3 Jul 2023

6 steps to define your workplace strategy

Imagine the work environment as a race track, where every aspect — the layout, infrastructure, and team dynamics — is finely tuned to propel your business toward its goals, leaving competitors in the dust.

The physical office environment has a strong impact on the success of a business, affecting the productivity and efficiency of employees and how the organization runs. Let’s see how you can fine-tune your workplace.

The 4 pillars of workplace strategy

There are four pillars of workplace strategy, namely space, technology, culture, and well-being. All are crucial for creating a thriving and successful work environment. Let's delve into each pillar's significance...

  • Physical space. Effective collaboration and productivity in the office can be enhanced by optimizing the ratio of office real estate to occupancy. Companies need to consider efficient, activity-based space planning, ergonomic workplace design, and flexible work areas to help employees be effective on-site.
  • Workplace technology and tools. Cutting-edge tech like Joan supports ​​efficient communication, seamless collaboration, and streamlined processes, enabling companies to stay competitive and adapt to rapidly evolving business landscapes.
  • Cultural aspects. A strong organizational culture aligns individuals with shared goals, promotes teamwork, and enhances the overall performance of employees and teams, driving everyone to the same business objectives.
  • Policies. Prioritizing employee wellness shows the company’s commitment to caring for its team members. Work-life balance initiatives, along with health protocols and support, boost morale and productivity.

Now that we know what the four pillars are, let’s see what strategies you can use to incorporate them into your work environment.

1. Define objectives

By establishing and communicating specific and measurable objectives, organizations can align their business strategy with their business goals. Sharing these goals and strategies throughout the company fosters engagement, motivation, and a shared commitment to reaching the desired outcomes.

To achieve this alignment, companies are most commonly turning to automation. Automation is today’s game changer — the race winner — that help companies achieve efficiency, accuracy, cost savings, data management, scalability, agility, and better customer experience. You’re out of the race without it!

Consider the Joan workplace management system. The app automates mundane tasks — visitor management, desk sharing, meeting room management — and allows employees to focus on things that really matter.

2. What do employees want

The best way to create a positive company culture is to listen to what the employees want and need. Creating an attractive workplace experience is vital for boosting employee engagement, satisfaction, retention, and enticing top talent. When employees feel cared for, they’re more productive and they feel and collaborate better. Such engagement helps drive the company toward its goals and stay ahead of the competition.


3. Do your research

Observe and study your own workplace to truly understand what’s happening. Factors such as space utilization, efficiency, and employee satisfaction can really impact the workplace. To find the holes in your strategy, survey and monitor the following:

  • Calculate the cost per square foot per employee. This information can hone in on space utilization.
  • Investigate how many people — employees, contractors, stakeholders, etc. — use the office daily, on average. This value can help reveal if you have too many or too few desks or conference rooms, and how much office space is underused for the number of in-person workers. This information is particularly key for hybrid workplaces and helps optimize them with Joan Desk booking solution.
  • Self-audit your workplace security. Put on your detective cap and investigate your workspace yourself. Does all your tech and systems fully comply with your privacy, security, and health standards, plus the building’s regulations?
  • Survey employee satisfaction. Conduct surveys to monitor employee satisfaction. Employee well-being is key to driving productivity and engagement.
  • Check your utility bills. Simply check and compare your utility invoices to diagnose how power efficient your tech and systems are.
  • Consider leasing opportunities. If you have underused corporate real estate, explore what revenue you could generate by leasing to tenants or events.

4. Evaluate how to achieve each objective

A wise mentor once said, “Land and then expand.” An effective workplace strategy needs to be data-driven and implemented the right way. Before you begin, gather the following metrics of your current workplace:

  • What type of tech system do you need? Don’t dive in with just a theory — know your solutions.
    For example, many companies looking for a desk-sharing tool turn to Joan. Our desk booking solution lets employees book desks on the go and minimizes the friction of managing company resources.
  • What’s your budget? This factor is the easiest way to scratch some solutions off your list of candidates. But, don’t forget, longevity helps lower costs. Long-lived devices like Joan e-paper displays will save you money in the long run.
  • How easy is it to implement and maintain? What does it take to install it? How often does it need to be upgraded? How much onboarding does it need and what ongoing administration does it require? Some solutions, like the Joan mobile app e-paper displays, require no installation and minimal onboarding.


5. Don’t cut corners

Hopefully you’re getting the big picture now: if you’re working on a new workplace strategy, choose the best option available. Hold out for solutions that

  • Come with the functions your space needs
  • Delivers the best ROI in the long term
  • Has a great user experience
  • Includes super customer support with a trusted name
As always, reviews are your friend. It takes more than luck to get 4.4 stars on some of the most prestigious tech review sites in the world. Joan's award-winning workplace management solutions are world-renowned for making the workplace a better, more efficient place.

6. Get everyone onboard

From leadership to employees, if people aren’t aligned with the same objectives, interests, and drive, new technologies will die on the vine. The bottom line — make sure everyone feels heard and work to maintain excitement and momentum from conception through to adoption for a great employee experience.

Joan’s full portfolio of workplace solutions

From desk to meeting rooms to visitor management, Joan has everything you need to make your office more efficient. Each solution is easy and intuitive to implement and use, making the learning curve a breeze.