When the State of California’s Department of General Services (DGS) undertook the renovation of an existing high-rise in downtown Sacramento, they knew it would involve not only a building transformation, but also a significant change for the workers who would eventually occupy the facility.
The completely renovated 17-story DGS Resources Building in downtown Sacramento. is scheduled to open in late 2025.
Recognizing the potential impact of this change on the success of the renovation, DGS asked HGA, the firm that implemented the workplace design, to provide change management services that would smooth the transition and prepare staff for the move. The completely renovated tower, scheduled to open in late 2025, will consolidate numerous operations currently spread across the capital city, bringing together employees from 24 agencies in nine locations. When the building opens, workers will have to adjust their commutes and parking habits and share conference rooms with other agencies, among other changes.
Aiming at a smooth move
Buildings don’t come with operating manuals for the occupants. While facility managers may receive training in how to use specific technologies, most employees rely on good design and clear communication as they learn to navigate their new work environment. A transition to a new space can take some time and may significantly impact productivity, especially if there are negative feelings or misinformation surrounding the move itself.
To lessen these impacts and boost enthusiasm about the new space, HGA has worked closely with the DGS to communicate news about the transition. Building on traditional change management strategies, our team mapped out a series of activities and communications to build employee knowledge about the move and prepare staff for the eventual move-in.
A multi-faceted approach
As the project progressed, from design through construction, DGS felt it was important to communicate the agency’s vision for the facility—how it was designed to be used, as well as potential impacts on employees and their work. “This is not just about changing our physical location; it’s about transforming the way we work, collaborate, and innovate,” officials wrote in a newsletter focused on the transition.
Working with DGS, the project team, and key representatives from the tenant groups, HGA led a process to examine and map out various ways to provide information to staff and build excitement for the project. These tools included:
Kickoff Communication
Leadership communicated the project to employees via email in 2022, outlining the state’s vision for the new facility.
Change Champions
Individuals in each department were selected to serve as ambassadors for the project, fielding questions and promoting enthusiasm.
“Day in the Life” Scenarios
HGA and DGS mapped staff routines to understand diverse workstyles, helping designers anticipate questions and address functional needs.
All-Employee Survey
HGA created a staff-wide survey, distributed by agency leaders, to gather concerns and excitement about the upcoming move.
In-Person and Virtual Tours
Currently, staff can explore digital versions of the building’s design on DGS’s intranet site.
Newsletter Updates
A quarterly e-newsletter keeps staff informed on project information and progress. Content includes answers to frequently asked questions.
Move Packet
Before move-in, employees will receive packets outlining parking, security, amenities, and workplace protocols.
Employee Training
Staff from each department will be trained in the processes and protocols specifically related to its operations.
Welcome Event
On Day 1, staff will be invited to explore the new space, and on-site training will be available for several weeks after opening.
Supporting organizations through change management during periods of transformation and physical relocation provides essential structure, clarity, and stability in times of uncertainty. Effective change management helps employees understand the reasons behind the change, reduces resistance, and boosts morale through open, consistent communication. By aligning people, processes, and goals, it increases the chances of a successful transition—helping the organization adapt more smoothly, sustain productivity, and emerge stronger. ∎
Discover how HGA helps government agencies successfully navigate change by designing adaptable, efficient workspaces tailored to evolving needs.
About the Authors
Beth Young
Beth has over 25 years of experience in construction, design management, project and program management, and all phases of architectural design for clients in healthcare, education, corrections, biotechnology, and public agencies, for projects of varying scale and complexity.
Rich Bonnin
Rich has 30 years interior design experience creating innovative, strategic spaces for corporate and knowledge clients. His diverse portfolio spans law firms, creative agencies, consulting firms, technology companies, and government organizations.