RETURN TO THE WORKPLACE GUIDE - Anno Now · 2020. 6. 11. · Flexible working Flexible working and...

RETURN TO THE WORKPLACE GUIDE

THE INSIGHT BEHIND EXCEPTIONAL WORKPLACES

Helping you create a safe and healthy workplace

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CONTENTSGet Ready

prepare your building/space/facilities

Social Distancing A new mantra

People/Space/Technology A new relationship

Cleaning A new meaning

Communicate and Reassure say what you’re going to do

and do what you say

Checklist

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03

05

07

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RETURNING TO WORK – A NEW NORMAL?‘Unprecedented’…‘Uncharted’….‘Unprepared’…‘Uncertain’... in a very short

space of time the world of work has been turned upside down.

The ‘Unimaginable’ has become real. Old norms, behaviours and habits have been broken to be replaced with a post pandemic reality that we here at 360 believe will have lasting and fundamental effects on the future of both work and the workplace.

As ever with rapid change, this will bring great challenges to organisations – but also great opportunities. It will be even more essential that the interaction between people, their physical environment and the technology we all work with is both flexible and resilient.

At 360 Workplace we have always endeavoured to provide our clients with pragmatic, realistic advice. The aim of this guide’ is to help you prepare for returning to work.

We will also be publishing a second guide on what this new future workplace may be like to help you consider the longer term opportunities for making positive and lasting changes to your businesses and your people. In our view COVID-19 has accelerated trends and forces that were already gathering speed. We may well look back ay the past few weeks as a tipping point.

It is our intention to only issue these guides to our existing clients both as a thank you for their support, but also as a way of prompting thoughts and actions in dealing with what has been a real crisis.

Things will never be the same in our view, and we are ready and waiting to offer our services and whatever help you may need to deal with the ‘what next’.

Note: Government bodies and the World Health Organisation are the primary sources for guidance on COVID-19 and other health-related issues. Please always refer to government advice and WHO advice for further guidance.

01 RETURN TO WORK GUIDE

Create a COVID-19 action team

Create a return to work COVID-19 team (IT, RE, HR, FM, Leadership) to plan this return to work, manage the COVID-19 strategy and its implementation in the workplace, as well as review and re-evaluate the situation on an ongoing basis. The protocols established by this team will be needed now but also in the future in case of any further outbreaks.

A communication plan

Agree how and who will communicate with employees so that a consistent message is given regarding any new protocols. Some will be relieved to get back to the office, but there’s no doubt that there will also be anxiety about a return to work. Confused messaging will only add to this. Utilising survey tools to better understand people’s concerns as well as their experience of remote working. Encourage staff feedback and ideas – we’re all in this together!

Communication with clients, suppliers and partners is equally crucial so that they have clarity over new protocols, as well as creating confidence that you have matters in hand.

Communication with your landlord and the building managers is essential. They will likely manage and control your overall building operation, and so will influence your own facilities and protocols. Ultimately, the safety of

everyone in a building is a shared responsibility – not least in shared systems (water, HVAC & security), shared spaces (lifts, receptions, stairs) and shared protocols (evacuation/emergency).Review your leases, maintenance agreements and risk registers. Additional measures will likely mean additional costs. Who’s paying for, as well as implementing, these new protocols?

The building

Check and confirm with the landlord/building management that all systems are operational and sanitised, particularly if they have been shut down for some time.• Mechanical – filters cleaned or replaced with

higher quality, increased levels of fresh air intake

(including opening windows!)• Water services• Core areas and facilities - cleaning and usage

regimes• Lifts – cleaning and usage regimes e.g. queue

management• Building reception – cleaning/arrival and exit

regimes e.g. queue management

Review the need for a thorough clean of your space - flooring, surfaces and furnishings. Speak to your cleaners and review their capability to carry out such a process, as well as manage an ongoing enhanced cleaning protocol. Coming back to a visibly clean environment will give confidence to all who enter.

Review and emphasise all personal hygiene protocols with your staff – hand washing and personal effects.

GET READY.Getting prepared relates not just to physical spaces but also to people and technology.


SOCIAL DISTANCING – THE REALITY OF WORKING IN THE NEW WORKPLACE.

Flexible working

Flexible working and agility at work have been debated for more than a decade, but due to COVID-19 have been enforced on nearly all businesses on a global scale. We are discovering that for many it is possible to work from home productively, but equally not for others. Some have been remote working for years, but most have not.

At 360 we believe that productivity can be maintained, but other factors such as innovation and creativity may not flourish easily in a virtual work environment without careful thought. These changes are both profound and challenging – the workplace now has an expanded definition, stretching from office to home.

Decide who needs to come in and who doesn’t. This may be on a rota system with teams split working at allocated times in allocated spaces so limiting risk. Any high-risk staff need to be identified and measures put in place, if indeed they are required to return to the office in the short to medium term.

Space planning Review this against the maximum capacity that your floor space can safely provide. We are currently planning spaces for many of our clients to indicate how their layouts can be revised to identify the maximum

safe capacity of people under current social distancing rules. It is essential to re-plan your spaces and workstations to accommodate for 2m distancing. This is likely to mean:

- Greater distancing between desks, alternative chequerboard arrangements

- No back to back seating arrangements- Consider the use of screening as barrier- increasing heights, use of sneeze guards etc.- Limited use of any shared collaborative or

breakout areas. Re-arrange the furniture - as a rule of thumb we estimate capacities could be reduced by 60%. Allow eating at your desk again!

- Consider specific seat allocations for employees needing to be in the office

- Cellular offices are single occupancy- Revising meeting rooms, limiting numbers

and lengths of meetings. As a rule of thumb we would halve both as a minimum

- Very restricted use or temporary closure of gyms or recreational facilities

- Provide places for staff to store personal items safely and away from others

- Reception – consider the use of barriers to protect staff behind an ‘external facing’ desk

- Designate a specific room for staff to isolate if they start showing any symptoms

To enforce and emphasise these protocols we would suggest the removal of surplus chairs, docking stations…and pool cues/dart boards!

Distancing will remain at the heart of any return to work policy. Common sense is required.

AN EXAMPLE OF SOCIAL DISTANCING FLOOR PLAN


Circulation routesFloor demarcation should be considered to identify correct distancing where queues or ‘hot spots’ occur. This should be considered for circulation routes in order to create one-way designation to avoid crossovers.

CommutingReview commuting routes. Flexible working times/days will be required including potential rotas of groups attending to fit with the capacity of your spaces and facilities.

Cycling is also likely to grow in popularity as people avoid public transport where possible. Consider offering your staff a ‘Bike to Work’ scheme. This will also likely lead to increased pressure on car parking as longer commutes require the use of a car. It is an unfortunate irony that many of these new safety protocols relating to COVID-19 will lead to greater carbon emissions and more pressure on the environment.

PPEConsider the necessity, usage and disposal of PPE. Are you asking (or demanding) staff to use masks/gloves in the office – say in certain shared areas? How does this relate to your social distancing measures? Ensure there are sufficient supplies readily available to your staff and an established method for disposal.

Deliveries and visitorsEstablish a clear policy for deliveries, couriers, visitors – the areas they can access and whose responsibility they are on arrival.

SOCIAL DISTANCING – THE REALITY OF WORKING IN THE NEW WORKPLACE.


Much of the above has focused on issues over physical space, but perhaps the most important aspect of a return to work post COVID-19 is the mental readiness of your people. People are worried about their health, their jobs, their families, their futures – just about every aspect of all our lives has been affected by the virus. Some may have experienced bereavement or come uncomfortably close to the reality of COVID-19.

Thought and care needs to be given therefore to policies and procedures that can help employees through these times and reconnect with the culture and purpose of the businesses they work for.

Leadership is keyLeadership will play a major role in setting the tone and the standard for these policies. A consistent approach is critical to build trust and a belief in employees that the company is serious in providing a safe & healthy working environment for them both now and in the future. The new workplace will be an anxious one in the short term. Whilst ensuring that staff are physically safe is a priority, organisations also have a duty of care for employees to support mental health and wellbeing during this period of change.

Support new ways of workingFor some working from home may have become a preferred option, so the ability of managers to manage remote teams becomes key to maintaining or improving productivity. These are new ways of working, and such changes require management. Utilising change management tools and skills can be a very effective way to deal with a return to work enabling the reengagement of employees with the business in every sense.

For example:• Support remote working by providing the right

collaboration tools• Conduct demonstrations and training to introduce

new IT skills to staff

• Implement virtual career training solutions to keep workforce engaged

• Create COVID-19 change champions to assist and monitor how new arrangements are progressing

• Training managers to work with virtual teams and remote workers

IT and data securityData privacy and security also requires considering with a shift to home working creating potential weaknesses in IT security in VPN and video conferencing. Providing staff with the technology they need to work remotely, safely and effectively is now no longer an option but a necessity. This must include providing staff with correct ergonomic solutions at home, as well as providing training in new norms and etiquettes.

SensorsWe believe that sensors are likely to play a key role in managing the future workplace. The ability to remote monitor and control office usage and density, direct cleaning staff to areas of use, as well as monitor air quality, temperature and other indicators of the ‘health’ of the office environment has only been highlighted further.

PEOPLE/SPACE /TECHNOLOGY - NEW RELATIONSHIPS.


WorkstationsA clean desk policy must mean exactly that, including removing all non-essential, personal items. But also consider a clean chair policy, indeed all surfaces in general. Where feasible the principle of changing from soft and absorbent to hard, impervious and so more easily cleanable surfaces will be helpful.

HygieneEmphasise the importance of personal responsibility in hygiene – coughs, sneezes, hand washing, remembering to bring some tissues, if you’re not well then don’t come in/go home! The standard provision of thermometers will be required as well as a protocol for following up on staff that do display symptoms.

Touch free & voice activated technologyConsider the easy wins here – no touch waste bins, provide tissues and towels. Maybe now is the time to change to a contactless access control system. Touch free systems dispensing soap or paper, or methods that avoid pressing buttons or touchscreens make sense. We foresee a growth in voice activated technology – just what can Alexa be made to do?

Shared resourceConsider the safe usage of shared resources such as printers and copiers, filing and libraries. Remove whiteboards and encourage employees to bring/use their own pens, cables etc. Allocate personal handsets, headphones etc. where relevant.

Break out areasEncourage staff to bring pre-packaged food into the workplace avoiding communal cooking/preparation facilities. Review the use of communal coffee machines, kettles etc. Consider also removing kitchen cupboard doors - likely to lead to a tidier environment as a side benefit!

VentilationAs already mentioned, improving air quality is also important to consider – whether through the base build systems or through additional filtering kit. There is also that old fashioned idea of simply opening windows and doors. We are likely to be returning to work in the summer months, but of course physical/fire security must remain paramount. Also leave at least a 15-minute gap between the usage of meeting rooms so that the space can naturally ‘purge’.

CLEANING – A NEW MEANING.This has both a physical and psychological impact. Improved cleaning regimes incorporating the routine disinfecting/sanitising of high touch areas, increased visibility of both cleaners and cleaning products, adequate stocks of PPE, wipes and hand sanitisers, are necessary but also importantly can provide reassurance and a sense of safety.


COMMUNICATION.

Share oftenIt’s more important than ever that employees are kept up to date and share a common interest in the safety of their workplace. The effective communication of new protocols is important to embed them into daily life. All COVID-19 policies should therefore be highly visible and accessible to all, with regular updates from leaders and managers to provide reassurance through the company’s normal communications channels.

Communicate your plansWe recommend a ‘back to work’ pack be issued to each member of staff setting out clear instructions on entry and exit procedures, desking and social distancing guidelines, rotas and team allocations as well as cleaning, personal hygiene and PPE policies.

Make it visualSignage of all forms is inexpensive and easily adaptable - whether it is physical or in the format of audio visual on screens. This is a way of setting out the rules and reminding all of what is good practice. Graphics on walls or doors and mats on floors are ways of communicating distancing or other protocols.


In times of crisis and uncertainty, paying particular attention to communication is vital.


YOUR CHECKLIST: Prepare your business and employees for a safe return to work.

GET READY

Create a COVID-19 action team Assemble a team. Consider IT, REM, HR, FM and Leadership Create a communication plan and decide on channels to engage your employees

A communication plan Decide what and how you will communicate with your employees Define protocols to how you plan to communicate with clients, suppliers and partners Discuss building operations with your landlord and building managers, including shared systems, shared spaces and shared protocols Review your leases, maintenance agreements and risk registers. Identify who is paying for the subsequent costs for the additional protocols put in place

The building Check and confirm with the landlord/building management that all systems are operational and sanitised Mechanical - ensure filters are cleaned or replaced with higher quality, increased levels of fresh air intake Check water services Core areas and facilities - specify cleaning processes and usage regimes Lifts - define cleaning and usage regimes e.g. queue management

Building reception - define cleaning and arrival and exit regimes e.g. queue management

SOCIAL DISTANCING - A NEW MANTRA

Flexible working Decide who needs to come into the office and who works from home Provide staff with the correct ergonomic solutions for their home If required, define a rota system with teams

split working at allocated times in allocated spaces Identify high-risk staff and put appropriate measures in place Consider seven-day access and extended hours

Space planning Re-plan your spaces and workstations to accommodate for 2m distancing Ensure there is greater distancing between desks using alternative chequerboard arrangements No back to back seating arrangements Consider the use of screening as barriers – increasing heights, use of sneeze guards Limit use of any shared collaborative or breakout areas and re-arrange the furniture Allow eating at desks again Consider specific seat allocations for employees Ensure cellular offices are single occupancy Limit meeting room density and length of meetings Restrict use or temporarily close gyms and recreational facilities Provide places for staff to store personal items safely and away from others Reception – consider the use of barriers to protect staff behind an ‘external facing’ desk Designate a specific room for staff to isolate if they start showing any symptoms Remove surplus chairs, docking stations, as well as pool cues and dart boards!

Circulation routes Consider floor demarcation to identify correct distancing where queues or hotspots occur Create one-way designation for circulation routes to avoid crossovers

Commuting Review commuting routes which support flexible working times and days Consider offering a ‘Bike to Work’ scheme

Consider impact of greater car use on parking

PPE Consider the necessity, usage and disposal of PPE Ensure there are sufficient PPE supplies available and an established method of disposal Identify policy for using marks and PPE in the office

Deliveries and visitors Establish a clear policy for deliveries, couriers and visitors. What areas can they access? Who is responsible for them on arrival?

PEOPLE/SPACE/TECHNOLOGY – A NEW RELATIONSHIP

Leadership is key Ensure that your staff are physically safe and consider the mental health and wellbeing of your team during this period of change

Support new ways of working Utilise change management tools and skills to help reengage employees with the business Support remote working by providing the right collaboration tools Conduct demonstrations and training to introduce new IT skills to staff Implement virtual career training solutions to keep workforce engaged Create COVID-19 change champions to assist and monitor how new arrangements are progressing Train managers to work with virtual teams and remote workers

IT Data security Provide staff with the technology they need to work remotely, safely and effectively Provide staff training in new norms and etiquettes

Sensors Consider installing sensors to help manage occupancy levels, air quality and temperature

CLEANING - A NEW MEANING

Workstations Stipulate a clean desk and clean chair policy Where possible, change soft and absorbent surfaces to ones that are hard and impervious

Hygiene Emphasise the importance of personal responsibility in hygiene

Provide thermometers as standard and have protocol in place to follow up on staff who display symptoms

Ventilation Review base build systems or installing additional filtering kits

Ensure windows and doors are kept open wherever possible, whilst considering physical fire and security risks

Leave a 15-minute gap between the usage of meeting rooms

TOUCH FREE AND VOICE ACTIVATED

Technology Remove touch waste bins, provide tissues and towels

Consider installing contactless access control systems, touch free systems dispensing soap or paper, and methods that avoid pressing buttons or touchscreens

Explore how you can use voice activated technology

Shared resource Consider the safe usage of resources including printers, copiers, filing and libraries

Remove whiteboards and encourage employees to bring and use their own pens, cables etc.

Allocate personal handsets, headphones etc.

Break out areas Encourage staff to bring pre-packaged food into the workplace

Review the use of communal coffee machines, kettles etc.

Consider removing kitchen cupboard doors

COMMUNICATE AND REASSURE – SAY WHAT YOU’RE GOING TO DO AND DO WHAT YOU SAY

Share often Ensure COVID-19 policies are highly visible and accessible to all

Provide regular updates from leaders and managers to provide reassurance

Communicate your plans Issue a ‘back to work’ pack to each member of staff

Make it visual Install signage to set out rules and good practice

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ABOUT US.

360 have extensive industry experience, delivering strategic, evidence-based advice and solutions on workplace change management, using analytics and sensors to enable shaping future strategies.

We work across all sectors in the UK and globally and our client portfolio includes Adidas, Camelot, Cancer Research, McCann, the FA, Reed, Sanofi, The Telegraph and Avanti.

Our parent company Fourfront Group is the leading workplace specialist in the UK; group companies include Area (Workplace design & fit-out), Sketch (Furniture Dealership, moves and logistics) and 360 Workplace. Creating innovative, sustainable and inspiring workplace solutions since 2000, Fourfront Group employs over 200 people, has a turnover in excess of £120 million and operate from 4 locations in the UK and 10 locations across Europe. We are part of The United Workplace, a global network or workplace experts.

For more information, please visit www.360workplace.co.uk

360 are the independent workplace consultancy arm of Fourfront Group. 360 provide insightful workplace strategies to help clients maximise their real estate portfolio and transform their existing assets to drive efficiency, cost savings and implementing programmes to improve employee engagement, performance and wellbeing.

17 360-workplace

360workplace.co.uk

@360workplace

RETURN TO THE WORKPLACE GUIDE - Anno Now · 2020. 6. 11. · Flexible working Flexible working and...

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Transcript of RETURN TO THE WORKPLACE GUIDE - Anno Now · 2020. 6. 11. · Flexible working Flexible working and...