Change management for employees in preparation for a move

Meliopus is working on a comprehensive omnibus as part of the housing study for Larcier-Intersentia. In previous chapters, we discussed the necessary search for a new workspace and Meliopus’s master plan for designing Larcier-Intersentia’s new location. Now it’s time for Chapter 4: how we prepared the employees for the big change: the move to Berchem.

The client

If you’re looking for legal or tax information, chances are you’ll find it with Larcier-Intersentia. This brand group has been a reference in Belgium and Luxembourg for over 175 years in the field of legal and tax expertise. The company has grown from a scientific publishing house into a knowledge partner that supports academics and professionals through training, software applications, and publications.

The assignment

For 10 months, Meliopus prepared the employees of Larcier-Intersentia for the move to the new office and the new way of working. The central theme? To effectively and calmly eliminate the prevailing bureaucracy and to develop a shared policy on activity-based flexible working through collaboration. Not only were individual staff members prepared, but the entire organizational culture was also examined and fine-tuned with an eye toward the future.

Onze approach

1 | Goodbye to the paperwork

Under the previous policy, Larcier-Intersentia worked primarily with paper. The new CEO decided to completely change this approach and transition to digital tools. Additionally, the new offices have much less storage space, so the mountain of paperwork inevitably had to be dealt with. Meliopus took charge of inventorying all the documents. Based on this inventory, we worked with management and staff to develop a joint guideline on what should and should not be retained. Then, the fun began: cleaning up. We visually highlighted which cabinets were empty and kept track of the percentage of materials cleared per team or department. This sparked a healthy sense of competition and tremendous motivation within the team to get the job done. The clear agreements and shared vision for the future helped make the mindset shift with care and a positive drive.

2 | Workplace game for an optimal company culture

The shift to a hybrid work model often brings resistance and conflicts. That’s why Meliopus organized a workplace game with the entire team. In a creative and open way, we debated expectations and concerns. It quickly became clear that people interpreted proposals or agreements somewhat differently. These insights led to a clear framework of agreements. Additionally, in groups of 10 to 15 people, we practiced techniques for giving and receiving feedback in a positive way. In an activity-based flexible work environment, this is an essential skill.

3 | From individual to organization

During the change process within the team, we received great compliments from the CEO. His confidence in our approach was so strong that we were allowed to expand our scope further. Not only were the employees facing a major change, but the entire company was also in transition. The management also felt the need to define the new corporate culture. Meliopus developed workshops on three levels: for management, for team leaders, and for the company’s 400 employees.

4 | The final preparations

Just before the move, Meliopus organized an information day at the new location. We set up various stations with additional information, and people had the opportunity to ask questions or express concerns on-site. By preparing and guiding the employees intensively during this transition, the significant changes felt safe and familiar.

Result

An employee survey conducted by Meliopus at the end of this process showed a high level of satisfaction. The majority of employees expressed a desire to move and felt ready for it. This intensive but immensely valuable process for Larcier-Intersentia demonstrates the importance of change management during a move. It is often seen as a practical organization where the human factor is forgotten. However, it contributes to greater work comfort and employee satisfaction. Change management is an investment that pays off multiple times over.