A change management strategy supporting a leading Enterprise Software Client’s relocation into a shared IBM workplace at 20 York Road.
Software
Sector
London, UK
Location
Central Challenge:
The client’s relocation into an existing IBM workplace introduced a significant cultural and operational shift. Moving from a dedicated, single-tenant environment into a shared ecosystem required employees to adapt to new ways of working, new spatial dynamics, and a broader organizational context.
To ensure a successful transition, they needed a structured, people-centered strategy that would align employees, preserve cultural identity, and support adoption of a new workplace model with minimal disruption.
Our Approach:
Ark partnered with HLW to deliver an integrated change management strategy aligned with the design of the new workplace. Working in parallel with the design process, Ark ensured that workplace changes were clearly communicated, understood, and embraced by employees at every stage.
The approach combined early-stage assessment, stakeholder engagement, and targeted communications to guide the client through a smooth and confident transition.
Understanding the Impact
The process began with a lessons learned assessment, capturing insights from previous projects to identify opportunities and avoid past challenges.
Ark then conducted a change impact assessment, evaluating the current workplace experience alongside anticipated changes in the new environment. This analysis informed a focused communication strategy and ensured that key areas of impact — from workplace behaviors to operational shifts — were proactively addressed.
Tactics:
Ark’s approach combined:
Data-driven impact assessment
Stakeholder-led engagement and all staff events (town halls)
Structured communication strategy
Design-change integration
Transition enablement tools
Welcome Materials (mat, guide, and video)
Post-occupancy evaluation
Engagement & Alignment
To foster engagement and internal advocacy, Ark facilitated a series of change advocate workshops with key stakeholders across the organization.
These sessions explored:
Features and functionality of the new workplace
New ways of working within a shared environment
Technology and operational changes
Move readiness and logistics
This structured engagement empowered internal champions, strengthened alignment, and created a clear pathway for organization-wide adoption.
Enabling the Transition
Ark developed a tailored communication strategy to support employees throughout the relocation. In close collaboration with HLW, design updates and workplace changes were translated into clear, accessible messaging to ensure transparency and understanding.
A comprehensive Day One Welcome Guide was delivered ahead of the move along with a Welcome Video, equipping employees with the tools and information needed to navigate the new environment with confidence from day one.
Post-Occupancy & Continuous Improvement
Following the transition, Ark will conduct a post-occupancy survey and focus groups to evaluate employee experience and the effectiveness of the change management strategy.
These insights will inform continuous improvement and provide the software client with a repeatable framework for future workplace transformations.
Impact at a Glance
The result is a structured, people-centered transition that supports employee readiness, minimizes disruption, and strengthens alignment within a shared workplace environment.
By integrating change management with design, Ark and HLW have enabled this client to confidently evolve its workplace strategy while maintaining its cultural identity.