While it is difficult to predict exactly what a post-COVID-19 workplace will look like, GRLA is working with clients as we all try to make plans for implementing a return to our offices and workplaces, and developing some guidelines to assist clients as they prepare to reopen their offices.
GRLA is paying close attention to state and local mandates and thought leaders within the A/E/C industry. While things are changing daily, below are some of our initial thoughts and observations that we hope will help employers prepare for an eventual return to work. We know that all items on this list may not apply to all situations, but the overriding message of preparedness, flexibility, and utmost attention to the safety and well-being of employees and customers are critical for all of us.
OFFICE POLICY UPDATES: This is an opportunity to reevaluate everything. The way we work and live has been flipped on its head. It is imperative to develop a workplace policy for implementing the changes necessary to meet the government mandates as well as to ensure the safety and well-being of employees. Transparent and ongoing communications with staff are essential, as policies will be evolving and subject to change based upon lessons learned. Policies and protocols will require significant efforts across all departments – human resources, legal, operations, finance, etc. The policy manual will no longer gather dust; it will be a working document that requires urgent attention.
PHYSICAL DISTANCING AND OFFICE REDESIGN: Incorporate physical distancing and safe working conditions within the workplace will probably include:
revised workstation orientation and configuration
discontinued use of benching and shared work areas
revised conference room/gathering space occupancy
common area use restrictions and requirements
possible one-way travel paths within an office space
updates to restrooms to incorporate all touchless fixtures
updates to ADA components to be all touchless
contactless pathways, motion sensors, facial recognition and smartphone apps may all have a role in the workplace
new and ample signage to direct employees and visitors will be key to developing new habits
We’ve spent decades breaking down physical barriers to encourage teams and collaboration. A significant challenge for all employers is how to continue to grow collaborative teams while de-densifying as well as utilizing innovative partitions, wider corridors, and other physical space enhancements.
STILL WORKING FROM HOME FOR SOME: And perhaps we are not all returning to the office. We were thrust into a work-from-home model that not everyone was prepared for, but in short order, most have found a way to make it work. Finding the right technology, training and supporting your staff, strong oversight, and communication can make the work-from-home model a successful and productive one. If you were not ready for it in March, now is the time to refine your approach as it, by all accounts, is here to stay. Management needs to be inventive and open to new ways to retain/develop corporate culture while balancing in-house and remote employees.
CLEANING PROTOCOLS: Update cleaning protocols for the office space. Emptying recycling bins and a quick vacuum is no longer sufficient. Employers will need to invest in appropriate and expanded sanitizing and cleaning protocols. There is talk of a new cleaning certification that landlords will need to adhere to (stay tuned on that). An influx of potential anti-microbial surfaces and furnishings are already in use in healthcare settings and now will be marketed to all sectors. Seek out expert opinions and references as a cottage industry of “solutions” are eager to capitalize on the urgent need.
REVIEW AND IMPROVEMENTS TO HVAC SYSTEMS: Good ventilation is key to preventing the spread of COVID-19 but if opening a window is not an option, employees need to know the air they are breathing, and sharing is safe. Improved office climate control systems that were adopted in China are thought to have assisted its office workers in returning to their desks more quickly. Assessments of your HVAC System, % of fresh air evaluations, improved filter replacement including replacement with HEPA filters are all to be considered for building owners and tenants.
HR POLICIES UPDATES: We already know there is a huge societal change around being sick at the office and HR policies will need to address this in a thoughtful and fair manner. Is it a virus or does Sam have seasonal allergies? How to assess the daily health of employees will certainly be a significant discussion among human resources professionals. Other changes we are seeing is the demise of the handshake and celebratory high-five, and of course, the new fashion mandate: wearing of face masks. While obviously critical in keeping people healthy, these changes in norms can leave people anxious and confused. It is hard to read a facial expression through a mask. For the “soft-speakers” the mask truly is a barrier. A lot of business interaction takes place through gestures and expressions and we as employers and as humans will have to work together to adjust to this and many changes in the days, weeks, months ahead.
GRLA is available to be a resource to your organization as you move forward with plans for return to work.
Please contact Scott Richardson at 508-922-2302 to discuss planning options for the reopening of your facility.