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OFFICE REBOOT PLAN - MAY 2020


ALWAYS TOGETHER


The Neumann Monson Team is ALWAYS TOGETHER. When adversity occurs our “togetherness� may take on varying forms. Neumann Monson chooses to respond in a way that strengthens and empowers our people, customers, and communities. We strive for a compassionate approach that adapts to the needs of our team and empowers each to perform their work in a manner that meets their personal and professional needs; and in alignment with our values: We have a RESPONSIBILITY to be stewards of wellness. Our INTEGRITY will build trust with a plan to which we hold ourselves accountable. Our plan will strengthen our pursuit of EXCELLENCE and elevate expectations of what is achievable when faced with adversity. We will prove we have the RIGOR to stay engaged and disciplined TOGETHER.

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This Office Reboot Plan is designed to inform team members of various protocols being put in place to allow you to plan your return to the office. We understand each situation varies and it is our goal to support each team member, wherever your work may happen, while upholding our core values. We have applied research, logic, pragmatism, and compassion. We’ve looked to other firms and industries for input. Most importantly, we’ve asked for your feedback and we’ll continue to ask for your feedback, formally and informally. We’re very fortunate that Neumann Monson has a strong culture of support and empathy. As we plan our reentry to the offices, we must increase our empathy to an even higher level. We must embrace the desire to keep our teammates, clients, and communities safe, not just ourselves. When we wash our hands or wear a face cover, we are doing it for others’ benefit and our own. As we individually adhere to the plan outlined in this document, we are collectively caring for one another. No matter where we are, we are Always Together.

DEFINITIONS As Needed: Employees are welcome to work from the office. As Able: Individuals who may not be able: those who are high-risk, or are living with or caring for someone who is high-risk, those who have been exposed to COVID-19, those who are caring for others (including child-care). As Comfortable: Employees who feel safe and secure leaving home to work in the office.

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TEMPERATURE MONITORING PHASE ONE Office Reentry, Who: Team members: as needed, as able, and as comfortable; otherwise, work from home

Prior to returning to the office, please monitor your temperature for three consecutive days. If you experience a temperature of 100.4F or higher, please stay home, and delay your return until your temperature is reduced for 72 hours without the aid of medication. Upon entering the office, stop at the ‘Mandatory Daily Wellness Station’ to take your temperature with the provided thermometer. Record in the log provided. This procedure applies if entering the office after hours or on weekends. If your temperature exceeds 100.4F, please do not proceed further into the office. The log is a critical component for contact tracing, if needed. Compliance is mandatory. If you feel sick while in the office, please leave.

PHASE TWO Office Reentry, Who: Team members: as able and as comfortable

TBD

PHASE THREE Office Reentry, Who: Everyone, as we were pre-COVID-19

TBD

6 ft

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MAINTAIN SOCIAL DISTANCING PHASE ONE Office Reentry, Who: Team members: as needed, as able, and as comfortable; otherwise, work from home

Always maintain a minimum distance of 6’ from others.

PHASE TWO Office Reentry, Who: Team members: as able and as comfortable

TBD

PHASE THREE Office Reentry, Who: Everyone, as we were pre-COVID-19

TBD

If 6’ distancing cannot be maintained, please adopt practices outlined in the next pages.

STAY SAFE

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PERSONAL PROTECTION PHASE ONE Office Reentry, Who: Team members: as needed, as able, and as comfortable; otherwise, work from home

Practice the following personal protection practices for COVID-19. These practices are mandatory at Neumann Monson. • 6’ perimeters have been marked around each workstation. Do not enter others’ workstations without permission and a face covering. See included floorplans for distancing dimension. Wearing a face cover in your workstation is optional. • Wash your hands with soap and water, lathering for a minimum of 20 seconds. Or use hand sanitizer. • Wash or sanitize your hands when going into and out of group environments. • Avoid touching your face. • Sneeze and cough into your elbow, every time, even when you’re wearing a face covering. • Disinfect your desk, keyboard, mouse, phone, cell phone, etc. a minimum of once daily. • De-clutter your desk. It makes cleaning and disinfecting much more effective. • Sanitation Stations – equipped with cleaning supplies and hand sanitizer - are in multiple locations throughout the office.

6 ft

PHASE TWO Office Reentry, Who: Team members: as able and as comfortable PHASE THREE Office Reentry, Who: Everyone, as we were pre-COVID-19

TBD

TBD

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COMMMON AREAS PHASE ONE Office Reentry, Who: Team members: as needed, as able, and as comfortable; otherwise, work from home

Maintain 6’ minimum social distancing when possible, and wear a face covering in these areas.

PHASE TWO Office Reentry, Who: Team members: as able and as comfortable

TBD

PHASE THREE Office Reentry, Who: Everyone, as we were pre-COVID-19

TBD

Observe the following maximum occupant/s allowed in each of the Common Areas: • IC Breakroom: 2 people max, but no eating in the breakroom • IC Crit Area: Maintain 6’ social distancing • IC Hospitality Area: 1 person • DM Break Area: 2 people max

6 ft

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STAY SAFE


CONFERENCE ROOMS PHASE ONE Office Reentry, Who: Team members: as needed, as able, and as comfortable; otherwise, work from home

To maximize social distancing, seriously consider if the use of conference rooms for face to face meetings is necessary. Face coverings are optional. Observe the following maximum occupant/s allowed in each of the Common Areas: • IC Large Conference Room: 6 people max • IC Small Conference Rooms: 2 people max • DM Large Conference Room: 6 people max • DM Medium Conference Room: 2 people max • DM Small Conference Room: 1 person max Disinfect conference room surfaces and equipment after use.

PHASE TWO Office Reentry, Who: Team members: as able and as comfortable

TBD

PHASE THREE Office Reentry, Who: Everyone, as we were pre-COVID-19

TBD

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CLEANING

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PHASE ONE Office Reentry, Who: Team members: as needed, as able, and as comfortable; otherwise, work from home

Conference room tables, common area counters, door handles, copier/printer, appliance handles, etc. will be sanitized once daily by an assigned individual. Please consider helping the cause by sanitizing these areas after you use them.

PHASE TWO Office Reentry, Who: Team members: as able and as comfortable

TBD

PHASE THREE Office Reentry, Who: Everyone, as we were pre-COVID-19

TBD

Sanitation Stations – equipped with cleaning supplies and hand sanitizer - are in multiple locations throughout the office.


GEAR PHASE ONE Office Reentry, Who: Team members: as needed, as able, and as comfortable; otherwise, work from home

If needed, one non-disposable face covering will be provided to each team member. It is your responsibility to clean your face covering. If you have concerns about using office dishes/mugs, etc. consider bringing your own and cleaning them yourself. Sanitation Stations – equipped with cleaning supplies and hand sanitizer - are in multiple locations throughout the office.

PHASE TWO Office Reentry, Who: Team members: as able and as comfortable

TBD

PHASE THREE Office Reentry, Who: Everyone, as we were pre-COVID-19

TBD

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SUPPORT & RESOURCES

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PHASE ONE Office Reentry, Who: Team members: as needed, as able, and as comfortable; otherwise, work from home

Families-First Coronavirus Response Act is available. See Human Resources for information and guidance.

PHASE TWO Office Reentry, Who: Team members: as able and as comfortable

TBD

PHASE THREE Office Reentry, Who: Everyone, as we were pre-COVID-19

TBD

Employee Assistance Program (EAP). Go to NEUdle for details. See Human Resources for guidance.


ADDITIONAL PRECAUTIONS PHASE ONE Office Reentry, Who: Team members: as needed, as able, and as comfortable; otherwise, work from home

Please take precautions when you are away from the office to keep yourself and your family members safe and healthy. In doing so you will also be helping to maintain a safe and healthy office environment.

PHASE TWO Office Reentry, Who: Team members: as able and as comfortable

TBD

PHASE THREE Office Reentry, Who: Everyone, as we were pre-COVID-19

TBD

Notify Human Resources immediately if you have been diagnosed with COVID-19.

6 ft

STAY SAFE

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WORK TRAVEL

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PHASE ONE Office Reentry, Who: Team members: as needed, as able, and as comfortable; otherwise, work from home

Travel only if it is essential to business. When in doubt, talk to your project team.

PHASE TWO Office Reentry, Who: Team members: as able and as comfortable

TBD

PHASE THREE Office Reentry, Who: Everyone, as we were pre-COVID-19

TBD

Take a face covering with you if you are going to visit a client or jobsite.


VISITORS PHASE ONE Office Reentry, Who: Team members: as needed, as able, and as comfortable; otherwise, work from home

No visitors are allowed in the office during this Phase. The only non-NM-ers allowed within the office space in Phase One will be general cleaning staff and maintenance staff, as needed. They will be required to follow the same entry protocol as employees. Mail and other deliveries will be left in a designated area inside the front door.

PHASE TWO Office Reentry, Who: Team members: as able and as comfortable

TBD

PHASE THREE Office Reentry, Who: Everyone, as we were pre-COVID-19

TBD

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8’-0” SEAT-TO-SEAT

6’-0” SEAT-TO-SE

MAIL DROP CAPACITY 6

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EAT

CAPACITY 2

CAPACITY 1

CAPACITY 2

MANDATORY DAILY WELLNESS STATION

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OFFICE REENTRY FAQ’S So, just to clarify... 1. Am I required to return to work in the office by any specific date? No. It is up to each teammate to determine your return to the office date based on your unique circumstances. The purpose of this reentry plan is to help you understand what the office environment will be like as you consider your return. Neumann Monson will maintain our culture of support and empathy with the ultimate goal of bringing everyone back to the office on a regular basis. 2. Do I need to inform anyone when I plan to return office? Yes. There will be a new spreadsheet on SharePoint to share your plan for reentry. It will be available Friday, May 22. 3. Is remote working still an option right now? Yes. Use the spreadsheet mentioned in Q2 to communicate your plan. Okay, I’m considering coming back to the office…. 4. When do I take my temperature at the Daily Wellness Station? This is the first thing you will do every day upon setting foot in the office. Stop at the Daily Wellness Station, take your temperature, and complete the form which asks for your name, the date, and answer yes or no to whether your temp is 100.4 or higher. If your temperature is 100.4 or higher you are required to leave the office immediately. • Check-in must be completed upon your arrival to the office, even on weekends and evenings. Check-in is not required for reentry from using the bathroom, etc. • Refer to the floor plans provided of each studio for Daily Wellness Station location. • Each person is responsible to sanitize the thermometer after using it. 5. What door do I use to enter the office? Employees are required to enter through the door closest to the Wellness Station. In IC it will be the front door. In DM it will be the back door. Refer to the floor plans provided at the end of this document for exact locations. Once you’ve done your daily wellness check-in you may use any door to enter or exit the office.

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6. Are visitors allowed in our offices? No, visitors are not allowed during Phase One. This includes NM family members. Exceptions are as follows: • Mail and package deliveries through the front door. A demarcated mail drop will be provided directly inside the front entrance. • In the event a signature is required (though our experience is that delivery services are currently waiving this protocol), that will take place at the front door package drop location. Signage will explain this. • Those delivering samples or other items will follow the mail delivery protocol. No deliveries will be made through the back entrance (e.g. soda and water). • Housekeeping and maintenance visitors are required to adhere to the entrance requirements, including office sign-in at the Wellness Station. • If you arrange for an essential visitor to enter the office, it is your responsibility to ensure they are complying with the office protocol. 7. Am I required to wear a face covering? During Phase One, wearing a face covering is required when you are not sitting at your personal workstation. Face coverings in conference rooms are optional, provided 6’ distancing and the room occupancy are adhered to. As a reminder, maintaining 6’ social distancing throughout the office will be required during Phase One of the Office Reboot Plan. 8. Who provides a face-covering? Neumann Monson will provide a face covering for those that do not have one. There will be a supply available at the Wellness Station. It is your responsibility to launder your personal reusable face covering/s. 9. Are our workstations 6’ apart? Refer to the floor plans provided of each studio for how you can attain 6-foot separation.

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10. May I use a conference room? Yes, but it is required to adhere to conference room capacities. See office floorplans for details. • Face coverings are optional while in the conference rooms when 6’ social distancing is maintained. This may be preferable for those attending virtual meetings. • After use, it is required for the user to disinfect the table, chairs, door handles, keyboard, mouse, and any other surface that may have been touched. A sanitation station will be provided in each conference room. • Conference Room use may include private conversations, a small-group collaboration, and quiet space needed for virtual client meetings. No visitors are allowed during Phase One of reentry. 11. Where can I eat lunch? Break rooms are closed to dining. Eat wherever you can socially distance, such as your workstation. Or, try the outdoor patio in IC or alley in DM. Wherever you eat, please cleanup after yourself. 12. Can I use office provided dishware? Yes. The dishwasher will be operated as normal. You are also welcome to keep a set of clean dishware at your desk and clean it after every use. Or, bring your own from home. Dirty dishes will not be allowed at your workstations. Tell me more… 13. What do I do if I have COVID-19 symptoms? Reach out to your healthcare provider immediately. Do not come into the office. Notify Erin Brown, Human Resources, immediately if you have been diagnosed with COVID-19.

14. What happens after Phase One of the Office Reboot Plan? The Reboot Planning Team will continue to assess the situation and develop Phase Two. We will continue to ask for your input and communicate updates regularly. 22


ALWAYS TOGETHER

ACKNOWLEDGEMENTS: AEC Business Solutions Centers for Disease Control and Prevention Families First Coronavirus Response Act Herman Miller, Inc. HKS Architects Iowa Department of Public Health JE Dunn Construction Johnson County Public Health National Safety Council North Risk Partners Occupational Safety and Health Administration 23


N E U M A N N M O N S O N .CO M

Profile for Neumann Monson Architects

Office Reboot Plan  

Neumann Monson's Office Reboot Plan covers phase one of our reentry plan and delineates the modifications we’ve made to our office procedure...

Office Reboot Plan  

Neumann Monson's Office Reboot Plan covers phase one of our reentry plan and delineates the modifications we’ve made to our office procedure...

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