday, September 22nd, 2016

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• Why is Change Management needed?
• Main components of Change Management
• Stakeholder Analysis
• Communication Plan
• Training Plan
• Evaluating Success
CHANGE MANAGEMENT OFFICE RELOCATION OVERVIEW TOPICS

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What factors lead to difficult office relocations?
WHY IS CM NEEDED?
“Moving your company’s office can be hazardous to your financial
health, if you are not prepared for what lies ahead. …mistakes are costly
in terms of both out-of-pocket dollars and lost productivity”
… Jeff Garver, Rigel Direct
 Poor Stakeholder Evaluation
 Poor Communication
 Unanticipated Work Habits
 Lack of Training
 Improper Expectations
 Poor Internal Marketing
 Unfamiliar Surroundings
 People Hate Change
!

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Perception is not
always reality…
Components of CM
Stakeholders Analysis

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- Stakeholder Analysis report and metrics
- Project messaging/branding intelligence and Communication plan draft
- Change Impact Assessment and Risk Mitigation plan drafts
- Identify representative stakeholders to participate in interviews
- Send introduction email to stakeholders
- Schedule and conduct stakeholder interviews*
- Amalgamate and analyze data from interviews
*About the stakeholder
interviews:
Format: One on one, informal and
confidential to encourage candid
feedback
Content: 15 pre-set questions, most
consistent, some vary depending on
job function
Roster: A representative sample of
stakeholders across organization
and job levels
Duration: 20 – 45 minutes
depending on interviewee
- Create good will and create sense of project ownership
- Uncover project risks and potential mitigation strategy
- Discover effective/ineffective messaging and communication preferences
- Define success using SMART philosophy
Stakeholders Analysis
WHY?
HOW?
WHAT?
Components of CM

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Organization Key Influencer Impact Favorability* Risks Mitigation
Identify
stakeholder groups
Identify key
influencers &
rank
Populate level of
impact caused by
change on group
Classify support level
for the change
within groups
Identify risks to change
success for each group
Brainstorm mitigation
strategies for risks
Finance & Accounting John Doe High Supportive Tax season Plan move and lease renewal
date accordingly
Operations Jane Doe High Neutral Equipment power req. Negotiate proper power
accommodations
Sales & Marketing Dave Smith Moderate Unsupportive Client loss Review AR, survey clients
HR Sara Smith Moderate Neutral Sensitive data and discussions
require privacy
Proper security protocol and
private workspace
Legal Pat Johnson Low Neutral Sensitive data Proper security protocol and
privacy screens
Stakeholders Analysis / Risk Matrix
Components of CM

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Communication Plan
• Fear stakeholders will not embrace
• Leads to information void
… filled with misinformation
UNDER
COMMUNICATION
• Scare off stakeholders with negative imagery
…that never comes to pass
• Over promise
…leading to disappointment at under delivery
Components of CM
OVER
COMMUNICATION

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Components of CM
Communication Plan
Media Frequency Format
How will we communicate?
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Weekly
relocation
Team meeting
Quarterly Stakeholder
Briefing
Bi-weekly
Huddle Call
Weekly Blog
Status Report
Bi-weekly Email
Status Report
Real Time Intranet
Relocation Page
Daily Team
Huddle
Real Time SharePoint
Relocation Page

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Communication Plan
• Engenders positive sentiment
• Fosters team work / comradery
• Identifies relocation communication
RELOCATION
BRANDING
• Formulated from stakeholder interviews
• Determines how relocation will be received
RELOCATION
MESSAGING
Components of CM

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Training Plan
Inadequate training is frequently sited as one of the
main reasons for unsuccessful transition…
Components of CM
ARE YOU OPTIMIZING VALUE FOR?
• New A/V equipment
• Huddle spaces & conference rooms
• Collaborative workspace (etiquette)
• Furniture functionality (ergonomics)
• Facilities (request protocol)
How does
this thing
work?
Speaker
phone or
headset?

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Training Plan
EXECUTIVE
TRAINING
• Schedule work force for
training/ briefing
• Conduct training
• Publish and announce
reference guides
• Assess training success
• Refresher training as
needed
DETERMINE
TRAINING NEEDS
• As is/To be process gap
analysis
• Develop training needs
list based on gaps
• Determine training
medium
• Decide who will
conduct training
DEVELOP
TRAINING
• Develop training
curriculum/ reference
guides
• Train the Trainer
• Communicate training
plan to responsible
management
Components of CM

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What does success look like?
Define
success.
Determine
metrics to
measure
success
Develop
Communication
Medium
Post transition
survey,
Lessons Learned,
Punch ListThink
SMART
Meaningful to
all SHs
Visible &
easily
interpreted
Evaluating Success

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Questions

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Advena Artemis LLC
info@advenaartemis.com
http://mistykhan.com
346.704.0035
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