The long-term vision for a subsidiary of an international bank was to transition to a new working environment with the following objectives:
- To maximise available office space for a growing business;
- To eliminate paper-based processes;
- To introduce alternative and collaborative workspaces.
CBO was asked to conduct a detailed audit of the use of all on-site storage (from desk drawers to roller-cabinets/stock rooms) and interview all staff to meet the following objectives:
- To ascertain what exactly is held within personal storage in the office, for what reason and by whom;
- To identify trends in behaviour per team or function;
- To give a high-level conclusion that can be used to formulate a plan;
- To gauge the distribution of change supporters and resistors.
CBO took the opportunity to talk to every relevant stakeholder to build a picture containing both quantitative and qualitative information. The approach towards the audit was as follows:
- Interviews were undertaken with over 100 members of staff to understand what was stored in personal storage space, why, and how frequently it was accessed;
- Storage spaces via a floor walk were audited and reconciled via a top-down approach and storage volumes/capacities were recorded;
- Results from the audit were profiled and data-analysed to draw relevant conclusions;
- A report was presented including detailed findings, rich and informative data, and recommended actions.
The final report contained detailed and relevant information, and shone a light on information that was previously unknown. It allowed management to make a decision to make radical changes to storage policies and introduce new working areas and practices, helping them to work towards their long-term vision.
The exercise also helped to gain buy-in from employees into the changes and provide valuable insight into staff attitudes towards the changes, and therefore how to best approach the changes.