Practical Tips For Returning To Work In Office Spaces

Prepare employees ahead of time before they return

Industries around the world, from manufacturing to retail and everything in between, have rapidly changed in the wake of COVID-19. While having employees work from home might have been the “new normal” for the last few months, many employers are preparing to have team members return to worksites as stay-at-home orders and restrictions ease.
 
There's no one-size-fits-all approach to returning to worksites, and each industry and workspace may require different procedures and protocols. Office spaces, which often house industries from IT to advertisement agencies to pharmaceuticals, are the focus of this article. The following guidelines are adapted from current CDC recommendations, which can be found on their website at cdc.gov.
 

Undoubtedly, having a large group of people return to a worksite requires plenty of planning and foresight. How many employees should return at once? How can we help employees navigate large groups of people in shared spaces, conference rooms, and more? What are some ways to help employees remember to practice healthy hygiene habits throughout the day? 

Before the workforce returns to the office, it’s a good idea to set up some helpful visuals that detail new policies and procedures that may be in effect. For example, use bright vinyl stickers, floor decals or tape to mark distances of six feet apart in areas where employees may congregate, such as break rooms, hallways or kitchens. Hang up brightly colored signs in these places, too, reminding workers to wear masks and maintain a six foot distance from others.
 
Pay special attention to rooms with sinks, like kitchens and bathrooms, and use signage to encourage employees to take every opportunity to pause and wash his or her hands. Place a sign above sinks that outlines proper handwashing technique to remind employees of good habits.
 
Finally, remember to hang signage up around board and conference rooms with information about permitted occupancy. A general rule of thumb is to have half of the number of people in a room than allowed. If you have high-risk employees who are returning to work, make sure that meetings are limited to ten people or less.^[1] 

In areas where employees work, make sure that desks are at least six feet apart from each other. If space is an issue, try adding a partition between desks to prevent the spread of germs from person to person. This can be anything from simple Plexiglas to a portable room divider. For a fun way to help discourage employees from sharing popular office supplies upon their return, try creating "Welcome Back" kits that are chock-full of pens, paperclips, hand sanitizer, tissues and other necessary office supplies.

In board rooms and other meeting spaces, implement similar tactics by removing chairs and marking the floor where remaining seats can be placed so they are a safe six feet apart at all times.

It's also incredibly important to increase the cleaning of high-touch items like kitchen appliances, door handles, light switches and elevator buttons around the office. Keep a canister of antibacterial wipes by these high touch places and hang signs encouraging employees to wipe them down after every use. Not only will other employees feel safer and more comfortable knowing that high-touch surfaces and spaces are being cleaned after use, germs will not linger on surfaces. Encourage your employees to take time every few hours to wipe down their own desk space, including desks, keyboards, phones, computer mice and writing utensils.

It's also important to consider limiting the number of workers permitted in office spaces on any given day. Try staggering start times and schedules to allow small groups of people to come in and leave at the same time each day.
 
Minimizing the number of visitors inside the building is also vital to maintaining a healthy workforce. If you can, have delivery services drop off small packages in a designated area instead of coming in the building. For larger packages, opt for touchless delivery and remind employees to wash their hands after they sign for a delivery with a stylus.

In some cases, to best protect workers and ensure social distancing, employers may want to consider temporarily closing off certain areas of the workspace, including cafeterias, vending machines and public water fountains. And while everyone loves a good cup of coffee, it might be a good idea to encourage workers to bring their own coffee from home to limit close employee interaction around the office coffee maker.
 
While these tips will help healthy members return to work safely, it’s best to continue to operate flexibly and consider the ever-changing needs of all employees, including those at high risk or with special considerations. If possible, continue to have employees engage in remote work and understand that some workers may still be hesitant to return. Remain transparent about new office changes and prepare employees ahead of time before they return to help them not only feel safer, but also give them a chance to review new procedures. 

¹ https://www.cdc.gov/coronavirus/2019-ncov/community/large-events/mass-gatherings-ready-for-covid-19.html
 

Reed A. Erickson, MD, MBA, CPS/A, MedExpress, as a medical leader of our Employer Health Services, is an expert in the area of workplace health, especially DOT/FMCSA medical certifications and guidelines. From workers’ compensation and injury care to employment certifications and screenings, he can provide industry insights and best practices to help organizations promote the health and well-being of their employees. Dr. Erickson also leads the Hearing Conservation Program at MedExpress as Professional Supervisor. Connect Reed A. Erickson