Are you looking to create a new workspace within your company? But there's no room for improvisation. What are the keys to success? Let's take a look at the main steps to follow for a successful change.
First and foremost, it's essential to consider what's at stake when it comes to redesigning workspaces. What are the company's objectives for this new organization?
- Increase team performance
- Improving employee well-being
- Responding to environmental issues
- Enhancing the employer brand
- Adapting to new ways of working
Step 1: Conduct an audit
Before embarking on such a project, you need to define it properly. The first step is to carry out an audit. The aim? To find out what your needs and restrictions are, as well as your expectations and objectives... With this in mind, it's essential tocarry out an analysis of the existing situation and identify any gaps. To do this, it's best to start with space planning: what is the current number of closed offices? Are they too few or too many? Should the number of meeting rooms be increased? What are the needs in terms of workstations according to departments? Will you be adopting the flex office? Should all the company's furniture be replaced, or can some be retained? Would you like to integrate relaxation or catering areas?
Once all these questions about the need for change have been answered, in consultation with management, managers and employees, it will be possible to draw up a set of specifications for the future layout.
Step 2: Feasibility study
To ensure that the project can be carried out without overshadowing, it's important to carry out an analysis of the premises and a careful examination of the plans. Which spaces are used and which are usable?
Before embarking any further on the building site, a detailed budget for the future project needs to be drawn up. And this is not always an easy task, since the costs to be taken into account are so varied. For example, don't forget to include all electrical, masonry, plumbing, wall covering, flooring and furniture costs in the overall budget.
Once the feasibility study has been completed, don't forget to check that the project complies with all regulatory constraints relating to labor legislation and personal safety, not forgetting town planning regulations. To this end, it is important to provide the CHSCT with all the necessary information to enable it to give an informed opinion on the subject.
Stage 3: Company selection
Whether it's for the structural work or the purchase of furniture, it's a good idea to consult several companies specializing in a specific field and ask them for quotes. This crucial step will ensure that there are no unpleasant surprises once the work begins. Ask for detailed, precise quotes so that you can study each element in detail. In addition to prices, take a close look at the labor involved, lead times and quality commitments. And of course, compare every key point before making your choice.
Study 4: Project design
Fourth, and by no means least, you finally get down to the nitty-gritty of designing your new workspace.
To do this, you need to plan all the spaces: partitioning, shared spaces, names and positions of people... It is therefore advisable to produce 3D plans or a digital mock-up to better project yourself into the heart of the project. You can then submit the plans to employees and managers for their feedback. This is an essential step, as it enables you to anticipate any difficulties that may arise.
Don't skimp on the choice of furniture, materials and colors, not forgetting of course the lighting. In addition to the well-being of employees, every detail counts, as it will determine the image that will be projected to external visitors.
It's also time to consider the choice of future technical installations: heating, electricity, air conditioning, ventilation, soundproofing...
Step 5: Planning
Before starting work, it's essential to plan the various stages of the project. Take into accountthe long lead times for the supply of raw materials during the Covid period, as well as the work deadlines announced by each of the trades working on the site, and of course the possibility of any delays.
You should also take care not to forget all the obligatory administrative formalities: filing of the declaration of works, bailiff's report on the state of the premises before the works, study of the co-ownership regulations...
Stage 6: Site supervision, acceptance and removal
To avoid unpleasant surprises at the end of the project, it is essential to monitor all stages of the project with the client. The aim is to ensure that progress on the site is in line with the final objective, and to prevent any installation errors.
Once the work is complete, it's also important to organize a site acceptance ceremony with the various contractors, to check that all the installations have been brought up to standard.
When the big day approaches, it's essential to support the move and organize the transition well in advance. The move must be carried out in a precise order: the furniture must be put in place, followed by the computer and telephone wiring, and finally the office equipment must be installed.
A few months after moving into the new workspace, don't forget to carry out a satisfaction survey with employees to assess the success of the layout, and suggest any adjustments if necessary.