Back to Business in the New Normal

We've learned a lot since the COVID-19 pandemic began. Everything in our working worlds changed seemingly overnight, and it became clear we'd all have to get used to a "new normal" in the workplace. New data and best practices emerged, but as cases began to decline, those practices have continued to change and evolve.

Returning to work poses challenges that, while complex and daunting, can be made easy with proper planning. We've talked about facilities management as well as policies and procedures when restrictions were at their tightest. Now that restrictions are relaxing, it's time to take another look at what the new new normal means to the workplace.

Pragmatic, Pedantic, or Both?

Early on, there was no precaution too egregious. We didn't have enough data or understanding to know what was necessary or what was overkill. Especially for frontline workers and essential businesses, there was no way to be too safe while infection levels were high and information was low.

Now, we better understand how the virus can be transmitted, who is at risk, and how vaccines can protect fully-vaccinated people. Policies and procedures should take new, appropriate, and attainable approaches:

Masking: At a minimum, follow the guidelines and requirements set by your state and local government. There's no harm in mandating masks in communal areas to ensure that everybody is comfortable in a shared space. However, it is less necessary to require masks at private workstations.
PPE: Sanitizer, disinfecting wipes, and masks are still tools of the new normal. A generous supply of each item should be kept handy. While most employees have their own masks, keeping extras on hand is suggested to accommodate visitors, accidents, and breakage.
Meetings: Relaxed regulations and vaccinated populations have made it less risky to meet in person, though appropriate distancing is still recommended. If you invested in clear partitions, it's still worth keeping physical barriers up during meetings.

Here, There, or Anywhere

After making a quick transition to working from home, many of us stayed settled in our at-home workspaces. For some, this is a permanent change due to the elimination of space at HQ. For others, it’s a personal preference. Companies that quickly decided to allow indefinite remote work are starting to see the benefit of in-person work while understanding how flexibility and independence increase employee morale and trust. Your company has hopefully found its sweet spot for now with plans for the future, which might look like this:

Level 1: Office Abandonment

Heading home led to staying home. Some companies have completely vacated their physical presence and are now completely digital for the long haul. Ideally, technology put in place early on was selected with the robust features necessary for a completely remote operation. If not, it's well past time to improve tech infrastructure, beef up VPN services, embrace collaborative software, and streamline the WFH process.

Level 2: Forever Flexibility

The new workday is in the hands of the employees. Everybody can choose when to come in, when to stay home, and how to structure their workdays. While there might be occasional "let's get together" days, there are few rules or regulations as to who's where and when.

Level 3: A Gentle Welcoming

Even if you're in the "forever flexible" phase, many companies are using the early summer months to gently welcome employees back as they wish, offering a great deal of flexibility in schedules with a little management. Interaction between managers and staff is key in these situations so everybody understands hours and expectations.

Level 4: Scheduling Refresh

It's not quite as lawless as lower "levels," but it's not like the days of yore. Employees are encouraged to spend some days in the office, though it may not be the same 9 to 5, 5 days a week scheme. Set up your "office hours" on a team or individual employee basis, and embrace the best of a collaborative atmosphere and a focused WFH environment.

Level 5: Business as Usual

It's probably not like we never left, but it's close. Regular full-time hours are reestablished, and most on-site employees have returned to their desks. For essential workers, low-risk areas, or industries that deal with sensitive information, this may have been in practice long ago.

Transitions and Hybrids

Even in offices encouraging a full return, some employees may transition to a fully-remote position. Maintain the technological progress made during peak WFH and ensure that these forever off-site employees are still included in meetings, brainstorming sessions, and other collaborative activities. It's a great time to ensure that meeting spaces and conference rooms are permanently equipped with screens and video cameras to keep the whole team in the loop.

Keep Cleaning

The rigorous disinfecting and cleaning guidelines established in response to COVID-19 led to one of the least virulent flu seasons of all time. For now, additional cleaning staff should be retained, ensuring the facility is constantly clean (especially as an increasing number of people return to the office). For years to come, keep the same cleanliness standards in play during cold and flu season, encouraging employees to practice good personal hygiene and increase disinfecting measures throughout the facility.

Desking Dilemmas

While traditional cubicles offer adequate separation and privacy, some forms of collaborative desking are ill-advised for illness. However, not all open office desking is created equal:

Hoteling

Especially in workplaces that intend to remain somewhat remote, a hoteling system might seem like an appealing option. This keeps desks completely void of personal items and supplies, allowing any on-site employee to sit at any open desk or cubicle. Hoteling has considerable downsides: Employees are often frustrated by the lack of personal expression and consistency.

Benching

This marvel of the modern workplace had its time in high-tech offices and agencies, bleeding into companies worldwide that sought a system that aims to create employee-enforced accountability. Inherently close-quarters benching is not only risky for spreading COVID-19 but is a risky option during regular cold and flu season. Providing more employee privacy in the form of stand-alone workstations or moving to a cubicle-based system can prevent the spread of illnesses and increase employee morale.

Bullpens

Offering less privacy than a cubicle, bullpen-style desking often situates 4 or more workspaces with employees sitting back-to-back. While they're a bit more exposed than a traditional cubicle, the back-to-back configuration is considerably less risky for spreading germs. Avoid using the pathways between bullpens as means of egress and, for particularly tight quarters, consider adding acrylic partitions between employees that sit close together.

Cubicles

Cube, sweet cube. Even though the idea of a "cubicle farm" sounds like a drag, semiprivate cubicles offer a higher degree of employee privacy and a wide variety of options to customize your space. These days, lower partitions can be supplemented with glass stackers on top, allowing for more natural light and a visually open atmosphere that still offers adequate protection from COVID-19, along with some privacy.

Private Offices

A completely sequestered office offers 2 huge benefits: a blissfully quiet workspace and the ability to have private meetings with 1 or 2 people. These intimate meetings are difficult to accommodate during COVID*19, and, in the interest of distancing, it should be advised to use a larger conference area to conduct even small-scale meetings. Alternatively, collaborative portions of desks can be separated by acrylic partitions to create physical barriers for one-on-one meetings.

Meeting Musts

Getting together in one room is becoming more and more commonplace. Preparing your conference rooms should still follow many of the initial return to work guidelines. However, it is possible to start introducing more seating so long as barriers and spacing are maintained. For now, it's best to keep a few conference chairs in storage to ensure that people are not crowding around tables. You can also keep meetings in larger, better-ventilated conference areas whenever possible.

It's more important than ever to make sure conference rooms and touchdown areas are tech-equipped so WFH employees can stay engaged with their on-site counterparts. Seek wall-mounted screens, video cameras, audio equipment, and computer docks that employees with varying degrees of tech skills can use.

See a breakdown of post-COVID-19 conference room best practices and sample layouts to optimize your space.

Better Forever

We picked up a lot of healthy habits throughout the COVID-19 pandemic—some of which we can carry on as ways to live a healthy and productive life at work, home, or work-from-home.

From ways to live a healthier life:

Take Sickness Seriously: Playing it safe and staying home can start with a work-from-home day when you're feeling just a little under the weather, stopping a potentially contagious illness from spreading needlessly. This also decreases spread and speeds up recovery time for ill employees.
Maybe Mask Up: After COVID-19 passes, we can still take a page out of other countries' books and wear a mask during the onset of a cold when you have no choice but to leave the house.
Healthy Hand Hygiene: 20 seconds with soap and water sure beats a quick rinse, and there's no harm in keeping hand sanitizer nearby.

To lessons learned about our working world:

Work-From-Home Works: Employers don't need to be hesitant to trust their employees while operating off-site. The collaborative tools we need to succeed are implemented and at the ready whenever we need them.
Go Remote: More remote positions can be made available so employers can find the perfect fit, even if they're outside a densely populated city center or entirely in a different location.
It's Time for Tech: Workplaces without screens aren't going to cut it anymore. Taking meeting spaces into the 21st century is a great way to foster collaboration, software such as Microsoft Teams can be a game changer, and quick video calls can solve a problem faster than a 15-part email chain. A tech-ready workplace takes the guesswork out of working together and makes space for the important human elements of collaboration.
There Are Many Ways to Work: Some people work better from home, while others need a more structured, on-site approach. We have learned a lot about the tools we need to succeed, giving opportunities to those who have previously struggled with an on-site workday.

When to Relax

A lot has changed since we started talking about a possible return to work in late 2020. Nearly every state has relaxed or eliminated restrictions, businesses of all kinds have started reopening their offices, and, most importantly, we know more about the virus than we once did.

Many of our previous recommendations were based on worst-case scenarios in offices that needed to open their doors while being as safe as possible. While there are numerous best practices to keep up with and many ways to go about a safe return to work, there are new priorities:

Focus on person-to-person interaction in communal spaces. Instead of eliminating interaction, focus on making it easy to stay safe in shared spaces.
Keep cleaning supplies in every area, which will help make disinfecting an easy step throughout the workday without creating too many off-limits areas.
Encourage under-the-weather employees to work from home even if they're at the edge of a cold. Keeping the rest of the on-site staff healthy can foster the return to work process without triggering a mass infection of any type.
Set up outdoor outings to bring staff back together for casual interaction. Outfitting a patio space with durable, weather-resistant furniture can benefit a business for years to come.

Remember HIPAA

A pandemic is still a medical crisis, and peoples' healthcare information is still protected by HIPAA and ethical best practices for Human Resources departments. While asking for an employee's vaccination information is tempting, the employee is not necessarily required to share it. These requirements may differ by state and situation. Ensure that your HR department communicates expectations for medical privacy in a way that legal counsel has vetted. When in doubt, assume the person you're working alongside is unvaccinated and take proper precautions for a safe workspace.

Returning to Work

Tips

Returning to Work: Facilities Management

The COVID-19 pandemic has reshaped the way that we think about the office. We've explored all of the facilities changes that you'll need to retrofit, renovate, or rebuild your various spaces.

Returning to Work: Policies and Procedures

Making a successful return to work is only possible with comprehensive and easy-to-follow policies. Focusing on employee wellness, ease of use, and workplace happiness, our complete guide to building your return to work guidelines has everything you need to consider during this important transition.

The Complete Guide to Furniture Cleaning

Here at NBF, we're serious about keeping things clean around the office. So much so that we've written about it fairly extensively over the years. Now, let's look at some of the most common office furniture materials and how to keep them squeaky clean.

Of course, not all materials can stand up to all solvents. Consult your manufacturer to see if they have specific recommendations for general maintenance, deep cleaning, and disinfecting. New cleaning agents and solvents enter the market constantly, making it more important to be aware of what chemicals do and don't work on different items.

For immediate sanitization and to prevent the further spread of germs, occasional and sporadic use of disinfectants is OK. Don't rely on cleaning wipes or disinfectant sprays as a substitute for routine or deep cleaning, but as a matter of public safety, furniture should always be designed to withstand occasional use.

Solid Surfaces

For desks, file storage, bookcases, and other office mainstays, only a few materials can provide a stylish look that stands up to regular use. Most office furniture is constructed from durable scratch and stain-resistant laminate or veneers that mimic the natural appeal of solid wood. Both materials have their benefits but caring for each material differs dramatically.

Other furniture, such as reception seating or anything in a healthcare setting, will often feature durable materials that can handle more rigorous solvents. These pieces are designed for environments with high levels of human contact or spaces prone to messes and other hazards.

Laminate

Laminate finishes have come a long way over the years. These days, laminate desks are often more popular than their wood or veneer counterparts, thanks to their durability. This finish boasts resistance to heat, scratches, and stains, making it just right for high-traffic areas, spaces that encounter rigorous wear and tear, or offices that need furniture that's built to last.

Warm, soapy water is preferred for cleaning laminate surfaces. Mix a few drops of dish detergent into a bucket of water and go to town. While this almost sounds too easy to be true, laminate is naturally less porous than natural surfaces, making it vital to take care of germs and buildup on the surface. Always rinse with clean water after scrubbing, ensuring that there's no soap residue after cleaning.

Avoid abrasive chemicals, especially bleach and ammonia-based cleaners or those with any sort of grit. These aggressive solvents can change the color of your finish, dulling it with repeated cleanings. While it's the most resilient of furniture finishes, long-term maintenance will help your furniture look great for much longer.

See more details on laminate care here.

Wood Veneer

Veneers combine the many brilliant attributes of both man-made and natural surfaces. These pieces are finished with an extremely thin layer of real wood bonded to a lighter, less expensive wood or manufactured board. This creates furniture with all the natural beauty of solid wood yet is easier to move and costs significantly less overall. Like most natural materials, veneers are easier to damage and require a higher level of maintenance than their laminate counterparts.

It's key to be gentle with wood veneer. Use a microfiber or cotton cloth and, if necessary, highly-diluted mild, soapy water for everyday cleaning. It's tempting to use aerosol furniture polish with its high shine and lovely smell, but these oil- and wax-based cleaners leave harmful residue and buildup on surfaces. As with laminate, avoid harsh cleaners, such as bleach or ammonia, at all costs.

With veneers, the best defense is a good offense. Actively care for your veneer furniture by dusting routinely, actively managing scuffs and scratches with polish, and always using coasters for drinks and mats for hot food. Combined with effective cleaning, this will keep your veneer furniture looking great for years to come.

See more details on wood veneer care here.

Plastics and Man-Made

Not all plastic and plastic-like materials are the same. Manufactured surfaces have differing degrees of porousness and cleanability. In the office or home, it's safe to rely on soap and water as you would with laminate or veneers. You could also use a diluted vinegar mixture for regular washing. Plastics are typically more resilient to common disinfectants and household cleaners, making it easy to use bottled solutions or wipes for a quick cleanup.

Healthcare environments follow a completely different set of rules and regulations when it comes to their man-made materials. The wide variety of materials available, as well as the degrees of solvents used, vary dramatically. In most situations, contact your manufacturer to make sure that your surfaces can be used with the required cleaning agents.

Metal

While its use isn't as common in office environments, some furniture pieces are made from powder-coated metal, stainless steel, aluminum, and chrome-plated elements. While these are often accents or only part of the construction, they still require cleaning and care along the way. Most metal surfaces can be cleaned with the same simple dish detergent and water combination mentioned above, but some have a few more requirements:

Powder coating should never be cleaned with any abrasive cleaning agents or sponges, as this can very easily damage the coating.
Chrome plating will easily show scuffs and scratches, lending itself to nonabrasive cleaners and sponges. Be sure to thoroughly dry the finish to prevent watermarks, and use a clean microfiber cloth (without any additives) in circular motions to bring to a polish.
Brushed aluminum and stainless steel can be easily cleaned with a simple solution of vinegar and water and, as with chrome, should be dried thoroughly to prevent water spots.
Copper, brass, and other decorative metals are often used as hardware or small accents and can usually be cleaned with the same nonabrasive solvents used to clean laminate or wood veneers.

Upholstery

Not all materials are created equal, and that's especially true when evaluating upholstery types. When purchasing furniture, you probably made upholstery decisions based on several factors—durability, cleanability, and style—with varying degrees of quality for each type of upholstery.

There have also been major changes in technology and coatings for all types of upholstery. Especially within the world of fabrics, new coatings and treatments have made specialty textiles available for healthcare environments that would otherwise require a less porous solution. As always, consult the manufacturer to confirm the capabilities of your chosen material. Material care tags will provide the most specific and accurate information for furniture care.

Fabric

Just as you would dust a solid surface, it's wise to always start with vacuuming your seating with a hose or upholstery cleaning attachment to ensure that crumbs, dirt, and other debris won't get in the way of cleaning. Outside of professional deep cleaning, fabric requires minimal day-to-day cleaning beyond vacuuming consistently and wiping down with a mild solution on a damp towel.

You should clean deeper stains immediately. If you don't know the trick for a specific type of stain, start with the basics and work your way up. Begin with a towel or sponge and plain water, using a dabbing (never dragging) motion to soak up as much of the stain as possible. Next, add a bit of dish detergent and continue to dab. For more stubborn stains, move on to a stronger vinegar or alcohol solution and continue to dab. Despite the harsh scent, these usually dissipate after a while, though the area should still be finished with a pat of plain water.

If you're still not seeing the results you want, hit the closet or the laundry room for stain-specific solvents that can get tougher or older blemishes out of your fabric. As best you can, try to patch test these items on an out-of-sight area to ensure they won't rapidly fade the fabric. Avoid bleach at all costs, as it can leave white marks or degrade the fabric quickly.

Mesh

Mesh office chairs offer cooling breathability that's great for stuffy office environments. As a bonus, they're easy to care for. The mesh fibers are usually made from a more durable synthetic material that's highly resistant to staining as long as you clean it regularly. From time to time, vacuum up crumbs and dirt as part of your regular cleaning schedule and run a damp cloth over the mesh to remove any buildup.

Mesh chairs often come with a seat upholstered in a different material, such as fabric, polyurethane, or even leather. Make sure you're using the appropriate cleaning materials on all parts of the chair.

Polyurethane

Often called faux leather when referring to office chairs, polyurethane is a popular choice if you want a fabric that looks great, can mimic any number of textures and is incredibly easy to clean. From your stately executive chair to guest rooms everywhere, a polyurethane alternative can be a stylish alternative to fabrics or more durable (and expensive) materials.

As always, the best easy clean comes from a light soapy mixture on a damp cloth. Along with your other surfaces, dish soap works just fine. Since it's synthetic, you can also rely on other household cleaners, such as a vinegar solution, to clean crevices or creases that catch extra buildup.

While these are great for high-traffic office, reception, and some hospitality environments, there's a degree of porousness that's not well-suited for healthcare or some food service areas that require deeper cleaning due to more hazardous materials.

Vinyl

Not only is vinyl the most durable option, but it's often cost-effective as well. Vinyl comes in a variety of styles and grades to suit a variety of environments. When selecting furniture, be aware of your requirements while selecting an upholstery. Especially when shopping for healthcare furniture, select a vinyl that's designed to stand up to the solvents required for your specialty or institution. Differences in durability can match your needs.

Because of its inherent toughness, you can clean vinyl with any number of solvents. For nonhealthcare environments, choose what best matches your industry. Be sure to wipe down your furniture to eliminate dust and debris before cleaning with a damp cloth and whichever cleaner you choose. After, rinse your vinyl with plain water to remove any excess solvent to ensure your upholstery lasts as long as possible.

See more details about cleaning healthcare furniture here.

Leather

Luxury comes with a price. Leather furniture can be appealing, but it also comes with higher maintenance needs and more complicated processes. Along with that, the higher the grade of leather, the more rigorous your care needs to be. No matter what, use a leather conditioner every so often to provide deeper nourishment between cleanings.

Because of its specific needs, premade leather cleaners contain the necessary cleaning compounds and hydrating compounds to take care of day-to-day care. Patch test the cleaner first and simply spray them on and wipe them off regularly.

For a more home-grown solution, use one part vinegar and two parts linseed oil to form a highly effective cleaning compound. This takes a bit of time, so rub the mixture onto your chair and let it sit until dry, usually over a few hours, before using a clean cloth to rub it in and reach a high shine.

As for stains, use a cotton ball dipped in alcohol in dabbing or circular motions until the stain fades, then be sure to apply leather conditioner so the area doesn't become dried out or cracked from the harsh alcohol solution. Ideally, patch test an out-of-the-way area to ensure the fading isn't too intense. If the stain isn't too deep, begin with a less diluted vinegar solution to see if this gentler method is effective.

See more details on cleaning leather upholstery.

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