Practical strategies for building a successful workplace experience with Lara Owen

For episode 4 of the Desana Podcast, our CEO and Co-Founder Michael Cockburn sat down in San Francisco with Lara Owen, Workplace Experience Leader at Desana customer NetApp.

Their conversation, set in the vibrant Canopy Jackson Square, San Francisco, covered the evolution of workplace strategy, practical strategies for building employee workplace experience, and the importance of balancing hard data with soft metrics. We’ve put together a snapshot of the key takeaways.

Listen to the full episode

This conversation is a must-listen for anyone interested in practical takeaways for organizations navigating the complexities of hybrid work, including workplace transformation, employee engagement, and flexible workspace solutions.

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Learning the art of change management

Lara’s path to workplace leadership includes a background in fine arts and early experiences in customer service where she developed a keen eye for detail, creativity, and problem-solving - skills that later became invaluable in shaping dynamic work environments.

After beginning her career in startups she moved through to high-growth companies like Pivotal Labs and GitHub, building her expertise in workplace operations and learning how to scale workplace experiences, from small offices to global enterprises.

During her tenure at GitHub, Lara experienced firsthand how a company evolves from a startup into an enterprise, especially after its acquisition by Microsoft. She highlights the importance of balancing cultural heritage with necessary transformation, emphasizing that while structural changes occur, core values should remain intact. Long before the pandemic, GitHub had actually already embraced a distributed workforce model, offering invaluable lessons that Lara carried into her role at NetApp.

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Building buy-in: Winning hearts and minds

Laura’s transition to NetApp, a 12,000-person data management company, meant a shift from the fast-paced startup world to a structured enterprise setting - in her words "like moving from a speedboat to an ocean liner". This transition required her to navigate the complexities of a large organization while driving change in a more corporate culture.

One of the critical challenges in workplace leadership is gaining buy-in for change. Lara shared her strategy for success at NetApp - meeting employees where they are. Instead of imposing top-down changes, she focuses on dialogue, transparency, and personal connections.

From skip-level meetings with employees who had never interacted with senior leadership to engaging with VPs on workplace strategies, she ensures that workplace evolution is a collective effort rather than a dictated mandate.

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The workplace playbook: codifying culture and space

A highlight of the discussion was NetApp’s development of a comprehensive workplace playbook. This 12 to 18-month project aimed to define what it means to work in a NetApp space, whether in an office, a co-working space, or remotely.

The playbook outlines sustainability strategies, cultural touch points, and office design principles, to ensure that NetApp’s workplace philosophy remains consistent yet adaptable across global locations. This living document helps guide the organization in creating functional and inspiring spaces while adapting to evolving workforce needs.

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The role of On-Demand workspace

Lara also discussed the integration of on-demand workspaces through their use of Desana On Demand, enabling NetApp employees to access flexible coworking spaces around the world, whenever they need them. This initiative not only reduces unnecessary office expenditures but also provides employees with greater flexibility. The ability to test different locations before committing to long-term leases has proven to be a game-changer, particularly in regions where employee distribution doesn’t justify a permanent office.

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Harnessing data for workplace strategy

One of the biggest challenges companies face today is making data-driven decisions about the workplace. Lara emphasizes that while data is essential, it must be approached with care. At NetApp, the HR data analytics team built a dashboard to track workplace usage and employee engagement, incorporating the data gained through their use of Desana. The system has undergone several revisions to ensure that it captures relevant trends without invading employee privacy.

The focus of this is on understanding the aggregate patterns rather than individual data. Lara and her team analyze key metrics such as differences in office attendance based on gender, team function, tenure, and performance data, to determine how workplace policies impact retention and productivity. While it’s difficult to establish definitive causation, they continue refining their approach to gain actionable insights.

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The human element: Balancing hard data with soft metrics

Beyond numerical data, NetApp collects qualitative feedback through biannual employee surveys, ongoing workplace satisfaction surveys, and direct conversations with leadership teams. These discussions provide valuable context to the numbers, helping the workplace team understand employee sentiment and perception.

They also track service requests and occupancy trends to fine-tune office design. For instance, after reducing the number of desks and increasing the number of conference rooms in their Singapore office, complaints about conference room availability decreased significantly without an increase in desk shortage complaints.

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Looking ahead

Although we're certainly in a period of change and evolution in workplace strategy, there are huge opportunities for workplace leaders if they embrace the increasing democratization of workplace decision-making and shift away from viewing real estate purely as a cost center. Companies are recognizing the workplace as a vital contributor to employee engagement and company culture.

While there are still challenges ahead - ranging from policy uncertainty to the balancing act between flexibility and structure - Lara believes that the industry is moving in the right direction. Companies are engaging in more open dialogues with employees, testing new approaches, and leveraging data to make informed decisions.

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To find more episodes from The Desana Podcast, head to our host page.

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