Seamless Workplace Transformation Through Structured Change Management

OVERVIEW
A leading university undertook a major transformation of one of its faculty buildings. Several departments were relocating to the building, while existing departments within that building were reorganized internally to accommodate the incoming teams. At the same time, the building was being upgraded to create additional collaborative spaces with updated technology and modern finishes. University leadership recognized that, without careful planning, these moves could disrupt departmental operations and create confusion among faculty.

APPROACH
The project presented several challenges, including coordinating employee moves both between and within buildings, minimizing operational disruption during the transition, and ensuring employees clearly understood their new seating arrangements and workflows. At the same time, it was essential to communicate ongoing construction and upgrades effectively while maintaining morale and engagement amid uncertainty.

To address these challenges, Stonehill implemented a structured change management approach that guided employees seamlessly through the transition. Department leaders and change champions were engaged early on with regular meetings to align priorities, timelines, and key operational constraints. Clear, multi-channel communications ensured employees stayed informed about project updates, move schedules, and updated floor plans. We also provided customized guidelines and FAQs covering packing, moving, and building protocols to ensure the employees had the support they needed at every stage of the process.

RESULTS

The project achieved strong results, with all moves completed on schedule. Transparent communication and ongoing support fostered high engagement, boosting morale and encouraging adoption of the upgraded spaces. Teams were fully productive in their new workspaces immediately after relocation, maximizing the value of the facility upgrades. By approaching employee relocation and building improvements as a change management challenge, the university successfully executed a complex transformation with minimal disruption. Stonehill’s structured approach ensured alignment across people, processes, and facilities, demonstrating that even large-scale workplace changes can deliver efficiency, engagement, and measurable value when managed strategically.