Planning and Facilitating a Smooth Transition to a New Workplace: The Role of the Facility Manager

Planning and Facilitating a Smooth Transition to a New Workplace: The Role of the Facility Manager

As organizations prepare to move into new workplaces, the Facility Manager (FM) plays a critical role in ensuring a smooth transition. The FM and their team are responsible for a range of tasks, from coordinating inductions to managing space planning. This comprehensive guide outlines the key responsibilities and activities the FM will undertake to ensure the new workplace is ready and functional.

Project Governance and Team Coordination

The FM ensures good project governance by clearly defining the roles and responsibilities of their team in a project state. This includes identifying a delegate to act in the FM’s absence, ensuring continuous project progress even during periods of leave. This delegate will attend project working group meetings and approve project stage gates, helping maintain project momentum.

Early Access and Inductions

A critical task for the FM is to organize early access and inductions for all employees and specialist teams. This is particularly important for employees working in control rooms or other specialist environments, who may need separate induction processes. Coordination with specialist teams and addressing their critical business requirements is crucial for a seamless transition. Additionally, User Acceptance Testing (UAT) and Relocation Readiness teams might need early site access to undertake operational readiness activities.

Block and Stack Planning

The FM team will be instrumental in developing agile work environment principles and conducting block and stack planning. This involves scenario planning for different business groups and updating seat distribution methods. Regular updates and reworking of the block and stack plan in the space optimization system are necessary to reflect changes and ensure team sizes are aligned with available space.

Car Parking Arrangements

Car parking is often a significant concern for employees. The FM and their team will need to communicate potential changes in car parking arrangements and costs. They should coordinate with the Remuneration & Benefits team to provide clear information about any changes to salary sacrificed parking arrangements. Keeping employees informed about parking options in the area will help mitigate concerns and ensure a smooth transition.

Clean Up Campaign

Preparing the existing workplace for the move involves a clean-up campaign. The FM team will enlist the help of Executive Assistants (EAs) and their teams to start removing personal artifacts, surplus stationery, and other redundant items. Allocating utility rooms or meeting spaces as collection points for these items will facilitate the clean-up process.

Communications Plan

Effective communication is vital during the transition period. The FM team should work closely with Internal Comms to develop and implement a comprehensive communications plan. This includes reviewing relocation templates, workplace readiness communications, and ensuring a consistent approach across the organization. Keeping employees informed about key updates and changes will help alleviate concerns and ensure everyone is prepared for the move.

Cross-Function Readiness

Cross-functional readiness is crucial for a successful move. The FM team needs to coordinate with various departments to ensure clarity on roles and responsibilities, timelines, and space-related etiquette. Utilizing existing online tools like team sites and intranets can facilitate this communication. Identifying who is responsible for parking, childcare, meeting room bookings, and other logistical details is essential for a smooth transition.

Digital Signage Governance and Floor Contacts

Digital signage plays a key role in guiding employees in the new workplace. The FM team will work with Internal Comms to appoint floor contacts responsible for managing digital signage. These contacts could be existing floor contacts, admin employees, or members of the FM team. Establishing a program to manage content, events, support requirements, and notifications will ensure effective use of digital signage.

Updating Distribution Lists (DLs)

Ensuring accurate communication is critical during the transition. The FM team should work with Internal Comms to create and test new building distribution lists before sending out important information. Consideration should be given to contractors and consultants to ensure they receive relevant updates, preventing any essential information from being missed.

Ergonomics and Health and Safety (HSE)

The FM team will collaborate with HSE to address the ergonomic requirements of staff. This includes resetting employee expectations regarding ergonomic chairs and other equipment. Identifying employees with special ergonomic needs and coordinating one-on-one assessments with an ergonomist will ensure that everyone has a suitable and comfortable work environment.

Engaging Executive Assistants (EAs)

The FM team will work closely with the EA network to keep services timely and relevant. Regular meetings will be scheduled to share relocation updates, address any issues, and provide information for EAs to disseminate to their leaders and teams. Topics will include meeting room bookings, space planning, office security, and more.

Fire Online Training

With the move to a new building, fire safety training will need to be updated. The FM will collaborate with Internal Comms or the media team to produce a new fire training video for the new premises. This video should be assigned to all employees scheduled for relocation, ensuring everyone is familiar with the fire safety protocols in the new workplace.

Lessons Learned

The FM will participate in Lessons Learned workshops to capture and report on the knowledge gained throughout the project. This information will be linked with project initiation and promote knowledge management, ensuring that the lessons learned are observed and applied in future projects.

Updating Staff Location Details

The FM will work with People & Culture to coordinate bulk updates of staff location details in the employee portals. Clear communication will be provided to employees on how and when these updates will occur, ensuring everyone’s information is current and accurate.

Project Rooms and Test Working Areas

The FM will work with the Change Manager to reset national standards for space usage and management in an Activity-Based Working (ABW) or flexible/agile environment. Participating in the pilot space testing with the Project Team will help refine the new workplace principles and concepts.

Stationery Cupboards and Storage Solutions

Managing stationery and storage in the new workplace is another key responsibility. The FM team will work through the placement and replenishment of stationery cupboards and explore centralization options for cost savings and improved management. Engaging with the Storage Consultant or Change Manager to audit and allocate storage space will ensure efficient use of resources.

Commissioning Artwork and Signage

Artwork and signage are important elements of the new workplace environment. The FM will coordinate with the project Interior Designer to integrate artwork into the fit-out and organize signage for work settings and specialty spaces. This enhances the overall aesthetic and functionality of the new workplace.

Ergonomic Presentations and Sessions

Organizing ergonomic presentations in the prototype space will help employees understand the new workplace setup. The FM team will coordinate these sessions and ensure that employees with medical conditions or special seating requirements receive personalized assessments. Encouraging staff to attend these sessions will facilitate a smoother transition to the new work environment.

Table Matrix: FM Responsibilities and Key Activities

Responsibility	Key Activities
Project Governance	Define team roles, identify delegate, attend meetings, approve stage gates
Early Access and Inductions	Organize inductions, coordinate with specialist teams, provide early site access for UAT and readiness teams
Block and Stack Planning	Develop agile principles, conduct planning, update space optimization system
Car Parking Arrangements	Communicate changes, coordinate with benefits team, inform employees about parking options
Clean Up Campaign	Enlist EAs for clean-up, allocate collection points
Communications Plan	Develop comprehensive plan with Internal Comms, review templates, keep employees informed
Cross-Function Readiness	Coordinate with departments, use online tools, clarify logistical responsibilities
Digital Signage Governance	Appoint floor contacts, manage content and events
Updating Distribution Lists	Create and test new DLs, ensure contractors/consultants receive updates
Ergonomics and HSE	Address ergonomic needs, coordinate assessments, reset expectations
Engaging EAs	Hold regular meetings, share updates, address issues
Fire Online Training	Produce new training video, assign to all relocating employees
Lessons Learned	Participate in workshops, report knowledge gained
Updating Staff Location Details	Coordinate bulk updates, communicate with employees
Project Rooms & Test Areas	Reset space standards, participate in pilot testing
Stationery & Storage Solutions	Manage placement, explore centralization, audit storage space
Commissioning Artwork & Signage	Coordinate with Interior Designer, integrate artwork, organize signage
Ergonomic Presentations	Organize sessions, provide personalized assessments

By following these comprehensive steps, the FM and their team will ensure a successful and efficient transition to the new workplace, creating a comfortable and functional environment for all employees.