Guiding a U.S. Agency Through a Successful HQ Relocation & Return to Office

The Situation

In 2016, The Clearing partnered with a U.S. government agency to navigate and manage workplace transformation driven by its planned headquarters relocation. The transition involved relocating from a facility occupied for three decades to a modern headquarters in a new strategic location.

The move opened opportunities to design a workspace specifically tailored to the agency’s needs while also representing a significant change to

established employee routines and ways of working. The process was rendered even more complex by the onset of the COVID-19 pandemic and the realities that (a) the move would occur during the pandemic and (b) the first time most employees would experience the new facility would be as part of the agency’s Return to Office (RTO) process in early 2023.

How We Did It

To navigate this workplace change effectively, The Clearing team developed a workplace engagement and communication plan to enroll the agency staff in the design and relocation process. Specifically, agency leadership sought to build an optimized workplace that maximizes productivity, attracts and retains quality staff, and supports increased mobility.

The Clearing designed and implemented feedback mechanisms (e.g., interviews, surveys, focus groups) to engage the workforce in the design process and to ensure the effectiveness of its efforts. This approach aligns with our insights on leveraging data to inform decision-making.

The team also designed and deployed multiple multimedia communication campaigns to ensure employees were both aware of what was happen

ing and what actions they needed to take to ensure a successful and productive move experience for the agency. These campaigns featured the build-out and launch of internal websites (e.g., SharePoint), emails, and a video series. The Clearing also regularly convened key stakeholders from across the agency in Town Hall meetings to bolster relocation-related collaboration.

In the months leading up to the agency’s Return to Office (RTO) in early 2023, The Clearing provided critical support to design events and implement theplans for the employees’ first experiences at the new headquarters. This crucial moment could have tainted the entire effort had it not gone smoothly.

The Impact

• Design decisions by agency leadership were informed by employee perspectives, increasing the probability of satisfaction with the new headquarters. This outcome reflects principles discussed in our Organizational Culture Primer.
• Clear workforce and union communications around project progress and next steps.
• Early implementation of feedback mechanisms and information-sharing tools and products to build greater awareness of the project process and grow workforce enrollment. This strategy is further elaborated in our article on unlocking the power of advanced analytics to enhance employee experience.
• Overwhelming satisfaction with each step of the RTO process, particularly the portions led by The Clearing (e.g., virtual briefings, email communications, internal web platforms, RTO events)

By taking a proactive and collaborative approach, The Clearing successfully helped the agency manage this major workplace change while keeping its workforce informed, engaged, and satisfied. Planning an office transformation? Connect with our workplace experts to learn how we can support you.