reasons why leading HR teams are now creating a workplace experience strategy

3 reasons why leading HR teams are now creating a workplace experience strategy


Employees are increasingly dissatisfied at work; only 31% of employees say they are enthusiastic and energised by their work. This has, in part, contributed to the uptick in ‘job hopping’ as workers seek out alternative, more engaging opportunities. As a result, the existing challenge of attracting and retaining talent is becoming even more difficult for HR teams.

Improving fulfilment at work presents a vital part of the employee engagement solution and, ultimately, helps to address the talent gap. In fact, our recent research with the Centre for Economics and Business Research reveals that a 10% improvement in fulfilment could prevent up to 5.2 million job moves across Europe – saving employers up to €206.3 billion.

The challenge for HR leaders is understanding what impacts employee fulfilment and then finding the solutions to improve it. Here, people must be placed at the heart of all business thinking - and that's why a workplace experience strategy is now crucial. But what does this actually look like in practice and what role do HR leaders play in achieving a positive workplace experience?

1. Understand your people: use data and create feedback channels

Simply implementing technology is not enough. Instead, you need to engage with employees to find out what they want. This coupled with data-led insights - such as real-time occupancy data - can ensure HR teams develop a framework that benefits both people and the business, encouraging talent acquisition and retention. 

2. Champion the office as a hub for collaboration and creativity

It is paramount that HR leaders consider the impact of the physical workspace. The office should be a hub for collaboration and creativity, both of which are central to increasing employee fulfilment. 

HR teams work will benefit from close collaboration with Facilities Management leaders, to ensure the workspace is set up to boost team building and remove any frictions to employee experience. For example, ensuring people can easily (on a mobile or web app) book or cancel a desk last minute, see which of their colleagues are in the office, register car parking on an app, or easily find their way around the building. 

3. Work with IT to ensure tech investments are right for your people

HR leaders have an opportunity to collaborate with IT teams, to ensure that all technology decisions align with a holistic ‘people-centric’ approach that helps drive a positive employee experience. Your people need to be involved in the entire process of new tech investment, from inception through to deployment and optimisation.

Technology must adequately respond to, and answer employees’ needs. For example, flexible working is now firmly established in our professional culture, so it is essential that employees can collaborate with one another regardless of their physical location. However, many still struggle to do so, with our research finding that only 30% of European employees have all the technology they need to collaborate seamlessly with other colleagues.

This has a profound impact on job satisfaction, with nearly a quarter (24%) of workers highlighting that having the right technology to work where they want would increase their fulfilment at work.

The evidence is clear: forward-thinking organisations that prioritise workplace experience can enjoy significant business growth. This starts with ensuring that people are at the forefront, from your tech investments to your office design, by truly understanding their needs. Only then will they be able to communicate effortlessly, be creative and ultimately contribute towards a strong culture- which is crucial to achieving a more fulfilled and productive workforce.

To learn more, download our essential guide on improving workplace experience for greater productivity and business performance here.

Creating a masterpiece

While Facilities Management leaders are ultimately responsible for real estate decisions, an optimised office space extends beyond any one department’s remit. Instead, the workplace experience should be a cross-departmental collaboration with senior level support and buy-in from the beginning.  

Employee-led insights and data should be shared across departments, including IT, Finance, and HR, to continually identify areas for improvement. By taking the science of data and marrying it with the art of well-designed spaces, you can create a truly exceptional workplace that will empower employees to do their best work, all while achieving your ESG goals. 

To learn more about optimising your office space, check out Ricoh’s latest workplace experience guide.

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Lisa Topliss

Lisa Topliss

Director Digital Workplace, Ricoh Europe

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