Post – Pandemic Workplace Recovery

Overview

Safe return of employees at their workplace is the most important component of any post Covid-19 recovery plans for any companies.

However, it does not mean that the employees can return as it was another Monday morning, or companies simply hand them out masks and hand sanitizers at the entrance door, or just going to their desks as nothing happen and sit or work as usual, etc.

From the management point of view, this situation resembles more like starting a new business.

The management will face some very tough questions from all the stakeholders involved like

·      What is the client’s business needs at this critical time?

·      How much demand is out there?

·      How can my organization adjust to this situation?

·      How can my organization reset current business model when it comes to operations, supply chain, financial matters, etc.?

·      What can my suppliers do to support that demand?

·      What group of employees will return to work first?

·      Etc.

If that’s not enough, more open questions are up there to answer like

·      How will the workforce number look like after the post pandemic?

·      How many of them will work remotely?

·      How will the workforce learn, respond, adapt, and find solutions to the reality in the ground?

·      What will happen to the spare space because of downsizing?

·      How much work will be automated?

·      What kind of work will be simply vanished after the post pandemic?

·      If and or when will we see an increase in workforce numbers?

·      Etc.

Further,

·      The Covid-19 is still very much active worldwide

·      There are many vaccine trails around the world, but it seems that an effective vaccine is still yet to materialize and many months away

·      New infection areas are still sprouting everywhere and affecting the workplaces

For the above reasons, nothing will be easy when it comes returning to work.

Changes in the business landscape will require all the organizations to learn and adapt fast. Most importantly, organizations who can be resilient enough, will shape the future. The winners are those who are not afraid of retreating, able to adapt and if necessary, not afraid to try repeatedly against any unfavorable circumstances.

But how will the new work environment be?

Let assume that I am going back to work after nearly 3 months of absence.

By now, all organization BCP plans are very much active and in full swing.

·      They have laid out all mechanism in place for safe return

·      Thy have determined the number of workforces needed to go back

·      They have revised their short- and medium-term goals and strategies

·      Etc.

However, regardless of these BCP plans, their 2 main top priority are still.

·      How to keep their workforce safe at the workplace or remotely?

·      What is their ability to mitigate any risks associated with returning to the office?

After all, keeping workforce safe is very challenging. On the one hand, we must think of extraordinary measures like setting up the new office space. On the other hand, even if they work remotely or from home, they will face many challenges like childcare or commuting issues, etc.

In terms of mitigation strategies, there are many things out of organizations ability such as predicting where the next infection cluster will be or what will the governmental regulations be, etc.

But enough of just talking. How will the situation in the ground look like?

As an IFM service provider, we have a very wide clientele in various fields and industries like manufacturing, retail, office, hospitality, healthcare, services, etc.

And what do they all have in common?

Well, it does not matter where or what these clients do.

·      What really matters is how can the IFM service provider keep their workforce safe at this very unusual time.

·      How can organizations build that sense of trust with their workforce, etc.

It means that we must think and find ways to,

·      Prepare the workplace to return to pre-pandemic time

·      Draw a physical safe distance between them

·      Make them touch less things around

·      Find innovative ways to make them spend as little time as possible for an interaction or meeting without affecting their results and outcomes

·      Record promptly any interactions, meetings, etc. on daily basis

·      Proper control access and screening protocols

·      Ensuring an active post pandemic communication plan with all the stakeholders involved

·      Etc.

Safe Return

From an IFM service provider point of view, what are some of the best post – pandemic workplace practices which we can apply?

After all, all these clients are looking at us for guidance and gradual rehabilitation of their activities.

Some of the things to bear in mind but not limited to.

·      Personal EHS

Risk category identification for each position

PPE availability for all the sites

·      Workplace

New cleaning procedures including types and frequency

Office setting re configuration

Desk and or space division for limited interaction

·      Resourcing

Categorizing whether the tasks can be performed from home or site/office

Team Office Rotation introduction (e.g. one week on, one week off per team)

·      HR/Travel Policies

Behavior Guidelines if and/or when traveling (including using public transportation)

·      Stakeholder Communication

Communication guideline procedures for all employees, clients, partners, vendors, etc.

Since we are operating offices, manufacturing, retail sites, how will the recovery process look like? In other words, what is the most sensible thing to do or apply at the first day, week and month?

Examples

1.     Let us take a manufacturing site as an example

Generally speaking, we know that

·      This is an area of high density, high touch, where employees share the workplace for a prolonged time.

·      Therefore, we will not be able to screen and control all movements within the site

It means that we have a highly uncontrollable risk level

But even though the risk is high, we can still try to mitigate it, can’t we?

·      EHS

In here we can implement the followings

• Emergency response team enhancement
• Contingency plans in case of an outbreak
• Checking the temperature at the entrance
• PPE (masks, disinfectants, etc.)

The good news is that, as part of the OEP, GB FMS has a start of the art temperature checking device in place.

·      Workplace

• Here we can implement safe workplace distance
• EHS policies in hygiene and social distancing comes to place
• Periodic disinfection of the workplace areas including common ones
• Break time group rotation to prevent all in one place

·      Resourcing

• Special monitoring manager to make sure that employees follow guidelines, rules, and regulations
• Working time change to minimize contacts in the workplace
• Possibly avoid personal meetings or keep it at the minimum and safe required distance

·      HR/Travel Policies

• Make rotation shifts like one group working from home and one group at the office
• If unwell, instruct the personnel to stay home
• Any travel must be avoided except at very essential business purpose

·      Stakeholder Communication

• Keep a log of all personnel and visitors at the site
• Keep visits at the site shut except for essential business purpose
• Have a self-screening policy for all visitors and employees

 2.     Another example can be an office site

Here, we know that

·      This is an area of high density, where employees share the workplace in proximity and for a prolonged time.

·      However, we also know that the contact level can be relatively low.

·      Therefore, we will not be able to screen and control all movements within the site

In this case, we can categorize the risk level as a medium one.

But even though the risk is medium, the safety protocol must be very strict indeed.

·      EHS

In here we can implement the followings

• Intensive interval sanitation and disinfection of high traffic areas like common area, reception area, corridors, washrooms, etc.
• Checking the temperature at the entrance
• PPE (masks, gloves, wipes, disinfectants, etc.), handwashing points
• Etc.

·      Workplace

• Implement sensors for no touch doors, elevators, or disposable cards, etc.
• Intensive check and clean of HVAC system
• Floor markers to limit occupancy for common areas or elevators
• Etc.

·      Resourcing

• Encourage remote working whenever possible
• Introduce shift rotation for less contact between teams
• Etc.

·      HR/Travel Policies

• Strict hygiene enforcement for individual work desks
• If unwell, instruct the personnel to stay home
• Any symposiums, shows, seminars must be avoided at any cost
• Any travel must be avoided at any cost except at very essential business purpose
• Etc.

·      Stakeholder Communication

• Keep a log of all personnel and visitors entering or leaving the site
• Keep visits at the site shut except for essential busines purpose
• Have a self-screening policy for all visitors, employees, vendors, etc.

Conclusion

It is not easy to adjust to the post pandemic world. All the stakeholders involved including employers, employees, clients, suppliers, etc. understand that that we are going through an unprecedented time.

We simply do not know when and how long this situation will last.

But, nevertheless, we, as an IFM service provider must make sure that we properly monitor, and possibly alleviate these work-related disruptions caused by the pandemic.

Some of these steps can be in a form of

·      More innovative working policies like remote working, home based, etc.

·      Nonstop communication and update with all the stakeholders involved

·      Any surveys, help, training for employees to deal with stress related issues

·      Any meditation help or training for employees to be fit when working remotely, at home or at the office