Reimagine Your Workplace Guidebook

REIMAGINE YOUR WORKPLACE GUIDEBOOK

Setting you up for a successful return.

Reimagine your workplace.

TABLE OF CONTENTS 3 Introduction 4

Furniture & Accessories

5

Technology: Accessories

6

Technology: Printers & Office Supplies

7

Technology: Personal Computing

8

Technology: Services

9

Technology: Video Conferencing

10 Facilities: Cleaning & Maintenance 11 Facilities: Air Purification 12 Facilities: Breakroom Essentials 13 Facilities: Health & Safety 14 Contact & Resources 15 Return Ready Checklist

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INTRODUCTION

Setting you up with everything you need to get back to work.

Create a safe, clean and healthy environment for your department and employees. Our Return Ready solutions for technology, furniture and facilities will make your return plan simple and successful.

This Reimagine Your Workplace Guide provides safety measures and recommendations for any department to ensure a positive return to work. Every organization needs to have the tools in place for safety and success during these uncertain times — and we want to support you.

If you can’t find exactly what you need, reach out to our experts. We’ll work with you to build a custom solution to fit your organization’s needs. federalservices@grandandtoy.com

5 key areas to consider: SAFETY: Controlling the risk of infection BELONGING: Creating a space that fosters collaboration and togetherness PRODUCTIVITY: Enabling employees to work efficiently

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COMFORT: Giving them the freedom to succeed Don’t just return employees to work.

Return them to a better workplace.

CONTROL: Offering flexible solutions to day-to-day challenges

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FURNITURE & ACCESSORIES

Setting up your team for safe productivity.

PROVIDE YOUR EMPLOYEES WITH: Open, versatile spaces to allow them to work together safely

The first step in building a safe workplace is considering what is needed for employees to thrive.

Desks and rooms that can be rearranged and

Start by engaging your team to gather feedback on

repurposed, to encourage collaboration when

what they want and need on their return.

desired, and social distancing when necessary

Communicate openly and frequently with staff, and allow them opportunities to voice their hopes and

Panels and dividers to direct traffic and

concerns.

keep distance

Assemble a committee to lead the transition back to work. This committee will carry out tasks such as designing new floor plans, evaluating the need for

Signage to help manage sanitization — such as a note indicating that “this area has been cleaned”

movable and adaptable solutions, buying furniture, planning out safety protocols and more.

5 key areas to consider: SAFETY: Signage to maintain distance in hallways BELONGING: Designated spaces for working together PRODUCTIVITY: Sanitization stations for peace of mind COMFORT: Panels and dividers for privacy, when needed CONTROL: Furniture on wheels for easy rearrangement

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One in three* injuries causing days away from work is because of an ergonomics issue. Choose furniture and accessories that are designed with ergonomics in mind.

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TECHNOLOGY: ACCESSORIES

Setting up a functional hybrid workspace.

Transitional workstations, also known as “hot-desking” or “hoteling”, will be a common solution for organizations going forward. Many offices will forgo assigned desks, with employees working in-office some days and from home on others.

A dual monitor setup can increase efficiency by 65%*, equip each workstation with a keyboard, docking station, mouse and dual monitors, allowing employees to just sit down, plugin, and get to work.

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A dual monitor setup can increase efficiency by

65%*

Invest in durable antimicrobial devices that can withstand repeated cleaning without breaking down or wearing out.

5 key areas to consider: SAFETY: Hardware, cables and cords that are sanitization-friendly BELONGING: Keep employees well connected to maximize collaboration PRODUCTIVITY: A well-equipped workstation with extra monitors and accessories COMFORT: Privacy filters for solo work CONTROL: Connective technology that makes transitioning from in-office to home seamless

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TECHNOLOGY: PRINTERS & OFFICE SUPPLIES

Setting up safe copy & print centres.

Printing and scanning involves high-touch areas and physical crowding. Keep your teams safe and productive by equipping staff with deskside printers, which easily fit into any space. Providing employees with a multifunction device will improve printing, copying, scanning and faxing competencies over single-function devices. That will reduce your costs and offer greater management efficiencies by combining capabilities into a single device.

In environments with more traditional copy and print rooms, implementing a few simple cleaning and traffic-reducing measures will keep these areas safe for employees.

Prop doors open to decrease

hand-to-handle touching

Use signage to indicate a cleaning schedule

Consider adding additional printers, scanners

and multifunction devices to reduce foot traffic

and crowding

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Give your employees the tools they need to go above and beyond.

Keep the office stocked with fresh ink and toner, paper, notebooks, pens and more, to reduce sharing of supplies among employees.

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TECHNOLOGY: PERSONAL COMPUTING

Setting up your team for collaboration with connective technology.

Hybrid work is the way forward for organizations and employees alike. Equip your team with the connected devices they need to work seamlessly from the office, home or hybrid environment. Go the extra mile and provide at-home printing setups, headsets and mobile computing solutions to bridge the gap between work

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A hybrid working model comes with unique cybersecurity challenges, which

have put organizations at higher risk.

70% of security breaches originate at the device*, so provide your team with devices that feature protected visibility, AI-powered malware and fortifying hardware that will halt cybersecurity threats where they start.

and home.

We switch from one task to another nearly

300x per day

5 key areas to consider: SAFETY: Build a cybersecurity plan to protect from threats in a hybrid work environment BELONGING: Keep your workforce secure with devices that safeguard themselves throughout their lifecycle PRODUCTIVITY: Equip employees with high-performance devices that offer fortifying capabilities COMFORT: Procure devices that protect and restore themselves for end-to-end defence against cyberthreats

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On an average day, we switch from

one task to another nearly 300 times – and we switch between documents and pages within a site 1,300 times per day.** Equip employees with the power and reliability they need to enable quick navigation between tasks, apps and websites to improve productivity.

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CONTROL: Surpass ever-changing demands with the right cloud network platform that easily adjusts to your needs through powerful APIs, insights, and apps

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TECHNOLOGY: SERVICES

Setting up an effective hybrid work environment.

While some employees begin to return to the workplace, evaluating and assessing your technology infrastructure and roadmap is critical. You may uncover cost-saving and enhancement opportunities to provide a safe and productive environment.

Organizations shifted quickly into a remote working model and many lacked the adequate time to implement a roadmap to protect remote workers from threats. Take ownership over your team’s

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An integrated business-managed IT

program will protect your organization

and help you to outperform competitors with an exceptional customer experience and enhanced go-to-market capabilities – particularly in a post-pandemic workplace.

technology needs.

Our Certified Technology Sales Team will provide you with a customized end-to-end solution that maximizes efficiencies and productivity,

CONTACT US TODAY: fedtech@grandandtoy.com (833) 740-4867

helping your team achieve their full potential.

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TECHNOLOGY: VIDEO CONFERENCING

Setting up a successful conferencing system.

The workplace has changed from operating in-person to wherever customers and employees are. Successful organizations must continue to review collaboration processes and continuously adapt to changing technologies to foster an environment that supports meaningful communication. Crystal clear audio and video are essential elements for a hybrid work team to remain connected and collaborative.

For employees working from home, provide high-quality headsets and microphones to reduce distractions and improve speaking clarity. Equip your meeting and conference rooms with panoramic webcams, mics and speakerphones to encourage distance and make hybrid work seamless. Panoramic webcams allow all users to be captured in the video and will pan towards the person speaking, creating a more dynamic conference experience.

Don’t forget to implement a regular cleaning schedule in meeting rooms, with signage to indicate when a space is sanitized and ready to use.

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Transitioning from work-from-home

back to workplace life can be

challenging. If employees need a quiet place to work but space is limited, noisecancelling headsets are a simple but effective measure that can provide a sense of calm and concentration in a busy workplace.

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FACILITIES: CLEANING & MAINTENANCE

Setting up a thorough cleaning routine.

Hand hygiene and surface disinfection will be commonplace in today’s workplaces. Consider the following measures to mitigate the spread of germs: Add touchless solutions like sanitizing stations and waste bins to reduce unnecessary surface contact Make disinfecting as simple as possible with convenient disposable wipes

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Liquid disinfectant paired with an electrostatic sprayer can make top-to-bottom disinfection easy.

Enforce a cleaning schedule, and use signage to indicate when an area has been cleaned Organize a cleaning closet and keep it stocked with 3 months of supply at all times Label tools and equipment to keep them organized and prevent excess touching or cross-contamination Consider training and professional certifications for members of staff to improve oversight of cleaning routines

CONSIDER THE FOLLOWING WHEN DOING A WASHROOM RESET:

5 key areas to consider: SAFETY: Education on how to effectively prevent the spread of infection BELONGING: A role to play in the greater health of the organization PRODUCTIVITY: Simple reference guides and convenient cleaning solutions COMFORT: Knowing one’s workspace is clean and safe CONTROL: The ability to access cleaning supplies whenever needed

Improve air quality to maintain a virus-free environment Implement a proper hand-hygiene program Convert air dryers to hand towels

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FACILITIES: AIR PURIFICATION

Setting up an effective air purification system.

Air purification matters more today than ever before. In fact, indoor air is five times dirtier than outdoor air.* Effective air purification can reduce airborne viruses and contaminants, which is critical in shared environments.

Air purification isn’t as simple as just plugging in a unit — your purification needs depend on a number of factors, such as the size of the space, the risk of contaminants and the level of CADR (Clean Air Delivery Rate).

Indoor air is 5X dirtier than outdoor air

With so many factors involved in finding the right air purifier for your workplace, contact our Facility Solutions Experts to find the right solution for your organization. federalservices@grandandtoy.com

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Click here to watch a webinar and learn more about the importance of clean air in shared workspaces.

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FACILITIES: BREAKROOM ESSENTIALS

Setting up a comfortable breakroom.

Build a safe, comfortable breakroom for your employees to foster wellness and a positive attitude among your team. Start by reviewing the floor plan and adjusting to allow physical distancing — use signage to direct traffic and indicate cleaning schedules. Stock up on dish soap, coffee, napkins and more to make sure employees have what they need to prepare their morning coffee and afternoon snacks.

Choose furniture and kitchen equipment that can

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Some breakrooms have been vacant for over a year. When appliances sit unused for such an amount of time, you may encounter mechanical problems like scaling and seizing. Breakroom equipment may simply be outdated now – replace them to ensure they’re up to date and in working order.

Moreover, recommission with full equipment flushes and water filter changes.

withstand frequent cleanings and is easy to move and rearrange. Wheeled carts make it easy to shift coffee stations and appliances around. And don’t forget hand hygiene — set up hand-sanitizer stations or consider mobile handwashing units to reduce germs in high-touch areas.

5 key areas to consider: SAFETY: A clean, safe area to take breaks BELONGING: A place for much-needed face-to-face interaction PRODUCTIVITY: Access to all the coffee, beverages and snacks they need to keep going COMFORT: An organized, trafficcontrolled area to rest and relax CONTROL: The ability to disinfect surfaces and rearrange furniture as needed

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Adjust your breakroom to favour single-serve products. Leave behind the communal coffee pot and sugar bowl to reduce surface contact and the transfer of germs – and don’t forget to choose biodegradable options when possible.

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FACILITIES: HEALTH & SAFETY

Setting up a cohesive health & safety plan.

Public health experts agree that hygiene and physical distancing guidelines won’t be lifted any time soon.* Health and safety will take on new meanings in the workplaces of today. The addition of PPE, acrylic dividers, distancing protocols and ventilation will create a sense of ease with employees and customers knowing that your organization has put forward the latest safety measures.

In addition to signage, hybrid work solutions and cleaning/hygiene supplies, spend time considering an emergency-preparedness plan. Consider refreshing first aid kits, AED defibrillators and wayfinding signage to offer peace of mind in a time when safety is high priority.

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Contact & Resources

If you can’t find exactly what you need, reach out to our experts. We’ll work with you to build a custom solution for your department. federalservices@grandandtoy.com

Our Certified Technology Sales Team will provide you with a customized service solution that maximizes efficacies and productivity, helping your team achieve its full potential. fedtech@grandandtoy.com | (833) 740-4867

For more information on workplace practices, live customer service chat and a full catalogue of our products and services, visit our website. grandandtoy.com/gov

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Return-Ready Checklist Cleaning Supplies When you decide to return to the workplace, having the right cleaning solutions and protocols will be essential in reducing the spread of germs and viruses.

Cleaning Chemicals Disinfectant Wipes All-Purpose Disinfectant Cleaner Disinfectant Aerosol Spray Gloves

TIPS: Reassure employees and customers through visible deeper and more frequent cleaning during the day.

Read all labels carefully. For many products, a surface must be wet for a certain amount of time to kill germs and viruses.

Personal Protective Equipment Have the proper equipment available to ensure you have a safe working environment.

Face Masks Face Shields Gloves Non-Contact Thermometer Safety Glasses

TIPS: Consider using a Non-Contact Thermometer to check employees’ temperatures. If anyone has a temperature, don’t allow them in the office and suggest they work from home.

Seal Shield ElectroClave Physical Distancing Solutions When you decide to return to the workplace, following physical distancing measures is necessary to prevent the spread of germs and viruses.

Signage (general signage, wall signs, floors signs) Physical Barriers (sneeze guards, high privacy screens) Alert Systems

TIPS: Place signage in common areas emphasizing basic infection prevention measures to promote worker safety.

Use signage as a wayfinding measure to help guide people through safe routes in the workplace.

Common Area Suggestions Other tips for common areas.

Provide clean handwashing facilities.

Offer alcohol-based hand sanitizer when regular facilities are not available.

Remove magazines and papers from reception and common rooms.

Remind staff not to share cups, plates or cutlery.

Make sure ventilation systems are working properly.

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Setting you up for a successful return.

© 2021 Grand & Toy Limited.

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