Project preparation

Communicate with your staff

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The value of good communication will be felt most at this time. Remember to show all your staff what is planned, and get them ready for any disruption caused by the building work and the move. You should consider giving regular progress presentations – perhaps every two weeks – to keep staff feeling involved with the project. An intranet site is a useful tool for posting latest pictures, and to act as an information exchange about the project.

IQ Checklist 49.1 Communications media

Newsletters bring staff up-to-date with the state of the project and also help to explain cultural changes such as new ways of working.
Focus groups are a useful way of canvassing opinion and also help to get across complex messages like relocation or new concepts. They are a positive way of showing that the views of the staff are being taken into consideration during the design process.
Electronic media such as Intranet sites or e-mail are frequently used, mainly when getting messages back to the design team. They are less useful for getting messages to the staff because of the very heavy traffic in e-mail most employees now experience. Instead, Information Rooms, possibly manned, can be set up to ''temperature check'' reaction and provide access to any information required.
Announcement packs - promote the relocation from the outset with new office information videos, and relocation policies.
Welcome booklets are a way of communicating a wide range of important information. This will include location, buses, trains, office services, IT, security and leisure facilities.
Events such as trips to a new site or to an office that might be similar to the kind proposed, will often provide useful relief while at the same time proving educational.
Video and animated CAD can provide readily absorbed information in a relatively short space of time.
Presentations to staff can have a very positive effect. These might include visuals and diagrams prepared by the design team to explain the project, or more detailed information such as the method statement or the programme.

Good communication now will significantly reduce stress and confusion as the project continues. In particular, staff should be made aware of the local amenities near the new office. Click on the link below to learn more.

Check list links:

IQ Checklist 49.1 Communications media

Newsletters bring staff up-to-date with the state of the project and also help to explain cultural changes such as new ways of working.
Focus groups are a useful way of canvassing opinion and also help to get across complex messages like relocation or new concepts. They are a positive way of showing that the views of the staff are being taken into consideration during the design process.
Electronic media such as Intranet sites or e-mail are frequently used, mainly when getting messages back to the design team. They are less useful for getting messages to the staff because of the very heavy traffic in e-mail most employees now experience. Instead, Information Rooms, possibly manned, can be set up to ''temperature check'' reaction and provide access to any information required.
Announcement packs - promote the relocation from the outset with new office information videos, and relocation policies.
Welcome booklets are a way of communicating a wide range of important information. This will include location, buses, trains, office services, IT, security and leisure facilities.
Events such as trips to a new site or to an office that might be similar to the kind proposed, will often provide useful relief while at the same time proving educational.
Video and animated CAD can provide readily absorbed information in a relatively short space of time.
Presentations to staff can have a very positive effect. These might include visuals and diagrams prepared by the design team to explain the project, or more detailed information such as the method statement or the programme.

Project preparation

Communicate with your staff

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