Optimizing the social workplace through consent-based decision-making: developing shared workplace guidelines for university support services during relocation

Purpose The purpose of this study is to understand how co-creation methods support the workplace change process. More precisely, a consent-based decision-making process was used to update common workplace guidelines within a university support service unit during its relocation process. As part of this process, the unit adopted an activity-based office workplace strategy. Design/methodology/approach The research is explorative. Methods include a qualitative case study of the changes in work culture within a university context. Data were gathered through observations, document analysis, interviews and three supportive surveys. The analysis was based on identifying significant data points from the rich data. Classification and qualitative coding provided data-based patterns of a multilocational work culture. Findings Findings show that consent decision-making had a positive effect on the work culture. This study provides an example of how the facilitation method can create shared meanings and provide a place for sensemaking, where users can decide the rules and practices for an activity-based office. Research limitations/implications The research contributes to academic workplace research, especially in terms of methods for the co-creation of flexible workplace guidelines. The context of the social workplace was identified as important. The limitation of the study is comparability. Practical implications The practical implications for facilities management underline the importance of acting as a change agent in the transformation of working culture. The detailed method of facilitating the change process should be considered when planning how to allow users to participate in deciding activity-based office rules in multilocational work. Originality/value This study presents the sociocratic method as a novel approach to co-creating work practices during workplace transitions. It offers a concrete framework for making sustainable, participatory decisions within organizations, with a particular focus on enhancing the social environment.