What are the protocols if the current workplace is set up for hotel-scheduling during the COVID-19 pandemic?
Over the years commercial office space has become more collaborative and open, but COVID-19 has diminished the desire for these types of spaces. Many workplaces promote remote working and flexible hours. With the help of facility designers, transforming the overall workplace to optimize hotel scheduling, or hot-desking, where employees would reserve the type of workspace needed without having a specific area assigned. However, COVID-19 has derailed the leading workplace trend and set up a completely new precedent of promoting social distancing instead of close collaboration by utilizing assigned seating to help minimize the spread of germs.
There are a few prime solutions to solve the challenges that come with creating a COVID-19-safe workplace:
1) Re-work the Workplace Strategy
There is hot-desking and there is hotel scheduling. Hotel scheduling is when an employee reserves a space ahead of time, so they are guaranteed the space needed to get their tasks done. Hot-desking is similar, but no spaces are reserved beforehand, therefore first come first served. Both promote a workplace with no permanently assigned seating in the workplace. Many office spaces, prior to the pandemic, utilized flexible hot-desking, where an employee can work in any space if it was available. This could include huddle spaces, conference rooms, individual desks or workstations. If an office space is currently set up without permanently assigned seating, it may not be practical when considering the high standards of cleanliness needed to meet today’s guidelines. A facility manager can create a system that changes the workplace’s strategy to promote hotel scheduling, rather than hot-desking. A facility manager can work with a facility planner to maximize the space and create more workstations, fewer conference rooms, or vice versa depending on the need of the overall workplace. Through a new workplace strategy, a company can suggest employees reserve workspace to track usage and implement stringent cleaning protocols after each use.
2) Create and Implement a New Space Plan
Over the years, through collaborative efforts, physical space between co-workers has decreased and workplace flexibility has increased. Square footage has decreased while headcount has increased. However, with social distancing protocols, the overall design of the facility may be due for a change, and hoteling or hot-desking may not be as convenient as it was before. Through a new space plan with the assistance of a facility planner, safer and socially distanced workplaces can be created. A facility planner can design a new floor plan to maximize the existing space while respecting the “new normal” of maintaining at least six feet between each person. Reducing gathering spaces and providing more individual workplaces can be key to providing a safe space for employees to come into the office. With these additional individual workstations and safer collaborative areas, the workplace can transition from hot-desking or hotel scheduling to a more permanent solution. A facility manager and facility planner can help work through the challenges of these unprecedented times and create a more cohesive workplace strategy.
3) Promote “Smart” Working
Technology has come a long way, especially in workplace design. Deciding on keeping a hotel scheduling or hot-desking workplace strategy during the pandemic can be a difficult decision, but with the help of a facilities team, it can be easy. Facility managers can implement technological advances that help workplaces stay clean, safe, and promote a healthy environment. Between scenario planning and space planning, a facility planner can project which strategies would best serve a specific workplace. Using data like space utilization and occupancy planning help with cleaning schedules and understanding which workstations or areas are more frequently used over others, and what will help maintain a safe and productive workplace. With the influx of remote working, it is imperative to have proper technology hookups in the office for collaboration between teams. Technological advances have provided sanitization products which are helpful in maintaining a clean environment. Sanitization products include UVC lights and sanitization stations around the office.
HF Planners is a full-service commercial interiors company based in New Jersey that specializes in commercial interior design, facility planning, facility design, and facility management. Our team of office experts helps work through the challenges of these unprecedented times and create a workplace strategy that works for you. Whether it be transitioning into a hoteling or hot-desking situation, or transitioning out, contact us today to transform your workplace!
