FOUR KEYS TO SAFETY WHEN REOPENING DURING THE COVID-19 CRISIS
WAYS WE CAN HELP OFFICES REOPEN & TEAMS STAY SAFE
Kimmerle Group and Bertone Piccini, LLP are focused on the challenges we will face in the coming months - we have joined forces to provide a point of service that looks at policy, in-place standards and a series of required and elective mitigations that can make your modified workplace active, efficient and safe.
Kimmerle Group and Bertone Piccini, LLP are ready and able to assist you as you identify the best course of action and the right safeguards, protocols and policies to ensure employee health, reduce potential legal exposure, and identify what policies and practices are warranted for reopening.
R E D U C E CONTACT READY TO DISINFECT
From entries to restrooms, every opportunity for transmission should be reviewed to reduce contact opportunities and mitigate risk Touchless technologies are game-changing and can be deployed in existing kitchens, bathrooms, and offices; selective UV-lighting can be implemented to automatically disinfect frequently used spaces Every workplace is unique, and simple, immediate interventions can be advised in every situation
Continual cleaning and disinfection are critical to maintaining a healthy workplace - every surface in your environment has specific disinfecting requirements per manufacturer and CDC guidance Certain materials pose greater challenges to infection-control-level cleaning furniture fabrics, upholstery, and other materials can be easily changed to harder surfaces. HVAC disinfecting devices can dramatically improve air cleanliness and quality automatically
PHYSICAL REVIEW Work spaces and work styles must be reviewed for conformance to existing state social-distancing requiremnets & to safeguard against loss of operations
L A Y O U T Appropriate occupancy limits Adapting common and shared spaces for distancing P H Y S I C A L Condition survey and steps required for materials, lighting, hardware and mechanical systems to protect your organization
R E D U C E D E N S I T Y S T A Y N I M B L E
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Office layouts should be professionally reviewed to introduce safe distancing by selectively occupying workstations and converting collaboration spaces for temporary use in the coming period Reviews of specific areas like entries, communal spaces, and collaboration rooms can dramatically reduce risks of transmission in the workplace
The coming months will demand ongoing adjustment as the current crisis evolves. teams must be ready and prepared to continue operations during intermittent restrictions on interaction Kimmerle Group and Kimmerle Newman Architects employ state-of-the-art 3d and virtual platforms that enable real estate professionals to continue work when in-person activities are restricted. Bertone Piccini, LLP is prepared to guide all facets of your operation’s approaches to current state
If we can assist in any way during the difficult weeks ahead, please contact us
COMMUNICATION Our current situation necessitates careful and considered communication within organizations and with the outside world I N T E R N A L Clear Statements of Policies to Teams & Leadership Messaging to Reassure & Inspire Staff EXTERNAL Response to State and Municipal Authorities on Reopening Procedures Reporting Requirements for Health Events
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KIMMERLE NEWMAN Architects
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Review and application of all local, county and state “stay-at-home” and similar closure orders as they affect your business to ensure legal compliance.
Assess workplace liability risks, including if a non-essential business prematurely opens while a stay-at-home order remains in effect, because while OSHA has only released non-binding guidance with respect to COVID-19, OSHA's General Duty Clause requires employers to "provide their employees with a workplace free from recognized hazards likely to cause death or serious physical harm."
Analyze governmental loan & bail-out programs to assess applicability to your business and best practices in applying for and utilizing such proceeds.
Implementing interim policies and procedures, for example, restrictions on business
Kimmerle Group and Kimmerle Newman Architects can help Greater distance between your team members is the most critical step you can take to preventing infection spread
RISK ANALYSIS
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travel, prohibiting guest or customer office visits, consider use of waiver for visitors or vendors, considering use and provision of gloves, face coverings and hand sanitizer to employees, planning for the potential of an employee contracting COVID-19 and related notifications in line with legal (and privacy) requirements, assessing whether to implement a screening process before employees enter the workplace, return-to-work policies and protocols for previously symptomatic or diagnosed employees, and ensuring that the employer is even-handed and consistent in how they approach these actions to avoid criticism for discrimination or retaliation.
Consider whether written contracts with customers, vendors, and other third parties adequately address the consequences of a pandemic like COVID-19, and consider making modifications or new contracts for such continuing business relationships.
If we can assist in any way during the difficult weeks ahead, please contact us
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OFFICE AREAS
A PRIMER ON PANDEMIC WORKPLACE SAFETY Being ready to open is important not only within an organization, but it may also be critical with authorities - states are signaling they may require companies to evidence that they are ‘safe to open.’ Now is the time to prepare for changes required to open. Consider each office area’s unique requirements:
1.MEETING SPACES
2.OPEN OFFICE
Formalize ‘open door’ policies for ventilation Post limited use at 50% and require face-masks Install ceiling-level UV air-sterilization Remove seats to prevent crowding Treat each meeting space as a ‘Mask Zone’ Temporary closures
Alternating ‘checkerboard’ occupancy Adapt workstation height with stacking panels Replace woven fabric surfaces with hard materials and non-porous fabrics Remove upholstered pads to reduce ‘drop-in close contact One-way circulation
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3.CAFES
4.PRIVATE OFFICES
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‘Open door’ policies for ventilation Remove guest chairs to reduce ‘drop-in’ close contact
Remove seats to maintain 6-foot or greater distancing Consider scheduled lunch & coffee to prevent team member overlap Install occupied-indicator lights outside of cafes to signal when the space is free Replace manual faucets with automatic type Add push-latch hardware at all cabinetry Implement daily-replacement disposable covers on appliance handles
S E E K ADVICE
OFFICE-WIDE ACTIONS Consider both flexible & fixed interventions to adapt to changes Adaptable Solutions Store excess seats and furniture stack panels locally for flexible deployment
Fixed Solutions Provide lights with white-lightdisinfecting fixtures (safe & non-UV)
Rotating schedules for in-office and at-home work to engage all employees
Install LVT flooring in open areas, private offices & conference rooms
NO TWO OFFICES ARE ALIKE - OUR TEAM DEVELOPS SITE-SPECIFIC BEST-PRACTICE PLANS TO SAFEGUARD ORGANIZATIONS AND REASSURE THEIR TEAM MEMBERS
DETAIL: CORE CONCERNS FOR SOCIAL DISTANCING
6-FOOT R U L E
The Center for Disease Control’s (CDC) guidance advises frequent cleaning/ disinfecting and adhering to social distancing at a six-foot distance. As we take first steps to reoccupy offices, this means strict cleaning regimens and selective occupying of seats.
Standard Open Plan: 6’x6’ Workstations Fully Occupied with Normal Staff Spacing
Adapted Open Plan: ‘Checkerboard’ Pattern for CDC-Suggested Social Distancing
High Risk of Exposure
Lower Risk of Exposure
WHAT IS SAFE?
Keeping a six-foot distance is a good start, but is actually intended to reduce risk during incidental, day-to-day activities like grocery shopping. For organizations to safeguard their teams, they must address more intensive, continuous in-office interaction.
25-F
6-FE
EET
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6’x6’ Workstation Cluster Showing 6-Foot Separation Distance Per CDC Guidance
6’x6’ Workstation Cluster Showing Maximum 1 Disease Transmission Per MIT Research
NAME YOUR POINT PERSON
While CDC-suggested distancing is a good first step, the medium and long-term mission is to address more real-world risks that come with daily interaction among staff in the workplace
Appoint your office’s ‘health master’ or ‘health director’, empowered to lead the process and take responsiblity: Clear employees at the start & end of each day Structure office-wide cleaning regimens and protocols Prepare daily status reports
Review incidents and order work-from-home status for affected individuals Evaluate reinstatement for in-office work
IN THE FIRST WEEKS, ALLOW ONLY ½ OF THE TEAM ON-SITE ANY GIVEN DAY - STAGGERING HOME & OFFICE WORK EVERY OTHER DAY
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Bourouiba L. Turbulent Gas Clouds and Respiratory Pathogen Emissions: Potential Implications for Reducing Transmission of COVID-19. JAMA. March 26, 2020. doi:10.1001/jama.2020.4756
STAGGERING WORKFORCE
DETAIL: OPEN PLAN LAYOUTS & WORKSTATION CONSIDERATIONS
OPEN OFFICE BEST PRACTICES
A considered look at each office space’s layout is critical to protecting staff - no solution works for any two spaces. The example below illustrates the potential impact our choices can make, in this case by retrofitting for taller panel heights
BEST OPTION
IMPROVED
BASE CASE
ACTUAL RISK OF EXPOSURE
CDC 6-FOOT DISTANCING
25-FEET PER MIT RESEARCH
INDIVIDUAL STATIONS
OPEN PLAN OFFICE
6’x6’ Workstation Cluster with Low Panels (42” to 50” High)
Significant Exposure Risk Between Team Members in Workstations and Common Spaces
INDIVIDUAL STATIONS
OPEN PLAN OFFICE
Retrofit for Higher Panels Blocking Face-to-face Contact
Exposure is significantly reduced from cluster to cluster and at secondary and primary aisles
INDIVIDUAL STATIONS
OPEN PLAN OFFICE
Retrofit for Higher Panels Blocking Forward and Side-ward
Exposure is dramatically reduced between team members and to all common spaces
MAIN IDEAS
ORIENT TOWARDS SPINE PANELS
DEPLOY HIGHER PANELS DURING PEAK EPISODES
CHECKERBOAR OCCUPANC
RD CY
DETAIL: CONFERENCE ROOM & COLLABORATIVE AREA CONSIDERATIONS
CONFERENCE BEST PRACTICES
Mandated face mask and maximum occupancy posting at conference spaces can enable safe, productive collaboration Rule of thumb: 40%-60 of normal density with face masks
ACTUAL RISK OF EXPOSURE
NORMAL SPACING
Normal conference densities are unsustainable in our current environment - social distancing cannot be maintained
CDC 6-FOOT DISTANCING
6-FOOT SPACING
MASKED SPACING
Six-foot distancing protocols cause a loss of collaboration every conference room becomes a huddle room
Consider face mask protocols at conference rooms to enable safe collaboration and greater productivity
AUTOMATE DISTANCING & DISINFECTION Occupancy Indicators
White Light Disinfection
Air Disinfection Systems
Deployed in conference rooms, training rooms, and cafes, motion-triggered occupancy sensors can prevent unintended social contact during peak infection periods
New technology integrates near-UV wavelength light (405nm) for all-day surface disinfection. Unlike potentially dangerous UV-disinfection systems, White Light Disinfection is office-safe
In highest traffic areas, safe UV-disinfection can be installed as ceiling-mount devices or in-duct systems. These are long-term solutions to ensuring safe indoor air quality
DISINFECT FREQUENTLY
ESTABLISH ‘FACE MASK’ ONLY ZONES
R E D U C E DENSITY
MAIN IDEAS