Top Tips to Prepare Your Office for a Return to Work During COVID-19

As many of you prepare for a slow and steady return to the workplace in the near future, planning for the safety and wellbeing of staff is undoubtedly a top priority. The uncertainty caused by the COVID-19 pandemic has affected all of us, and some employees may still feel apprehensive about returning to the workplace.

To help you navigate these challenging times, we’ve put together a shortlist of our top tips to help you prepare your office for a safe return to work. 

1. Communication is key 

Effective communication has never been more important. As your team prepares to return to the office, it’s essential to be transparent and open with your employees about what to expect.

• Understand Concerns – This period of uncertainty may have unsettled staff members, so it’s crucial to proactively engage with your team. One-on-one conversations, surveys, or questionnaires can help you identify their concerns, whether it’s about health risks, new working conditions, or general apprehension. Acknowledge and address their worries before they become issues.
• Reassure and Boost Morale – It’s essential to communicate clearly that no one will be expected to return until safety measures have been put in place. Some of your employees might feel isolated or out of the loop after a long time working remotely, so regular communication is vital.

Organise virtual team-building activities, informal check-ins and social calls to keep everyone connected and engaged. Reassure your team that you’re doing everything possible to create a safe and supportive environment, and explain the precautions you’re taking. Once the safety protocols are in place, share these with your team to build confidence and show them you care about their health and safety.

2. Remain Flexible if Possible

While many businesses will operate with employees back in the office, some team members might still need to work from home or adopt alternative shift patterns. Vulnerable employees, those with childcare responsibilities or individuals living with at-risk family members may need accommodations.

• Work From Home Options – If your business allows, try to be as flexible as possible by supporting remote working where it’s viable. The pandemic has shown many companies that remote working can be just as effective as traditional office settings. Providing flexibility where possible (whether through flexible hours, remote work options or staggered shifts), will not only ease the transition back to the office but may also lead to long-term benefits for your business. It can improve employee satisfaction, reduce overhead costs and promote a healthier work-life balance.
• Alternative Shift Patterns – For businesses that require physical presence, consider creating new shift patterns to ensure social distancing is maintained. Rotating employees in and out of the office, with staggered shifts or alternate days, can help reduce the number of staff in the workplace at any given time. This will help minimise risk while allowing your business to continue operating effectively.

3. Install Protective Equipment

For employees who need to return to the office to maintain business operations, installing protective equipment is a must. The traditional open-plan office layout is no longer viable due to COVID-19, and you’ll need to implement physical barriers to keep employees safe and limit virus transmission.

• Partitioning Systems – One of the most effective ways to protect your staff is through the use of partitioning systems. Glass or perspex screens can help create safe zones, providing physical separation between workstations. These partitions are affordable, easy to install and can be reconfigured if needed as the situation changes.
• Desktop Screens – For employees working at desks opposite one another, consider installing perspex desktop screens (often referred to as “sneeze guards”). These screens act as barriers between desks to stop airborne germs from spreading and ensure that employees remain protected while maintaining social distancing.

These safety measures, including protective barriers and partitions, will help staff to feel more secure knowing that their employer has taken extra steps to protect their health.

4. Redesign Your Floor Plan & Rethink Your Office Furniture

COVID-19 has highlighted the importance of social distancing in the workplace. For businesses with open-plan layouts, it’s essential to rethink your office design to ensure compliance with new health and safety regulations.

• New Floor Plans – Creating a new office layout that supports social distancing will be a long-term solution as we navigate this pandemic. Moving forward, businesses must plan for flexible workspaces that can adapt as regulations evolve. For example, one-way corridors for efficient traffic flow, separate office spaces for team members who need more privacy and individual workstations for employees, with barriers and partitions.
• Modular and Reconfigurable Designs – One key benefit of partitioning systems is that they’re transportable. If regulations change or are relaxed, you can easily adjust your office layout. Modular partitions can be repositioned or removed entirely, giving you the flexibility to adapt to different stages of the pandemic or future business needs.
• New Furniture Considerations – Businesses may also want to invest in furniture that’s easier to clean, such as vinyl-fabric chairs, which can be wiped down between uses. Smaller desks can also be used to help maintain distance between staff, allowing you to utilise your office space more efficiently while ensuring safety.

Other considerations include introducing new entrance and exit routes to manage the flow of employees or installing barriers at reception areas to create a safer environment for visitors and staff alike.

Ask Us For Help

Redesigning your office to meet COVID-19 health and safety guidelines can be overwhelming, especially when it comes to finding the right partitioning systems or redesigning your layout. Whether you’re looking for protective screens or social distancing solutions, we’re here to assist.

With over 50 years of experience, we offer a full-service solution, including delivery, installation and advice from our experienced fitting teams. We’re commercial fit out contractors that work closely with businesses across Gloucestershire to ensure that all aspects of your office refurbishment align with health and safety protocols, while also creating a functional, attractive, and welcoming workplace.

*We’re working very closely with Build UK and CLC guidance relating to Site Operating Procedures.