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Change Management
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The company’s need for an agile-friendly, hybrid workspace emerged from a broader shift toward adaptive work practices. The decision to relocate 800 employees was not only logistical but transformational; it required reimagining the workspace to enhance flexibility, foster collaboration, and support a balanced blend of remote and in-office work.
As businesses continue to shift towards hybrid models, adopting agile methodologies has proven essential to maintaining productivity and adapting quickly to unforeseen challenges.
Matrixx Solution’s consultant worked closely with the Programme Sponsor and other senior leaders to define the programme’s vision, strategy and business case. He then developed and managed an integrated Transformation Roadmap consisting of the technical and business change activities.
His role included establishing a comprehensive programme structure with eight distinct workstreams—Architectural Design, Workplace Design, Workplace Services, IT&S, Workplace Transformation, Communications, WorkLife (HR), and Finance—to address every facet of this large-scale move. This integrated approach aligned all building and workplace design activities, processes, technology, and team structures, together with hybrid working expectations.
Created an 8-workstream programme structure to encompass Architectural Design, Workplace Services, HR, IT, Communications, Workplace Transformation, and more, ensuring each aspect of the transformation was aligned and integrated.
Set up a structure to support the high level of business change. The introduction of Business Engagement Groups and ‘Change Champions’ helped align people, drive engagement and increase levels of adoption. Communication and stakeholder engagement strategies comprised multi-channel campaigns, targeting all levels of the company’s organization.
Leveraged online tools for agile collaboration, setting up Kanban boards and task management systems. Implemented ongoing planning sessions and retrospectives to adapt strategies based on feedback.
Set up rigorous processes to address programme-level risks and issues, with escalation of project-level issues to relevant project managers and escalation of critical organisational-level issues to the Programme Sponsor.
Set up and led comprehensive programme governance. This enabled senior leaders to monitor overall performance, review progress and risks, set priorities and define support needs.
Proactively identified and addressed programme-level challenges associated with the implementation of "Comfy," a cloud-based seating reservation app, to support flexible workspaces and hot-desking. Additionally, helped develop ‘neighbourhoods’ for co-located agile teams.
Agile methodologies are crucial in today’s rapidly changing business environment, where flexibility, adaptability, and responsiveness to employee needs are paramount. Crafting a programme with eight distinct workstreams was essential in breaking down the complexity of the office relocation and agile transformation into manageable, goal-focused tasks. This structure enabled targeted oversight and prioritisation of resources across critical areas, including Architecture, Workplace Services, and IT. Agile ways of working, incorporating the use of techniques such as Kanban, ensured that individuals progressed activities and responded to changes ‘at pace’. It also enabled each person to receive the support they needed on a daily basis.
Cultural and operational shifts, especially in the context of hybrid work, often encounter resistance due to uncertainty, lack of communication, or misunderstanding of new policies.
By establishing a robust change management framework, employees were given the clarity they needed, and were supported through these transitions by the Change Champions. This helped alleviate anxiety and increase buy-in to the company’s transformational goals.
Establishing a robust governance framework helped the Sponsor and senior leaders navigate both anticipated and unforeseen risks. Proactively identifying challenges at programme-level and project-level, such as the introduction of a new cloud-based seating reservation app, organisational resistance, EV charging provision and document digitisation timelines, enabled the Sponsor and Project Managers to take decisive actions to mitigate the risks and keep the transformation advancing.
The agile, hybrid-friendly workspace enables companies to adapt swiftly to future shifts in work models, helping the organization remain competitive and resilient. This transformation not only supports collaboration but also emphasizes employee autonomy, reflecting the current trend towards flexible, empowered work cultures. By setting up this foundation, the company has established a scalable model for future growth and change, ensuring their workplace remains agile and future-ready.
Improved engagement and adoption of agile working practices across the workforce
Successful creation of an integrated, agile-friendly workplace model with clearly defined workstreams
Streamlined collaboration tools and frameworks for continued agile transformation
High levels of collaboration amongst leaders, Programme Sponsor, Business Engagement Groups and Change Champions
"The Matrixx Solutions Consultant hit the ground running and worked closely with me and the rest of the senior leadership team to progress the office move and introduce new agile working practices. The Matrixx Solutions Consultant added a lot of value to the overall project and helped me deliver the required business outcomes. If you need support to programme manage complex projects, like this office move, I’d recommend speaking to Matrixx Solutions." VP People and Culture.
