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Transferring and reorganising workspace are pivotal steps for any growing or evolving company. To successfully navigate this change, meticulous planning and execution are essential. Surfy positions itself as the ideal partner to guide these transitions effectively. Here’s how Surfy supports each stage of the process:
Before initiating any transfer or redesign, conducting a thorough assessment is crucial. This phase helps define specific needs and anticipate future challenges.
Analyse available surfaces by type, determine the number of workstations needed, and assess current space utilisation for better understanding.
Compile an inventory list to ensure all necessary equipment is available and in good condition before the move. Surfy automatically provides comprehensive lists containing purchase dates, references, and suppliers.
Identify specific needs of each department in the short and medium term. Ensure each department has adequate space to operate efficiently, taking into account upcoming organisational changes.
Evaluate the geographical distribution of employees, especially if the company operates across multiple sites or plans to centralise or decentralise certain activities. Optimise team locations to enhance collaboration and reduce commuting times.
Once needs are identified, proceed with designing and configuring the new space to meet company requirements.
Select a location that perfectly matches identified needs following a targeted capacity study. Consider factors such as size, location, accessibility, and available infrastructure. Find a space that supports operations while providing a pleasant and stimulating environment for employees.
Create an ergonomic and productive work environment, including desk layouts, furniture and equipment selection, and common area arrangements. Good design enhances employee well-being (QVT), promotes collaboration, and boosts productivity.
Define occupancy ratios for each workstation to maximise space efficiency without compromising comfort and functionality. Make the most of available premises while offering a pleasant working environment.
Incorporate necessary technologies to facilitate collaboration, including communication tools, project management systems, and modern office equipment. Well-integrated technologies can transform team dynamics, improving productivity and efficiency (e.g., IoT, service software, HRIS).
Implementation and transition are critical stages requiring effective organisation and communication.
Ensure smooth logistics by providing accurate information to on-site personnel. Coordinate teams, manage schedules, and safely relocate equipment to prevent interruptions and delays. Surfy also helps inventory items to ensure each workstation has necessary materials during this transition period.
Evaluate outcomes post-move, analyse employee feedback, and adjust strategies accordingly. Effective change management minimises resistance and ensures a smooth transition.
Support ongoing communication with employees throughout the project using visual aids like welcome booklets, evacuation plans, and user guides. Inform and reassure employees about the new workspace operations.
Surfy is the ideal partner for successful office relocation and redesign projects.
Use a centralised platform to stay connected and informed about space usage. Share information, track project progress, and facilitate communication between internal and external stakeholders.
Tracking all relocation-related activities ensures effective coordination in transfer or redesign management. Consider all redesign and relocation options through rapid scenario creation. Utilise Surfy's transfer matrix to migrate all organisational plans and data seamlessly.
Centralising and sharing plans and data fosters seamless collaboration among all stakeholders. Surfy enhances transparency and efficiency across all involved parties.
Utilise analytics tools to adjust new spaces based on employee feedback. Collect data on space utilisation, identify areas for improvement, and make decisions based on factual insights, such as density rates.
With Surfy, achieving a smooth transition and maintaining employee engagement throughout the office relocation or redesign process is achievable. Surfy provides comprehensive support from planning through implementation, optimisation, and change management.
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