R EOPENING THE W ORKPLACE Mon APR 27 3:00pm A TOOLKIT FOR BUSINESSES CONFIDENTIAL | 1
Guiding Principles to Reopening the Workplace This is a marathon, not a sprint. It will take time to “turn the dial” not “flip the switch” Until we have a vaccine and widespread testing available, we will not go back to “normal” - this is a plan for reopening in a new normal It is the role of the employer to make employees and customers feel safe. As such, this presentation aims to provide suggestions and tools that enable businesses to go “above any beyond” the minimum regulatory requirements set Remember: Working from home, whenever feasible, is ALWAYS the best option 2
It Takes a Village: Special thanks Larry Almeleh Eric Benson Jen Berg Pat Callans Adam Chapman Tiffany Dehaan Chris Devore JLL Voyager Capital Starbucks Costco JLL Alaska Airlines Founders Co-op Ben Gipson Stacey Giard Greg Gottesman Kara Hamilton Joe Fain Christine Gregoire Kris Engskov Bellevue Chamber of Commerce DLA Piper TOLA Capital PSL Challenge Seattle Smartsheet Aegis Living Emily Heath Margaret Hopkins Teresa Hutson Rebecca Lovell Brock Mansfield Markham McIntyre Kirsten Morbeck Chris Nielsen Docusign PSE Microsoft Create33 Keeler Family Fund Springrock Redfin Seattle Chamber of Commerce Britt Provost Heather Redmond John Schoettler Steve Schwartz Craig Sherman Su-Zette Sparks Justin Vincent Martina Welkoff Accolade Flying Fish Ventures Amazon CBRE Wilson CBRE BCG WXR Fund 3
TODAYS AGENDA 1 | PLANNING THE RETURN 2 | PREPARING THE OFFICE 3 | PREPARING THE PEOPLE CURRENT STATE OF PLAY WORKPLACE PPE TRAINING HOW TO GET STARTED FACILITIES & CLEANING PROTOCOLS COMMUNICATIONS WHO COMES BACK? TENANT CONSIDERATIONS PRIVACY CONSIDERATIONS LEARNING FROM OTHERS GATHERING AND SPATIAL PLANNING OSHA & OTHER CONCERNS SCREENING, TRACKING, TRACING SCREENING IMPLEMENTATION COVID/COVID-LIKE SYMPTOM PROCEDURE 4
PLANNING THE RETURN What needs to be addressed CURRENT STATE OF PLAY HOW TO GET STARTED WHO COMES BACK? LEARNING FROM OTHERS 5
CURRENT STATE OF PLAY Can the location and physical Subset of willing and eligible Bringing back >20% Bringing back >50% environment support physical workforce begins to return distancing and cleaning? Compare and iterate on best Careful rollback of extraordinary Provide ongoing assurances and practices measures, continued caution & Is there a reliable and sustainable visible evidence of a safe workplace vigilance supply of PPE and cleaning including: Expect increase in people to invite supplies? Clear displays, resources for increased risk of outbreak and need workers, volunteers and visitors, for outbreak response Are the regulatory requirements transportation safety plans, and and implementation of complaint plan with landlord 100% only if practices in place? Widespread testing and potential vaccine availability PHASE 2: PHASE 1: PHASE 3: PHASE 4: PLANNING THE RE-OPENING INITIAL RETURN SCALING UP ”NEW NORMAL” 6 1 | PLANNING THE RETURN
HOW TO GET STARTED 1 | PLANNING THE RETURN 7 1 | PLANNING THE RETURN
HOW TO GET STARTED CREATE A TASK FORCE IDENTIFY KEY DATA SOURCES Meets daily, or as needed CDC, WHO and medical community consensus Defines cultural north star and approach to re-opening Federal, State and local Guidelines Includes cross-functional stakeholders to address OSHA Executive leadership Legal Other relevant regulatory and industry bodies HR Facilities IMHE and JHU Landlords Amenity providers, Supplier partners including contractors Set policies and plans, define communications to employees and management. HOW TO Employers should defer to the most restrictive guidelines, regardless of which entity they are set by. Some companies also have one or multiple consulting medical experts – many publish their thoughts. Consider referencing thought leaders. GET STARTED 1 | PLANNING THE RETURN 8 1 | PLANNING THE RETURN
WHO COMES BACK FIRST? 1 | PLANNING THE RETURN 1 | PLANNING THE RETURN 9
WHO COMES BACK? DEFINE YOUR DEFINE WHO IS CREATE A PHASED BUILD A FACILITIES IMPLEMENT PREPARE PRIORITIZATION ELIGIBLE TO COME APPROACH LIMITATION PLAN FLEXIBLE WORK CONTINGENCY OF PROJECTS BACK POLICIES PLANS Encourage those who • Identify adjacencies Be prepared for • Tiered workforce plan What % of Take spatial density • • • • can work remote and dependencies employees should and role/function relapse of COVID-19 • Classify essential and within groups come back? into account Be flexible with those non-essential workers Anticipate changing • • who have limitations (e.g., by role, At what intervals? Consider creating daily regulation • • (e.g., high-risk, childcare, geography) staggered start and How to measure those • transportation) end times , or on-site • Identify and intervals or phases? “as needed” policy “Core hours” for understand those in • Understand and • meetings high-risk categories, Expand definition of • prepare for plan with childcare or work time to Adjust leave policies for adjustments • transportation accommodate employees that need it constraints and level multiple shifts Develop a policy on how • of comfort to return to prioritize accommodation requests Bringing back teams “full throttle” is against current public health guidance | Strong protections for vulnerable WHO HOW TO populations. Many companies allow the senior managers to make the priorities of the group with a “budget” of people COMES BACK? GET STARTED they can return and guidelines for spacing. Companies then set expectation with managers they will have an audit 1 | PLANNING THE RETURN 10 1 | PLANNING THE RETURN REMINDER : Work From Home if possible - this will take months and quarters , not days and weeks!
LEARNING FROM OTHERS 1 | PLANNING THE RETURN 11
LEARNING FROM OTHERS DISTILLING MANY CONVERSATIONS WITH THOSE IN KEY OPERATING ROLES TO GET BEST PRACTICES : HOW TO WHO Early, consistent and transparent communication with employees – Deemed the single most important thing to build employee trust GET STARTED COMES BACK? Communicate Tone and message set by leadership. The setting and presence matter. Executive presence can create pressure, as well as support Share your plan publicly to build confidence and trust Identify experts and share data resources and information whenever possible Communicate frequently and make expectations clear Listen to Employees Broad-based: Employee surveys to gauge comfort and sentiment on returning to workplace (Polly.ai, TinyHr, CultureAmp). Take the Daily Pulse: 1-2 questions daily of entire workforce covering new work practices, needs, safety-sentiments, and other awareness building data points. Enable employees to confidentially self-identify as high-risk or vulnerable Through dedicated channels. Appropriately limit the access to this information 1 | PLANNING THE RETURN 12 1 | PLANNING THE RETURN
PREPARING THE OFFICE What needs to be addressed WORKPLACE PPE FACILITIES & CLEANING PROTOCOLS TENANT CONSIDERATIONS GATHERING AND SPATIAL PLANNING SCREENING, TRACKING, TRACING SCREENING IMPLEMENTATION COVID/COVID-LIKE SYMPTOM PROCEDURE 13
WORKPLACE PPE 2 | PREPARING THE OFFICE 14
WORKPLACE PPE WHAT IS PPE? PURCHASING PPE *N95 masks are designated for first responder use only PPE needs and requirements will vary by industry type & role (consult OSHA guidelines on exposure risk) • WHEN? Though not federally required, state regulations vary from “strongly suggesting” to “mandating” • Order early – office PPE can be a “long Masks suggested for circumstances of prolonged interaction for more than 5 minutes within 6 ft. • pole” to re -opening and supplies shipments are often delayed or canceled EMPLOYERS SHOULD CONSIDER: HOW TO USE? Masks (not N95*) - generally considered single day use, cloth masks are re-usable WHO: How to wear a mask safely Hand sanitizer – should be available in abundance HOW? Antiseptic hand wi pes – should be available in abundance Infrared thermometers – for each building or office point of entry Click to buy dedicated resource for Washington WORKPLACE PPE businesses. Enter Gloves – generally considered single day use, often multiple required per day “WASTRONG” in the promocode HTTPS://BESSINTL.COM/ HOW TO Provide masks to all on-site personnel | Sanitization equip . at all entry points, common spaces & workstations | Have multiple infrared thermometers GET STARTED 2 | PREPARING THE OFFICE 15
FACILITIES & CLEANING PROTOCOLS 2 | PREPARING THE OFFICE 16
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