space strategies 2017: reward gateway's new workplace and change management program

Reward Gateway's new workplace and change management program Employee engagement software provider leads by example

facilitating engagement

one floor

outer London

free address

three floors

central London

assigned desk

getting people

involved

getting people

prepared

getting people excited

REWARD GATEWAY'S NEW WORKPLACE AND CHANGE MANAGEMENT PROGRAM | 5

Getting people involved


collect design input

engage champions

prototype and pilot


advances our purpose

The number of employees that felt the workplace advances the purpose of Reward Gateway nearly doubled.

The number of employees that felt the new workplace expresses the values of the brand nearly doubled.

Satisfaction with the spaces, features, amenities, and atmosphere increased across the board with a significant increase for meeting spaces.

expresses brand values

increased satisfaction


Getting people prepared


address concerns

develop work modes

train and communicate

1. Informing – Lead with Why. • Why are we moving?

o There are several drivers for the move. The first is, we have a great opportunity to demonstrate our culture in our space. This is an amazing company and our space doesn’t quite match up to that. The second is, we want to be more connected as a team. While it has been great to work across four floors as we’ve grown over the last 12 years, it’s time for us to be integrated into one office floor. Finally, the way people work in changing. We need a workspace that supports the way we work. We simply can’t achieve as much in our current space as we will in the new space.

• What is an activity-based workplace? o It’s a workplace designed to support the full range of activities that we engage in

at work (individual work, meetings, socializing, etc.) without spaces being assigned to an individual person. This means, you will have a wide range of places to work from, and you can choose where you work depending on what you want to do.

o We are trying to move away from the mentality that you claim a space in the morning. Instead, we will have a clean desk policy. You can work from any space you would like to in the office, we just ask that you do not have the sunlounger syndrome of using your computer or jacket to claim a desk for the duration of the day.

• What’s unique about our new office? o The entry space will double as a reception space as well as a place for large

events (e.g., Global Briefings). It includes a massive curved digital wall to share RG content at all times

o We will have a ton of new meeting rooms to support client and team meetings, standing and sitting meetings, formal and informal meetings, technology based and technology free meetings.

o There are spaces throughout the office to get away from the grind and do individual work / take a break. This includes seats along the windowsill, a private reflection room, a library, the garden, etc.

o We will have a fully functioning TV studio with lighting tracks and a green screen. o We paid a lot of attention to acoustics throughout the space. There are great

acoustics between meeting rooms (you won’t have to worry about people overhearing your conversations) and sound panels have been incorporated into the open space to reduce sound transfer.

o We will have a wellbeing café run by an external company o We designed hangout booths to hold great client meetings. They are fully set up

so you can plug in and go, lights on both sides of the screen so you are well lite. • How many desks are there in the office? How many of us can work at the same time?

o Long answer: We did a study of our current workspace and found that 43% of the office was occupied on average. That means 57% of our space was underutilized. We planned the office to accommodate the peak periods (e.g., Monday mornings) without having an empty space half the time. As the saying goes, don’t plan the Church for Easter Sunday.

o Short answer: There are 54 desks with monitors, plus 94 other settings to work in (including meeting rooms, lounge chairs, private hangout rooms, café tables, huddle spaces, etc.).

Amanda Kross 5/17/2016 1:29 PMComment [1]: Can the brightspot team see this study?


increased effectiveness

The number of employees that felt the workplace supports individual effectiveness nearly doubled and more than doubled for team effectiveness.

49 minutes were saved on average per person from issues such as time spent looking for a meeting room or waiting for feedback from a manager.

Just over 50% increase in support for informal interactions as well as learning from others.

reduced time lost

increased interactions

Getting people excited

build anticipation

celebrate change

create stories

sense of excitement

More than 60% of employees were excited about the change with sharing the vision and first day open house exciting more than 75% of employees.

Employees were already very engaged at Reward Gateways but the new workspace was able to achieve 89% engagement at the new workplace.

Additionally, a sense of community existed at Reward Gateway and the new workspace was able to maintain that sense (with a slight increase).

increased engagement

sense of community

getting people

involved

getting people

prepared

getting people excited


The Change Roadmap provides an overall view of the change process with various opportunities for engaging the organisation. To support people through change they need to be: involved, excited, and prepared. Each of these outcomes is facilitated by a cadence of activities with a few key moments that carry momentum through the change process.

Getting people involved

• Workplace assessment

• Work modes development• Design input

• Location survey

• Activity, event or communication

• Design vision

• Information session

• Change reference

• Design information

• Test features • Pilot week

• Personalize design features

• Office farewell

• Office cleaning

• Sneak peek

• Move details • Managers meeting

• Implement “quick wins”

• Ribbon cutting

• Space story• Open house

• Orientation

• Design refinements

• Post-occupancy evaluation

• Share successes

• Host events

• Showcase the change

• Continuous feedback

• Workplace norms training

• Coaching on new features

• Fire drill and space safety

Getting people excited

Getting people prepared

Change takes time.

21 | Change Roadmap

Plan Inform Depart Pilot

DESIGN START

Support Settle ReflectGATHER INPUT

KEY MOMENT

SHARE VISION

ADDRESS CONCERNS

TEST DESIGN

SAY FAREWELL

SET EXPECT-ATIONS

MAKE CHANGES

MOVE IN

TRAIN AND

COACHCOLLECT

FEEDBACK

REFINE DESIGN

CELEBRATE

MOVE INLaunch

Change Phase

Outcome

a playbook for change

How we work

THE ATTICTHE GARDENTHE LIBRARY

THE ANNEXTHE BALCONYTHE TV ROOM

THE DEN

THE SNUG THE DINING ROOM

THE STUDYTHE TV ROOM

THE CONSERVATORY

THE DEN

THE PORCH THE LOUNGETHE KITCHEN

THE LIVING ROOMTHE KITCHEN

THE PORCH THE KITCHENTHE GARDEN

RECHARGED ACCOMPLISHED SUPPORTED CONNECTING WITH MY TEAM

CONNECTING WITH CLIENTS

COLLABORATIVE + PRODUCTIVE

ALIGNED HAPPY

I can... de-stress, reflect, refocus,

decompress, relax, balance, reset

I can... produce, flow, focus, concentrate, accomplish, execute on complicated tasks

I can... hold client demos, meet

and strengthen relationships, make decisions, address concerns, provide

feedback

I can... brainstorm, connect with teams

and clients, hold demos, plan, learn,

focus, huddle, bond, share, set goals

I can... align with my team, collaborate,

inspire, share, problem solve,

learn, communicate, celebrate

I can... do lively work, ideate and brainstorm,

show I am available, talk on the phone

and hangout, shadow and mentor, have

impromptu meetings, work side-by-side

I can... learn, train, share, network, align,

celebrate, interact, inspire

I can... socialise, play, drink, gather,

celebrate, learn, de-stress

BE HUMAN WORK HARD BE HUMAN PUSH THE BOUNDARIES

SPEAK UP OWN IT THINK GLOBAL, DELIGHT YOUR

CUSTOMERS

LOVE YOUR JOB

Quiet and private space, ability to

“step away”, being empowered to take

time

Headphones / music, no distractions /

interruptions, desks, wi-fi, charging ports,

cleanliness

Bookable spaces, acoustic privacy,

encouraged

Media conferencing, whiteboards, well-lit, well-ventilated, bookable spaces

Seamless connectivity, high-energy, transparency

Comfortable noise level, movable chairs, available desks, near teammates, adjacent to kitchen + drinks,

spontaneity

Seamless connectivity to global team, refreshments, large spaces, good

lighting, digital displays

Games, food, activities, events, dogs, downtime,

culturally allowed, non-disruptive space

#RgfunBriefingBuzzin’LargeLittleOne-To-One

Plugged InRetreat

You can find me in:

I am...

This mode supports our value to:

These ingredients support its success:

265 Tottenham Court Road

Work Modes

The Annex has 18 typical workstations for individual focused work. It’s a relatively quiet area, but it’s important to provide that option for people who need to really chip away at a task. We try to keep it quieter over here than in our other work areas. Sitting here let’s people know you’re focused without shutting yourself off from the rest of the office. The nearby windowsill benches are for similar work, or quiet, short meetings.

The Patio is for more lively individual work. Some people work alone, some work in pairs. Sitting in this area means you’re open for interruptions and quick chats with colleagues. A quick conversation can really easily be elevated to something more formal by taking it into one of the dens, or over to the cafe tables.

Focused Work

Annex

Patio

37 | Creating an RG Home

Office Planning and Change Management Playbook

in collaboration with


the book on engagement


tradeline three 1. involve people to build ownership 2. prepare people to be effective 3. excite people for increased engagement