As a result of the emergence and spread of Covid-19 people had to face a new reality which made them live, think and work in a way completely unknown to them before. The business world has undergone a number of transformations as lockdown imposed new behavioral models and safety measures. There are a couple of major factors that need to be taken into account! Regardless of whether you had already reopened your office or are yet to hire business property, there are some factors, which you should take into consideration.

What steps need to be taken before employees return to their workplace?

1. Drawing up a plan/strategy for reorganization of the work process

As the extraordinary epidemiologic situation required closing of offices, their reopening should conform to the new reality as COVID-19 is still posing a global threat and the speed of its spread is unpredictable. That is why it is recommended that corporation set up teams involving managers, HR specialists and communication experts so that management decisions on new work models are taken. After targets are identified, it is a good idea to distribute responsibilities for implementation of tasks and to set appropriate deadlines. It would be also good if the team develops not only present but also future work process reorganization plan so that the team can be prepared for a possible second wave of COVID-19.

2. Familiarizing employees with the new office space reorganization

Following preparation of the information, all employees should become familiar with it in order to be aware of the new office rules. It is important to pick a single notification method and use it throughout so that they know where to look for updates on the topic. It is essential that employees provide feedback in this regard since some of them might have health issues which can make them more vulnerable to COVID-19-related complications.

It is important to inform your employees of the new office space reorganization, as this space will look different following the reopening so that they are aware of the new rules there. Communication with them should go in two directions: 1) The rules they need to comply with and 2. The things that have already been done and those that are about to come next in order to ensure maximum safety at work.

3. Creating new work models

In view of preventing a second wave of the virus and increasing safety at work many companies are planning incremental return of their employees at the workplace. Part of the bigger corporations have focused on drawing up schedules for work shifts in order to avoid the risk of congregation of large groups of people. Managers face the challenge of developing and implementing successful new work models. Some companies envisage introducing of differentiated working hours for different groups of employee, distance work options for part of the team, active use of online platforms for convening meetings with colleagues and partners, etc.

4. Redesign

The new trend to reorganize offices is aimed at providing more personal space and shows a degree of reconsideration of approach where working space is functionally distributed. Some companies are considering office restructuring and installing dividing screens between workspaces so as to provide a maximum safe environment for their employees. Others are changing the design and functional distribution of furniture completely in order to ensure the needed social distancing. Post-COVID-19 workspace requires new design and functionality trends. Open-air workspaces where desks are lined up are no longer the desired option. On the contrary, many companies are thinking of separating the workspaces from one another via glass shields or plexiglas. As far as furniture itself is concerned, the most preferred ones tend to be those, which can be cleaned in the easiest possible way. One of the main factors for choice of furniture would be how easy it is to be maintained and disinfected.

Depending on the type of business property and whether it is owned or rented, some companies will decide on short-term solutions taking into account the current situation, and others will look for more sustainable models, which can prove resilient in the face of future health threats. Methods to achieve this are various: more personal space, system installation not only for better ventilation, but also for air cleaning and eliminating of pathogens, etc.

5. Visualization in the office

Many companies are using markings for keeping distance, which helps prevent the risk of congregation of people. In larger corporations directing the flow of people as soon as they enter certain premises turns out to be a key element. Visualization entails various approaches: creating dividing elements, identification stickers for floor coverings, as well as visual communication elements to be placed centrally in order to serve as a reminder of keeping social distance, personal hygiene, etc.

6. Rules for use of common areas

The new reality requires introduction of rules concerning the use of all common areas in the office – conference rooms, sanitary and service rooms, relaxation zone, etc. Even though you have already familiarized your employees with the new requirements, it is recommended that visual reminders of the new requirements be placed.

7. Cleanness and disinfection

One of the most crucial epidemiologic measures is maintaining a high level of hygiene in confined spaces. It is essential that all surfaces that can be easily accessed by a large group of people be cleaned – light switches, door handles, cupboards, office stationary, etc. You can think of: frequent change of air filters, placing doormats to be regularly disinfected, providing natural ventilation, disinfectants, wet wipes, etc.

Daily cleaning of the office, regular disinfection and frequent aeration of premises are indispensable daily measures for maintaining a healthy environment.

8. Conference rooms and business meetings of a new kind

Gatherings of people in confined spaces are certainly the most efficient way for spread of COVID-19. That is why companies need to be more precise in their choice of rented offices. If you are looking for an office to rent, think twice about the way you will be reorganizing your future conference meetings. Having a large conference room, which will enable the employees to keep social distance from the other participants in the meeting, is something that will ensure true property value.

It is highly likely that an increasing number of workplaces are designed in a way so as to provide outdoor spaces to be used for company events of various kinds.

9. Introduction of new office technologies

In today’s digital society technologies are being designed at triple the speed in order to respond to the numerous new challenges of various kinds that businesses face. In the light of COVID-19 spread, excellent choice for the office is the so-called hands-free and censor technologies managing lightning, doors, taps, water coolers, etc.

It is completely realistic that such technologies become not only the preferred choice but also become the norm as they eliminate the possibility for surfaces to be used by many people. And that, in turn, eliminates the risk of germ accumulation and spread.  

10. Use of new software solutions

During lockdown the business relied entirely on software and applications for distance conversations and meetings, which enabled the teams to continue working with their partners. Many companies have already turned the use of programs such as Zoom and Slack into a regular practice so as to avoid gatherings of people.

The challenge named “coronavirus” has created major difficulties for everyone, most of all employers, and irrespective of whether they own their business premises or rent an office, they are facing the responsible and difficult task to reorganize the work process in the most appropriate and safest way.

You can browse up-to-date suggestions for office spaces here.