This document has been prepared based on a review and compilation of publicly available guidelines developed by leading architectural, office design, building maintenance and commercial real estate firms that closely follow recent recommendations made at the federal, state and local levels in the United States.
It is designed to help organizations that do not have a large in-house facilities management team develop a practical plan to restart the workplace. It is intended to simplify the many, often confusing things you read each day about how to safely reopen your workplace and create an office environment that will allow your workforce to feel comfortable, safe and productive as they return to work.
Following these best practices should help reduce organizational risk but is not guaranteed to prevent the spread of COVID 19. We will regularly update this document as our combined understanding of the virus continues to evolve.
To help you develop a plan to safely reopen your office and maintain a productive workplace that is designed to deal with today’s dynamic return-to-work reality, we created the Social Space Design Best Practice Checklist.
The checklist is broken into three categories:
Sanitization – All organizations will need to introduce new protocols to clean and disinfect frequently touched surfaces, equipment and supplies. Landlords and tenants will both need to install sanitization stations and provide easy access to alcohol-based hand cleansers.
Social Distancing – Most organizations will need to decrease the density of employees at the workplace to allow for 6 feet of social distancing. In some cases, new office layouts will be required for common spaces and retrofit workstation configurations and dividers will be necessary. Directional signage and limiting access points will help maintain social distancing. Face coverings and other PPE will be required in many situations.
Workforce Behavior – Every employee will need to practice new behaviors such as following directional signage, wearing face masks or other PPE, working remotely or coming to the office for a reduced number of days or hours each week. Training will be required for workers and managers to collaborate and work remotely while maintaining team interactions and supporting corporate culture and values.
Building Entrance
Sanitization
- Sanitize and disinfect all surfaces on a daily basis using CDC approved disinfectant and protocols
- Symptom screening including touchless temperature check when appropriate
- Hand Sanitization stations at building entry
Social Distancing
- Entrance signage outlining building policies
- 6 ft Social distancing
- One-way building entrance and exit when possible
- Directional pathway and distancing signage on entrance surfaces
Workforce Behavior
- Regularly sanitize and wash hands
- Wear face masks and other PPE
- Follow directional entry and floor signage
Lobbies and elevators
Sanitization
- Sanitize and disinfect all surfaces on a daily basis using CDC approved disinfectant and protocols
- Provide PPE if not already worn
- Hand Sanitization stations in lobby
- Regularly disinfect security badge access control systems
- Regularly disinfect elevator controls or install touchless controls
Social Distancing
- 6 ft Social distancing
- Use plexiglass panels to separate security desk personnel from public
- Spread out lobby furniture to decrease seating density
- Promote use of stairs, up and down in different staircase if possible
- Directional pathway signage on floors
- Separation signage on elevator floors
Workforce Behavior
- Regularly sanitize and wash hands
- Wear face masks and other PPE
- Follow directional entry and floor signage
- Spread out in elevators or take stairs
Parking, Bikes, and Lockers
Sanitization
- Sanitize and disinfect all frequently touched internal surfaces on a daily basis using CDC approved disinfectant and protocol
- Hand Sanitization stations at entry and exits
- Regularly disinfect locker rooms and badge access entrance keypads
Social Distancing
- Use digital signage or install cones to create vehicle separation in parking lots or vertical parking structures.
- Promote use of stairs, up and down in different staircase if possible
- Block every second bike rack to decrease density
- Use markers to restrict density in locker room
- Directional pathway signage on floors
- Separation signage on parking structure elevator floors
Workforce Behavior
- Regularly sanitize and wash hands
- Take extra time to locate parking space or bike rack distanced from each other
- Follow directional entry and floor signage
Reception Area
Sanitization
- Sanitize and disinfect all surfaces on a daily basis using CDC approved disinfectant and protocols
- Regularly disinfect security badge access control systems
- Hand Sanitization stations at reception entry
- Symptom screening on entry including touchless temperature check when appropriate
- Wear face mask and PPE consistent with company policy
Social Distancing
- 6 ft Social distancing in reception area including separation signage on floors
- Digital signage or poster sign explaining company policies to ensure safety of employees and visitors
- Use plexiglass panels to separate reception desk personnel from staff and public
- Spread out reception furniture to decrease seating density
- Directional pathway and separation signage on floors
- Limit number of security badge entry points, in or out only whenever possible
Workforce Behavior
- Regularly sanitize and wash hands
- Wear face masks and other PPE
- Explain company policies when greeting visiting customers and office guests
- Follow directional entry and floor signage
Break Room
Sanitization
- Clean and disinfect all surfaces on a regular basis during the day using CDC approved disinfectant and protocols
- Hand Sanitization stations at breakroom entry
- Disinfectant wipes available for clean-up after food or drink preparation
Social Distancing
- Post signage with maximum occupants allowed at one time (suggest 36 sq. ft per occupant)
- Post instructions for preparing hot drinks, reheating food and storing food in refrigerator
- Provide recyclable cups and utensils
- 6 ft Social distancing separation signage on floors
- Use countertop panels to separate coffee and microwave and supplies
Workforce Behavior
- Regularly sanitize and wash hands
- Wear face masks and other PPE
- Wait to enter if room is busy
- Follow directional entry and floor signage
- Use disinfectant wipes to clean up after drink or food preparation
Restrooms
Sanitization
- Clean and disinfect all surfaces on a regular basis during the day using CDC approved disinfectant and protocols
- Hand Sanitization stations at restroom entry
- Minimize touch points with hands-free faucets, soap dispensers, paper towel and sanitizer dispensers
Social Distancing
- Post signage with maximum occupants allowed in restroom at one time
- If sinks are less than 6 ft apart, disable every other sink
- 6 ft Social distancing separation signage on floors
- Modify urinal panels to full height
- Leave toilet doors open when not in use
Workforce Behavior
- Regularly sanitize and wash hands
- Wear face masks and other PPE
- Wait to enter if room is busy
- Follow directional entry and floor separation signage
- Use disinfectant wipes to clean sink after use
Open Collaboration
Sanitization
- Clean and disinfect all surfaces on a regular basis during the day using CDC approved disinfectant and protocols
- Hand Sanitization stations every 20 feet
- Provide disposable paper desk covers for shared workspace and touchless disposal unit
Social Distancing
- Encourage teleworking or create alternating work from home schedules
- Remove chairs to decrease seating density
- 6 ft Social distancing separation signage on floors
- Wear face mask and PPE consistent with company policy
- Use panels to separate workers seated across from and beside each other at shared tables
- Establish One-way clockwise traffic flow with directional floor signage
Workforce Behavior
- Regularly sanitize and wash hands
- Wear face masks and other PPE
- Use and dispose paper desk covers after use
- Remove and dispose of all beverage containers and food wrappers after use
- Follow directional walking flow and floor signage
- Train workforce on standard collaboration and video conferencing tools
- Set company standards for working from home and how to create effective physical and virtual meetings
- Train leaders to communicate daily and encourage social time with their teams
Individual Workstations
Sanitization
- Clean and disinfect all surfaces on a daily basis using CDC approved disinfectant and protocols
- Hand Sanitization stations at entry to every workstation row
- Provide disposable paper desk covers for workstations and touchless disposal unit
Social Distancing
- Encourage teleworking or create alternating work from home schedules
- Remove chairs and block off workstations to decrease seating density (suggest 36 sq. ft per occupant)
- 6 ft Social distancing separation signage
- Wear face mask and PPE consistent with company policy
- Use panels to separate workers seated across from and beside each other at workstations
- Establish One-way clockwise traffic flow with directional floor signage
Workforce Behavior
- Regularly sanitize and wash hands
- Wear face masks and other PPE
- Use and dispose paper desk covers after use
- Remove and dispose of all beverage containers and food wrappers after use
- Follow directional flow and floor signage
- Train workforce on standard collaboration and video conferencing tools
- Follow company standards for working from home and how to create effective physical and virtual meetings
- Train leaders to communicate daily and encourage social time with their teams
Conference Rooms
Sanitization
- Clean and disinfect all surfaces on a regular basis during the day using CDC approved disinfectant and protocols
- Hand Sanitization stations at conference room entry
- Disinfectant wipes available for clean-up of voice and video conferencing equipment and worksurfaces after group use
Social Distancing
- Post signage with maximum occupants allowed at one time (suggest 36 sq. ft per occupant)
- Remove chairs to decrease seating density. One-way traffic flow with directional floor signage
- 6 ft Social distancing separation signage
- Install appropriate video conferencing and collaboration systems
- Encourage team members to join meetings from their desk or from home to reduce meeting density
Workforce Behavior
- Regularly sanitize and wash hands
- Wear face masks and other PPE
- Wait to enter room until previous meeting has ended and occupants leave
- Follow directional entry and floor signage
- Use disinfectant wipes to clean worksurface and equipment after use
- Train workforce on standard company collaboration and video conferencing tools
- Train managers to hold effective blended physical and virtual meetings
- Trainers should be effective at delivering blended physical and virtual curriculum
