COVID-19 PANDEMIC MANAGEMENT FOR PROPERTY & FACILITY MANAGERS APRIL 15, 2020 CBRE 1
WELCOME Hazel Kliman Sarah Davidson Yin Ling Lam Head of HSE Head of HSE HSE Manager Global Workplace Solutions Property Management Global Workplace Solutions APAC APAC Hong Kong CBRE 2
AGENDA 1. Current Updates on COVID-19 2. Managing a Pandemic From an Organizational Perspective 3. Key Insights - Business Continuity Planning & Management 4. Managing Wellness & Wellbeing in a Flex Work Environment 5. HSE Training & Leadership in a Time of Need 6. Returning to the Workplace 6. Q&A CBRE 3
WHAT IS COVID-19? Coronaviruses (COV) are a family of viruses that cause illness ranging from the common Common symptoms include: cold to severe diseases such as Middle East • Fever (38°C or above) Respiratory Syndrome (MERS-COV) and Severe Acute Respiratory Syndrome (SARS- • Dry cough COV). • Shortness of breath • Tiredness COVID-19 is a new strain that has not been previously identified in humans. CBRE 4
PRIORITIZE PEOPLE SAFETY & CONTINUOUS ENGAGEMENT G U I D I N G P R I N C I P A L S ü CBRE’s highest priority is the health & safety of its people, contractors and clients ü CBRE will continue to provide clients with essential services, wherever possible ü CBRE continues to monitor contract BCP to ensure all safety measures are in place ü People are looking to their employer, community and government leaders for guidance. It's Important to have open and transparent discussions to address all issues CBRE 5
COVID-19 PROTOCOLS Prevent the spread Inform your teams Prepare your sites Respond & Recover CBRE 6
PREVENT THE SPREAD-FLATTEN THE CURVE th cas Cum Cumul ulative ve con onfi firmed cases, by y num umber of of days ys since 100 100 th case CASES …EVERY …EVERY USA USA DOUBLE 3 DAYS 2 DAYS EVERY DAY Sp Spain Italy Italy China China 100,000 Ge Germany U. U.K. South Korea South Korea …EVERY 10,000 WEEK 1,000 100 0 5 10 15 20 25 30 35 40 45 50 Days Since Da e 100 Cases es Source: Financial Times, CBRE Research, European Centre for Disease Prevention, Macrobond, April 2020. CBRE 7
PREVENT THE SPREAD Personal Social Limiting Cleaning Hygiene & PPE Distancing & Movement Regimes Isolation CBRE Reference Documents ü CBRE Travel Policy ü CBRE Personal Hygiene & Mask Guidelines ü CBRE Travel & Health Declaration Form CBRE Handwashing Posters ü ü CBRE Pandemic & Infectious Disease Cleaning Standards ü CBRE COVID-19 Awareness Video ü CBRE Social Distance Policy & Templates CBRE 8
INFORM YOUR TEAMS Crisis Management Operational & Communications Structure Functional Groups Plans CBRE Reference Documents ü CBRE Pandemic & Infectious Disease Cleaning Standards ü CBRE Personal Hygiene & Mask Standards ü CBRE Templates for Communication of COVID-19 to Tenants CBRE Temperature Screening Protocol ü ü CBRE Social Distancing Policy & Templates CBRE 9
CRISIS MANAGEMENT TEAMS Team Focus Team Representation* Strategic decision Global and regional executives Executive Crisis making during Global service line and shared Management Team a crisis service leaders Subject matter Regional (AMER, APAC, EMEA) Crisis Management expertise and management and heads of Shared Teams Escalation support Services Leadership and Country/sub-region specific Local Crisis guidance to local leadership and shared service Management Teams responders support Operational response Local Incident Local office management and recovery to Response Team(s) team(s) disruptive events * Team representation may vary slightly between regions depending on resourcing and organizational structure CBRE 10
INFORM YOUR TEAMS HR Policies & HSE One Source of Truth COVID-19 Training Protocols CBRE Reference Documents ü CBRE Pandemic & Infectious Disease Cleaning Standards ü CBRE Personal Hygiene & Mask Standards ü Travel & Health Declaration Form CBRE Temperature Screening Protocol ü ü Evacuation and Confirmed/Suspected COVID-19 ü CBRE Social Distancing Policy & Templates ü Confirmed/Suspected Case Incident Response ü Pandemic and Infectious Disease Intranet Portal ü CBRE Talent Coach for COVID-19 CBRE 11
PREPARE YOUR SITES BCP & Incident Essential Contingent Shut Down & Response Plan Services Staffing Plans Start Up Reviews Processes CBRE Reference Documents ü CBRE BCP Templates ü Shutdown Processes (site specific) CBRE 12
BUSINESS CONTINUITY PLANNING – Alert level raised – Confirmed coronavirus case in close ü Implement BCP proximity to CBRE office ü Action any measures required by government ü Undertake risk assessment and determine any ü Maintain essential services quarantine or cleaning requirements ü Mandate work from home policy ü Close office, if required ü Travel ban (international/domestic) ü Strongly encourage social distancing ü Suspend office visits, close meeting rooms, – Confirmed coronavirus case among CBRE ü In offices that are open: stop/restrict hot desking employees (office based) (designated seats or work areas) ü Inform authorities and implement guidance on managing ü Split teams to prevent cross contamination evacuation of a suspected person of a Notifiable Disease (if not undertaking by local authorities) ü Instigate Infectious Disease and Pandemic Cleaning – Schools Shutdown standards ü Implement BCP ü Staff to work form home and shut office, if required ü Provide further support to work from home – Confirmed coronavirus case among CBRE – CBRE employee put on quarantine order employees (client based) ü Determine if quarantined staff has been in close contact ü Inform client and implement above steps with other employees and determine any additional staff that might need to be quarantined CBRE 13
RESPOND & RECOVER Coordinated Agreed Immediate Activate Protocols Communication Actions CBRE Reference Documents ü CBRE Evacuation of Confirmed/Suspected COVID-19 Cases ü CBRE Pandemic and Infectious Diseases Cleaning Standards ü Shutdown Process (site specific) CBRE 14
RESPOND & RECOVER – WELLNESS & WELLBEING Health & Psychological Coaching on Employee Wellbeing Tips Wellbeing Coronavirus Assistance Training Support Programs CBRE Reference Documents ü CBRE Travel & Health Declaration Form ü CBRE Health & Wellbeing Tips for Remote Working ü CBRE Guidance – Case Management CBRE Talent Coach- Coaching on Coronavirus ü ü CBRE Employee Assistance Program (EAP) Support CBRE 15
WELLNESS & WELLBEING FOR REMOTE WORKING Create Working Routines & Staying Connected Promote Physical & Mental Health a Work Mindset ü Touch base with team regularly ü Look after physical wellbeing ü Set clear expectations of working ü Use video conferencing not just ü Simple exercises 30 hours audio minutes every workday ü Encourage employees to create a ü Maintain team spirit ü Urge employees to eat healthily routine ü Check in with those staff in “home ü Team events e.g. virtual exercise ü Dress for a work environment quarantine” class, swap healthy eating recipes & walking meetings. CBRE 16
TRAINING & EMPOWERING – 7 SUPPORT CRITERIA Managing Teams Ma s Virtually St Stay Focused, Connected, and Fe Feeling Comfortable Well in a New Work Dynamic We Gai Gain Suppo upport from Co Compan pany Re Resources for Leaders Em Employee Assistance Programs Leverage Le ge Tech for Remote Wo Working Pl Platform Socialization CBRE 17
RECOVERY FOCUS AREAS P E O P L E F O C U S Requirements for Supply of Pandemic Health & Wellbeing Setup Disinfection Employees to Return to Preventive Materials Stations Work Gate Independent Office Mail Rooms/Storage Public Areas Open Office Areas Entrances Areas: Private Office, Rooms/Printing S O F T S E R V I C E F O C U S Meeting Rooms Rooms Dressing Gym/Activity Pantries Toilets Parking Lots Rooms Rooms H A R D S E R V I C E Plumbing Fire & Safety HVAC Systems Elevators Systems Systems CBRE 18
RECOVERY – FACILITIES SETUP AND SOCIAL DISTANCING Facilities setup & adjustment Disinfection for workplace, HVAC systems and roofs, etc . KPI Adjusted Set up temp. canteen review isolation seats room layout Setup body Setup Cost Posted “How temperature instant to wash hands” screening hand reminders channel sanitizers Epidemic prevention communication on site Epidemic prevention materials procurement & management Videos on televisions in canteen Posters and Communication at reminders in public plant areas CBRE 19
RECOVERY – RETHINK DYNAMIC AND UNASSIGNED SEATING ü Upon returning to the office, consider assigning what were formerly shared desks to individuals for a full day or a week ü Make sure they are disinfected before a new person uses the work setting. ü Consider adding partitions for sit/stand desks. ü Increasing space between seating and close small meeting rooms. 1 m e t r e CBRE 20
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