Who knew that a virus such as COVID-19 could cause so much of an impact on our working environment? No doubt most businesses are already ahead of the curve and have already put in place a lot of the operational tasks listed below. However, don’t forget how important it is to communicate this effectively from senior management to the shop floor to minimise uncertainty and maximise buy-in and employee engagement.
Step 1 – Prepared the Workplace (single or multiple sites)
The first step you will have probably undertaken is to prepare the workplace for the implementation of key health and safety protocols. Putting together risk assessments to identify any key areas of concern. Implementing a full cleaning plan and pre-return inspections and repairs. Defining safe distancing in all communal areas and planning the maximum office capacity. Plus, training all third-party contractors and providing PPE to staff and contractors as required. However, despite all these tasks, creating and communicating a comprehensive back-to-work plan is key – as is ensuring buy-in from other tenants in the building (if multi-tenanted). Having a robust mental health and wellbeing programme is key to managing staff’s mental health during this tricky return to work phase.
Step 2 – Prepared the Workforce
Step 2 is probably one of the most important – putting together an effective change management strategy and planning your communications roll-out. Your people are your company’s biggest asset and they will need to be kept fully informed. Prioritising your communications to the employees and roles that will be affected in order of their return to office is a big part of the preparation. Providing all employees with briefing notes before their return and advising them of safe travel recommendations (avoiding public transport where possible). You may also be considering introducing contact tracing and / or temperature testing within your facilities.
Step 3 – Controlled Access
You’ve probably already looked at the protocols for health and safety checks, focused on communal areas – such as elevators, reception, toilets and break out areas. Then combine this with a robust visitor policy suited to the needs of the business. The company may have agreed specific delivery points for supplies and reconfigured areas with appropriate signage to enable social distancing – introducing thermal screening where possible. They may have provided PPE to relevant staff and positioned hand sanitiser in key areas and ensured it’s readily available. Once again educating employees and communicating these changes is an important part of the plan. Perhaps introducing a briefing document they have to read and sign off, a video call they have to be part of or a management briefing they have to attend before they can enter the building. Where using online documents you can introduce an electronic signature to allow quicker response and return rates.
Step 4 – Created a Social Distancing Plan
Your team has probably re-configured the workplace to meet social distancing regulations, considered office tracking patterns and introduced shift working where possible. The office spaces have been decluttered and a clean desk policy introduced for easy cleaning and the maximum occupancy of meeting rooms and communal space reviewed. If appropriate, the canteen seating will have been re-configured and where possible pre-packaged food offerings and / or take away food has been introduced, alongside staggered lunch breaks and cashless payments.
Step 5 – Reduced Touch Points and Increased Cleaning
Your facilities management team have probably already Introduced an enhanced cleaning regime and provided appropriate PPE for the cleaning team. Supplied and installed appropriate disinfectant wipes for use on shared workspaces or hot desks. They have probably enabled and promoted effective self-hygiene and checked throughout the building or buildings to ensure hand sanitisers and disinfectant wipes are always available for use.
Step 6 – Communicate with Confidence
In this changing environment – it’s imperative that all of these changes are clearly set out and office policies and protocols are communicated in advance to returning staff. We appreciate that some may feel anxious in returning, therefore, communicating transparently, listening and undertaking regular pulse surveys to temperature check your people is going to be essential. As is, ensuring the leadership and management teams are fully briefed and in alignment with the business message. Establishing two-way feedback to gather insights from returning staff and measuring and reviewing standards on a consistent basis will also be a big part of getting your staff back safely.
Following these six steps (especially the communication) you can create a healthy, supported and safe working environment for your company and workforce.
We are working with our national and global clients to put solutions in place and to provide them with a model for managing this process and communicating this out to all employees. If you would like to find out how we can help your business, contact Hayley Meakes at hayley@gainmomentum.marketing or call 07841 054167
