As we enter a new year, two questions are always top of mind for facilities managers:
- What improvements can we make to our space?
- How much will it cost?
Creating a productive, comfortable workplace does not have to come with a big price tag. For facilities managers working with limited resources and tight budgets, making meaningful improvements can feel like an uphill battle. But the truth is, even small, strategic changes can spark big results, especially when they are focused on what employees truly need.
We highlight five practical steps any facilities manager can take to start improving their workspaces and shifting company mindsets. From piloting new ideas to prioritizing employee wellness, these tips focus on using creativity, communication, and collaboration to make impactful changes—without breaking the bank.
Ready to learn how small actions can make a significant difference?
Let’s look at a few strategies to get started.
Start Small: Pilot and Gather Feedback
Big changes can feel overwhelming and risky, especially with limited resources. By starting small, you reduce costs and risks while still making progress. Pick a single department, floor, or even a corner of the office to test new ideas. For example, try rearranging furniture to encourage collaboration, creating a quiet zone with dividers, or swapping out harsh lighting for warmer tones. Make the process collaborative by asking the people in the pilot space to share their thoughts. What worked? What did not? Use this feedback to tweak your approach and ensure that when you roll out changes on a larger scale, they will be better suited to your workplace’s needs.
Piloting also makes it easier to gain leadership support. Instead of asking for a big budget upfront, you can present results from a small test, demonstrating the value of the changes. This way, you are not just preparing the space but also building trust and support for future investments. Remember, success does not always come from huge overhauls—it is the small, smart adjustments that pave the way for larger, more impactful transformations.
Key Takeaways:
- Test small changes in one area before scaling up.
- Use employee feedback to refine ideas.
- Demonstrate results to gain leadership support.
Engage Employees for Insight
Employees are the people who use the workspace every day, so their feedback is invaluable. Start by asking them what they need to feel more comfortable, productive, and happy. You do not need a fancy survey tool—an email, a quick poll, or even an informal chat during lunch can work. Questions like “What’s one thing you’d change about your workspace?” or “What helps you focus?” can spark ideas you may not have considered.
Listening to employees does more than generate ideas. It builds trust and makes people feel included in the process. When employees see their feedback shaping changes, they are more likely to support and embrace them. For instance, if employees mention noise as a concern, consider creating a quiet zone using existing furniture or portable partitions. If people say they lack personal space, find ways to allow simple desk personalization.
By focusing on employee needs, you can prioritize low-cost improvements with high impact. Not every idea will be feasible, but even acknowledging feedback and explaining decisions shows that you care. The result? Happier employees who feel valued and more connected to their workplace.
Key Takeaways:
- Quick surveys or informal chats can uncover valuable insights.
- Involving employees builds trust and ensures changes meet their needs.
- Even small updates based on feedback make a significant difference.
Reimagine What You Have
Often, the resources you already have are enough to make meaningful changes. Start by evaluating what is underutilized or outdated. For instance, are there empty corners or rarely used meeting rooms? Could these be transformed into breakout spaces, quiet zones, or collaboration hubs?
Decluttering is another simple way to improve the workspace. Clearing unused equipment or reorganizing storage can open space and make the environment feel fresher and more functional. If natural light is available but blocked by furniture or blinds, rearrange the layout to take advantage of it. This not only improves lighting but also boosts mood and productivity.
Think creatively: plants can add a touch of nature without breaking the bank, and simple rearrangements of desks can foster better communication. Even swapping out harsh lighting with warmer bulbs can change the vibe of a space. These adjustments may seem small, but they can create a big impact on how employees experience their work environment.
Our Strategy and Consulting team recently helped a client enhance their hybrid work program and develop a workplace strategy, aligning organizational goals with an office design that supports their mission.
Key Takeaways:
- Repurpose underused spaces for quiet zones or collaboration hubs.
- Declutter to create more open and inviting environments.
- Small tweaks like rearranging furniture or adding plants can transform space.
Communicate Clearly
Change can feel unsettling, especially in the workplace. Clear communication is key to easing transitions and getting people on board. Start by explaining the “why” behind any updates—how they will benefit employees and the company. Share plans early and provide regular updates, even for minor changes.
Use simple, accessible methods to communicate, like emails, team meetings, or even posters in common areas. For example, if you are rearranging workspaces, explain how the new setup will improve collaboration or focus. If you are piloting a change, let employees know it is a test and ask for their feedback. Transparency not only reduces resistance but also builds trust.
It is also important to address potential concerns. Be open to questions and provide honest answers. For example, if someone worries about losing their desk in a reconfiguration, explain how the change will still meet their needs. Creating an FAQ or hosting a Q&A session can help.
Key Takeaways:
- Explain why changes are happening and how they will help.
- Use simple, accessible communication channels like emails or team meetings.
- Address concerns and answer questions to build trust.
Prioritize Wellness
Small, thoughtful changes can significantly boost employee well-being. Start by identifying easy wins, like decluttering communal spaces or ensuring shared areas are clean and inviting. Adding a few low-maintenance plants can make the workspace feel fresher and more welcoming.
Lighting plays a huge role in wellness. If possible, increase access to natural light by moving desks closer to windows. If that is not an option, replace harsh fluorescent lighting with softer, more natural tones. For physical well-being, check if existing chairs and desks are ergonomic. If upgrades are not in the budget, provide simple solutions like cushions, footrests, or adjustable laptop stands.
Quiet zones are another easy way to support mental health. Even a small corner with a few partitions can create a space for focus or decompression. Encourage employees to take short breaks and use these areas.
Key Takeaways:
- Declutter and clean shared spaces to create a more welcoming environment.
- Use simple upgrades like plants, better lighting, or ergonomic tools.
- Create quiet zones for focused work or mental recharge.
The key is progress, not perfection.
By starting small, engaging employees, using existing resources, communicating clearly, and prioritizing wellness, facilities managers can create environments that foster productivity, satisfaction, and well-being. These practical, low-cost steps can transform workspaces and shift company mindsets, proving that even small actions can lead to meaningful results. Start today by focusing on one area, gathering feedback, and building on your successes.
