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The United States Nuclear Regulatory Commission (NRC) embarked on a mission to modernize its office environment at One White Flint North (OWFN) to create a forward-thinking, flexible, and collaborative workplace. Recognizing that this transformation required a blend of innovative design and strategic change management, the federal agency partnered with Stegmeier Consulting Group (SCG) to provide workplace strategy insights and change management expertise that informed every phase of the project. SCG’s role was critical in aligning the design concepts with NRC’s unique culture, operational needs, and workforce dynamics, ensuring a seamless transition to the workplace of the future.

Project Overview

SCG’s involvement in NRC’s workplace modernization initiative was centered around key objectives:

1. Stakeholder Engagement: Ensuring leadership and employee input informed the planning and design of the new office layouts.
2. Workplace Strategy: Creating flexible and functional office spaces that balance collaboration, privacy, and efficiency.
3. Change Management: Preparing employees and leaders for the cultural and operational shifts required to transition to a new way of working.
4. Communication Planning: Developing strategies to keep employees informed, engaged, and aligned with the goals of the project.

SCG’s contributions supported NRC’s vision of creating a high-performing workplace that meets current and future needs.

Key Focus Areas

Stakeholder Engagement

Engaging leadership and employees was critical to ensuring the success of the workplace transformation. SCG facilitated an on-site kick-off meeting with NRC leadership and their selected interior design partner, during which they toured current office spaces to observe workflows and challenges. This process allowed SCG to:

• Understand employee concerns regarding privacy, acoustics, and flexibility.
• Gather feedback on existing workflows and pain points.
• Align leadership and key stakeholders on project goals and objectives.

Workplace Strategy

SCG provided critical workplace strategy insights that informed the development of three distinct design concepts for NRC’s office layouts. These concepts incorporated diverse workspace options to accommodate different workstyles, including:

• Private Offices: Retaining spaces for focused work and leadership functions.
• Collaboration Areas and Huddle Spaces: Creating shared zones for teamwork and impromptu meetings.
• Focus Rooms and Phone Booths: Addressing privacy needs for concentrated work and confidential conversations.
• Flexible Workstations: Introducing modular layouts to optimize space utilization and support changing team dynamics.

SCG also reviewed previously completed behavioral and space utilization studies to ensure that the proposed designs were aligned with employee work habits and organizational needs.

Change Management

Recognizing the potential challenges associated with transitioning to new ways of working, SCG developed a comprehensive change management plan. Key activities included:

• Educational Workshops: Hosting sessions like Dispelling the Myths of the Open Office to address misconceptions and highlight the benefits of the new workspace.
• Workplace Etiquette Protocols: Facilitating employee-led workshops to establish clear guidelines for using shared spaces effectively and respectfully.
• Leadership Training: Equipping managers with tools to lead teams in a results-oriented environment, reducing reliance on traditional oversight.

Communication Strategy

Transparent and consistent communication was a cornerstone of the project. SCG worked with NRC to:

• Develop tailored messaging for different employee groups to ensure relevance and clarity.
• Create a roadmap for communication rollouts, outlining key milestones and updates.
• Address potential employee concerns proactively through FAQs, workshops, and regular updates.

Project Execution

SCG executed the project through a multi-faceted approach that balanced stakeholder collaboration, data-driven analysis, and iterative feedback:

1. Stakeholder Meetings: SCG facilitated discussions to gather input, align objectives, and build consensus on the project’s vision.
2. On-Site Assessments: Observations and interviews provided insights into current workflows, challenges, and opportunities for improvement.
3. Iterative Design Feedback: SCG reviewed and refined design concepts in collaboration with NRC leadership and their selected interior design firm, ensuring alignment with employee needs and organizational goals.
4. Change Management Workshops: SCG delivered training and workshops to prepare employees for the transition, addressing concerns and building excitement.
5. Communication Rollouts: A phased approach to communication ensured employees were informed and engaged throughout the process.

Deliverables

SCG’s contributions resulted in several key deliverables:

• Three Distinct Design Concepts: NRC’s design partner drafted up a series of flexible, functional layouts that balanced privacy, collaboration, and efficiency.  SCG participated in the design process, offering industry best practices and perspective regarding the potential impact each of these more progressively modern designs could have on NRC’s people.
• Workplace Strategy Report: Comprehensive recommendations for aligning space utilization with workstyles and organizational goals.
• Change Management Plan: A roadmap for communication, training, and engagement to ease the transition.
• Workplace Etiquette Protocols: Co-created guidelines for fostering respect and productivity in shared spaces.
• Educational Resources and Training Materials: Tools to equip employees and leaders for success in the new workplace.

Impact and Long-Term Benefits

The successful execution of this project resulted in transformative outcomes for NRC:

• Enhanced Employee Engagement: Employees felt valued and supported through participatory planning and transparent communication.
• Optimized Workspaces: The new layouts provided flexibility, functionality, and diversity to meet the needs of a modern workforce.
• Cultural Transformation: Leadership and staff embraced results-oriented management and flexible workstyles, fostering collaboration and innovation.
• Improved Operational Efficiency: Streamlined workflows and optimized space utilization boosted productivity and satisfaction.
• Sustainable Design Framework: SCG’s recommendations provided NRC with a scalable model for future workplace projects.

With SCG’s guidance, NRC successfully transitioned to a high-performing workplace that reflects its mission and values. The project serves as a benchmark for innovation, collaboration, and operational excellence in the public sector

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