Workplace change happens for all sorts of reasons. Often, organisations are relocating to new premises, merging companies after an acquisition, undergoing a business-wide digital transformation, or redesigning the office to implement new ways of working. These events represent either an exciting opportunity or an unsettling time for staff – and how employees react depends on how effectively you communicate with them.
Most recently, the biggest catalyst for change has been return-to-office (RTO) mandates. The number of organisations requiring their employees to switch back to in-person working is growing. Asda, Boots, and Barclays are some of the high-profile brands now expecting their teams to be at their office desks for a minimum of three to five days a week.
However, RTO mandates that aren’t supported by effective communication risk running into trouble. Employees may be reluctant to give up their newfound flexibility, return to their old commute, start a new one, or adapt to new technologies and processes. Surveys have shown that resistance is so strong that a significant number of employees are willing to ignore any RTO mandates their employers attempt to enforce, while many would consider quitting altogether.
Guiding employees through the change – including answering their questions, responding to their concerns, and explaining the benefits – is key to a successful transition. Often, it’s the difference between employees buying into the change and actively working against it.
Here are five crucial steps to consider when communicating your RTO policy.
1. Appoint a communications manager
Someone needs to be responsible for communicating the change. Depending on the size of the project, this could be a new full-time position, or it could be added to an employee’s existing role. The appointee must be a strong communicator, well-organised, and capable of managing people. Ideally, this should be someone with a communications or marketing background – even better if they have real estate and facilities experience. If no one in-house has the right skills, experience, or availability, it’s worth seeking external support.
2. Plan it properly
An RTO mandate won’t succeed without proper planning and communication. It’s crucial to start the process early, providing employees with plenty of notice. You don’t want them hearing rumours or finding out about changes to RTO policies through the grapevine.
As part of your communications programme, you need to explain:
- What is going to happen
- Why you’ve made the decision
- When it will take place
- Who will be affected
- How it’s going to work
An RTO mandate is unlikely to be effective without proper consultation with your staff. Open communication channels will allow employees to express concerns, ask questions, and even help shape the change to their advantage.
3. Designate change champions
The communications manager can’t do it alone. Leadership must be engaged in the process, explaining the rationale behind the change and helping to disseminate key messages. However, you also need individuals who have closer daily contact – virtually and physically – with employees.
These are ‘change champions’ who act as your eyes and ears on the ground, building enthusiasm and responding quickly to rumours or concerns. They help cascade information throughout the organisation and, as their moniker suggests, champion the project.
4. Consider different learning styles
Not everyone absorbs information in the same way, so you must use a variety of communication tools and techniques. Some people are visual learners, while others respond better to sound. Some prefer hands-on experiences, while others do better in group discussions or solitary learning.
To accommodate different learning styles, create a communications programme that includes:
- Microsites and newsletters
- Videos and mood boards
- Social media updates
- Individual calls
- Virtual town halls
- In-person meetings and office tours
This variety ensures that your message reaches all employees in a way that resonates with them.
5. Provide ongoing support
Communication must not stop on the day employees return to the office, whether company-wide or for specific teams. Employees may find it difficult to adapt to the change after working in a certain way for so long and will need time to acclimatise.
Consider providing a structured welcome that helps employees refamiliarise themselves with their office environment and understand any policy changes or new procedures, including how to use the space effectively. Finally, communication channels must remain open so that employees can provide feedback, request support, and contribute to ensuring the RTO transition is successful.
Workplace change support
Magenta can help you with communicating your RTO policy, along with many other workplace change projects. Download our free guide about communicating workplace change or contact us to find out how.
