University of California Berkeley

The Challenge

For the past 20 years, +One’s parent company, One Workplace, has provided workplace strategy solutions for one of the university’s busiest departments (referred to here as The Department). When The Department approached One Workplace for help with downsizing their office space, it was clear that +One would be involved in helping them navigate the complexities of the project to ensure a successful transition.

Before the pandemic, The Department operated entirely in-person. However, like many organizations across both public and private sectors, they faced significant challenges post-pandemic, including underutilized spaces, wasted real estate investments, and a hybrid work culture that evolved out of necessity but lacked structure. This resulted in frustration and disengagement among employees.

Recognizing the need to streamline their real estate budget and revitalize a workforce weary from the pandemic, The Department engaged One Workplace to devise a solution. Leadership set an ambitious benchmark to reduce their office footprint by nearly 50%, from 48,000 square feet to approximately 27,000 square feet.

How +One Helped

While a 50% reduction in space is a significant change that can be daunting for employees, it also presents an opportunity for organizations to refocus their cultural goals.

+One engaged the leadership team in a design thinking process to clearly define the desire state for their work culture and behavior.

To facilitate the transition, +One developed a holistic communication strategy tailored for all levels of the organization – from senior leadership to team leads — helping employees understand the “What,” “Why,” and “How” of both physical and cultural transformations. A detailed plan was developed for leaders to distribute information about workplace changes as it became available. Consistency and a regular cadence in communication from managers was essential for building enthusiasm among employees while alleviating anxieties about the unknown.

+One conducted multiple workshops with select small employee groups to further understand and fine–tune the details and expectations of the new UDAR workplace protocols.

A Playbook was created to guide employees through navigating this new work culture. It included descriptions of the physical changes, hoteling and reservation etiquette, community rules, and decision-making guidance for selecting workspaces based on daily tasks and needs.

+One launched the Playbook at a Department Town Hall prior to opening the new space and remains an evolving electronic document updated as organizational needs change. New employees review it during onboarding.

Impact

During the initial four weeks following the opening of the new space, small group coaching and office hours with +One were made available to address employee questions and concerns.

At 45 days post-move-in, +One conducted an organization-wide survey to measure how well employees were adapting to both the new space and the new work culture. Metrics included favorite features of the space, top complaints, improvements in work life, challenges faced, and ease of adjustment. Results showed:

70% improved experience

40% better collaboration

20% met new colleagues

15% increased flexibility

Based on survey feedback, +One recommended adjustments to enhance the Playbook further. To promote self-sufficiency within The Department, +One provided Leadership with templates for future employee surveys at predetermined milestones along with rubrics for analyzing results.

What began as a simple space reconfiguration initiative evolved into a comprehensive cultural transformation effort. Through this initiative, +One successfully guided this UC Berkeley Department in navigating their transition to a hybrid work model by reshaping organizational culture alongside physical workspace adjustments and workplace policies. This transformation fostered an environment conducive to connection, belonging, collaboration, and productivity, paving the way for a successful Future of Work.