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An interview with...
Wendy Sheville, Senior Manager Agents, Dialog
Wendy Sheville was embarking on her first office relocation and wanted to use the opportunity as a “new start” for Dialog’s UK office. Here Wendy explains how she managed the whole process; delivering an environment that not only encouraged a new way of working, but also got Dialog's staff motivated and excited too.
What prompted the move?
Our division was sold to Proquest, and we needed to move out of our existing premises into our own office. It gave us the opportunity of a new start, to build our own identity again.
What were some of the biggest challenges of the project?
Finding the right office space in an acceptable area for all employees proved one of the greatest challenges. Our Facilities Director, from our US company came over to source a new premises, and asked for someone at this side to work on the project too. I was nominated as the UK contact for this project.
Our search for a new office took us to 14 different properties - from east London all the way to Chiswick! I felt there would be problems moving people around if we moved too far out. Ideally we were looking for something central with good transport links. Also with many of us working late into the evening we wanted to make sure of staff safety.
In the end we settled on 3 different properties: the one we've moved into, another round the corner and a third over in Liverpool Street. The Liverpool Street property, although furnished would have taken a lot of work to create the environment we were looking for. And although the one we settled on was initially expensive it was a good time to negotiate and get a good rental deal.
What advice would you give someone starting an office relocation project?
It's key that you feel comfortable with who you're working with. That they're on your side. It's all about trust.
My advice would be to meet with a few companies and ensure that the one you choose has interpreted your brief as accurately as possible, and that you feel confident will deliver the results.
My other bit of advice is that it's important to provide the right brief. However, despite giving a very detail scope on this project, I was surprised that out of the 3 companies, the 3 interpretations that came back were so completely different from each other. I think perhaps some wanted to give their idea of what we should have, rather than just following the brief.
What things would you have done differently?
Once the build started I didn't feel I needed to come along all the time but I did pop in weekly to see how things were going. Everything was running smoothly - absolutely on target. I did worry that things could go wrong but there really weren't any major issues.
How did you come up with the design ideas?
I wanted the office interior to be more about ‘us' as a company. Your designer saw our previous space, where we were isolated in our own corner, working in rows. I didn't want our new desk layout to be like that.
After the initial meeting with Morgan Lovell we had one more meeting, this time with the designer too. I would say things like I was looking for a ‘nice space', ‘meeting areas', etc and the very first design you submitted incorporated everything I was looking and asking for. There were a few small bits to change here and there but overall you just got it.
Did you try to change the company culture / way of working through this project?
As this was to be our first new office for a number of years it was essential to have a workspace that reflected the company we were and establish our own culture.
What were some of the design ideas that really worked?
The way the desks are setup in groups as well as the breakout areas. I personally love the new break out area; it's open, bright and a really good communal area and staff interact a lot more with each other.
What took longer than expected?
Nothing really, it was all rather quick as we had a very tight deadline.
What went faster than expected?
As I mentioned everything moved very quickly. We spent a couple of days looking at everything; a couple of days going around furniture show rooms and a day at Morgan Lovell's offices looking at finishes. This bit I loved!! It's a good chance to put your stamp on the project.
How did you go about choosing a design and build company to help you with this project?
When I met with Morgan Lovell, you were by far the best. You covered everything and were much more professional than other companies we saw. I instantly felt very comfortable and thought I could trust Morgan Lovell to get the project done.
A big part of my need for trust was that I had to make sure the office relocation project didn't take over from my regular job. It really felt like I was doing two jobs, and I didn't have time to spend on the fit out. Also I'm a bit of a perfectionist and I felt the Morgan Lovell team fitted in with that, I felt very comfortable.
How did you keep track of the costs during the project?
Budgets were controlled by our US office. A couple of times the budget moved up and down, but that was to be expected. If anything, Morgan Lovell would suggest cheaper alternatives where design wouldn't be compromised. We also received weekly emails regarding adjusted pricing and this kept me and the US team informed all the way through the project.
As I mentioned earlier, Morgan Lovell finished on time and on budget, and our Board was always updated.
How did you keep senior management informed throughout the project?
I had weekly conference calls with our management team in the US to keep them up to date and also sent over the odd progress picture or two.
Was sustainability or 'green' issues important to you on this project? If so, how did you incorporate them into the office design?
We definitely looked at the ‘green' issue. The building itself does not really cover this, but we have recycling bins and signed up with a company to recycle all paper. No paper cups are used in the office at all and all copier papers are from a recycled source.
How have staff reacted to the new space?
Everyone absolutely loves the new office!
Coming in and seeing all the colour for the first time just blew everyone away. They were really impressed with the reception area - the design work, and especially the lovely bright red couch. And they absolutely love the break out area, smaller desks and new layout.
We've all really settled into the space. The break out area has proved really successful and has become increasingly homely. We've even added a couple of book shelves for staff to bring in novels to share with each other. The space has allowed for much more interaction.
We also held a customer event as an opportunity to say "we're back", where we provided a very traditional English tea. It was a great success, our customers enjoying it so much they suggested we hold it as an annual event.
What was the best moment during the project?
Seeing the office finished with all the furniture on the last day, and also the first day everyone arrived in the office to see it for the first time.
Got questions of your own?
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