Resources

As we flatten the curve and keep stride while working from home, it's time to start looking forward to a successful return to work. To help you through this important transition, NBF has prepared a wealth of resources for your entire office.

Our two-part introduction to returning to work includes these guidelines for Facilities Updates as well as a guide to Policies and Procedures, which you can explore here. See more resources at our Return to Work Essentials page.

In the wake of the COVID-19 pandemic, the workplace found its way home and for months entire offices worked within a variety of home office environments. Upon their return, employees will now encounter a brand-new workplace that looks nothing like the one they left behind.

Going hand-in-hand with new policies and procedures, facility management guidelines are the tangible component that will make proper distancing and employee safety possible. The choices made now might not hold true in the next few months, but as we enter the first phase of our return to work, enforcing strict guidelines is more important than ever.

Whether you're retrofitting your existing office, making sweeping renovations, or building out new construction, NBF is here to help you discover everything you need to successfully get back to business. While creating these guides, writing all-new content, and considering our own challenges ahead, we're driven by core pillars of safety and security in order to best inform facility changes:


Workplace Safety
Altering the physical facilities of the workplace has a direct effect on employee safety and lays the foundation for successful policies and procedures.
 

Ease of Use
The only way to manage workplace safety is if all rules are followed. Well-designed layouts, clear signage, occupancy-specific furniture, and ample supplies make it easy to maintain policies.
 

Inherent Value
At a time when budgets are tight, costly renovations create added monetary strain. There's no price on employee safety, but there are solutions suited for any budget.

SUPERSEDING RULES

It goes without saying, workplace changes are beholden to existing regulations that cannot be broken. Fire codes, building codes, the Americans with Disabilities Act, OSHA regulations, and any other superseding entity will take priority over COVID-related practices.

Be mindful of paths of egress and ensure that any dividers or partitions do not interfere with evacuation plans or disaster preparedness. Equally important, when storing excess and unused furniture, be mindful of the safety of storage spaces and emergency exits.
 

WAYFINDING, DISTANCING, AND SIGNAGE

Navigating the workplace starts the moment an employee walks up to the building and, in the beginning, regulating all intra-office traffic patterns is beneficial for individual health and creates more succinct cleaning targets. After using guidelines from our policies and practices guide, such as creating one-direction hallways or stairwells and occupancy limits for specific rooms, use wayfinding tools to visually represent these rules.

At the time of writing, the CDC recommends a 6' minimum distance between all persons. To create this adequate spacing, no matter what area you're in, use tools to control traffic patterns.
 

DIRECTIONAL FLOOR DECALS

With designs made for various different flooring types, vendors are creating custom decals that can be adhered to the floor on a temporary basis, perfectly defining traffic patterns, showing the appropriate distance in queues, and more. As restrictions are lifted, they're easy to remove with little effort. In a pinch, use gaff tape to create the same effect; this is commonly used on sets due to its easy durability and removability.

POSTED SIGNAGE

Wall mounted or standing signage provides the opportunity to use pre-purchased messages or to print custom guidelines specific to your company. Ensure that the fonts used are easy to read, visual in nature, and don't have too much text. Seek out acrylic or other easy-to-clean surfaces as opposed to taping up paper signage.

GUIDE ROPES

Crowd control ropes with extendable belts are ideal for sectioning off-limits spaces or for denoting adequate distancing. These easy-to-position solutions can be purchased in varying quantities and attached from base to base with ease. Use these to separate hallways or in waiting areas to create new traffic patterns and pathways.
 

CLEANABLE MATERIALS

See our complete guide to cleaning furniture to maintain your existing materials.

As you make purchases for additional furniture, ensure that your pieces are made with non-porous materials designed to stand up to harsh disinfectants. Healthcare-grade furniture, now available in modern and stylish designs, meet these requirements.

LOOK FOR

  • Vinyl Upholstery: Compared with other synthetic materials, such as polyurethane, vinyl is even more durable. While reception seating is often available in vinyl, office seating is typically upholstered with other synthetics.
  • High Pressure Laminate: For desks, conference tables, breakrooms, and any other surface, laminate finishes are easy to clean and high-pressure laminate provides maximum durability and impermeability.
  • Copper and Aluminum: Compared to other surfaces and powder-coated options, the SARS-CoV-2 virus dissipates in hours on exposed copper and aluminum surfaces. While copper is rare in office furniture, aluminum is commonly used in outdoor furniture and some breakroom applications.
  • Antimicrobial Coatings: Most common in healthcare furniture, antimicrobial coatings can be applied to upholstery and other surfaces. These coatings do not kill bacteria, however they are effective at slowing the growth and spread.

AVOID USING

  • Fabric: The most porous material is fabric and, when applied to launderable items, should be cleaned routinely. When used in difficult-to-clean environments, such as on guest chairs or office seating, these are the most difficult to clean upholsteries.
  • Mesh: For office chairs, mesh fabric has the same problems and difficulties as other fabrics, despite its breathability.
  • Leather: Compared to other synthetics, leather is more porous and is even more resistant to other cleaners. To increase the impermeability of leather goods, use liberal coatings of conditioning oils after rigorous cleaning.
  • Wood and Veneers: Wood is significantly more porous than synthetic alternatives and has far more difficulty with rigorous chemical disinfectants. Veneers, in their nature, are extremely thin slices of wood that bear all of the same difficulties.
  • Cardboard and Paper: While not used in furniture construction, these items are present in any office and in furniture packaging. Dispose of all packing materials immediately and avoid using any paper goods in high-touch areas.

Consult the CDC website for the most up-to-date recommendations for cleaning on all materials.
 

ACRYLICS AND DIVIDERS

Often referred to as plexiglass, the use of acrylics is becoming a staple of COVID-19 retrofitting. Companies that have not previously specialized in acrylic partitions have been ramping up design and production to meet our changing needs.

Its desirability comes from total clarity, providing visual person-to-person connection with all of the benefits of a physical barrier. Seek out acrylic partitions for use in every space, going beyond the natural application as barriers on reception desks. Divide conference tables, training areas, breakroom tables, and benched desking using lightweight, movable panels that can be added and removed as necessary.

While there is no official CDC guideline for the height of partitions, it's wise to extend panels beyond the height of employees either sitting or standing, offering as much coverage as possible.
 

TECHNOLOGY

We have recommended that companies maintain online-only meetings, even when staff is in-house, but as rules are relaxed, people will return to conference rooms. It is recommended, and sometimes mandated, that each room's occupancy is lowered, and to bring in parties that are outside of the room, use the same collaborative meeting software to bring in more attendees.

Optimize televisions and screens, stand-alone cameras, microphones, and speakers in all conference spaces and provide adequate training to staff so that these technologies can be used to keep in-person attendance lowered.
 

RECONFIGURE YOUR LAYOUT

Managing the layout of spaces is no small task. Whether you're retrofitting, renovating, or building new construction, creating a post-COVID setup that suits your company is a challenge that goes beyond this guide. NBF is creating and posting in-depth content that relates to each individual space and, as they're released, we're happy to share them with you. Follow our social channels, sign up for our email list, or simply check back to our blog to see our expert-informed ideas.

If you'd like personalized help with reimagining your workspace, call our sales team at 800-558-1010 or find your local sales consultant to get started today.
 

REMOVE EXCESS FURNITURE

The easiest way to eliminate unnecessary gatherings is to make them difficult or impossible. In waiting rooms, remove excess seating and put it in storage for future use, reduce accent tables, and purchase smaller seating that can be spaced apart. Similarly, in conference rooms, reduce the number of chairs around the table and have mixed virtual and in-person meetings to cut down on attendance. Casual seating throughout the office can be replaced with décor or storage to maintain aesthetics while discouraging multi-person gatherings.
 

UNIVERSAL AMENITIES

In communal and private areas that have similar fixtures, universally-beneficial amenities can be ordered in high quantities and placed throughout the office, including:

  • Standing or wall-mounted sanitary wipe and hand sanitizer dispensers
  • PPE dispensers with masks and gloves, made available to employees and visitors
  • Cleaning caddies with area-appropriate cleaners of varying strength
  • Signage to post each space's specific expectations and distancing guidelines
  • Kick-and-pull devices at the base of all doors
  • Trash cans with lids and, preferably, foot-operated mechanisms
     

AREA-SPECIFIC NEEDS

We're constantly building out new and well-informed resources specific to each area of the office. Explore these guides as they're posted by signing up for our mailing list or following our social channels. Each area has unique challenges and some of the specific differentiators include:

RECEPTION

  • Eliminate or store high-touch amenities, such as magazine racks, coffee stations, and literature holders
  • Use plants to fill the gaps between well-spaced chairs and tables
  • Implement a tablet-based sign-in system to replace paper log books
  • Install kick-and-pull devices at the base of vestibule doors or require the use of automatic opening mechanisms
  • See more on our comprehensive guide to reception optimization

EMPLOYEE ENTRANCES

  • Enforce the use of individual key fobs to track who enters the building on each given day
  • Place markings on the walkways so that multiple employees arriving at the same time can be evenly distanced
  • Consider adding a thermal scanner to conduct contactless temperature scans upon arrival
  • Designate specific entrances and exit areas

CONFERENCE

  • Technology-specific cleaners to wipe down screens and peripherals
  • Enhanced technology to have video conferences in order to reduce in-room attendees
  • Well-spaced chairs to provide adequate distancing
  • Use acrylic partitions to add barriers between each seat and down the middle of conference tables

BREAKROOM

  • Food safe disinfectants that are harsh enough to kill viruses
  • Single-use utensils, plates, and pre-package condiments
  • Use laminated tent cards to denote table occupancy limits

SUPPLY AND COPY ROOMS

  • Reduce communal access and designate one employee to manage supplies
  • Limit access to paper goods in particular, as they are some of the most porous
  • Relocate copy machines to open areas to prevent congestion

BATHROOM

  • Provide disposable toilet seat covers
  • Install hands-free soap dispensers, faucets, toilets, and paper towel dispensers
  • Stock an increased supply of disinfecting wipes at each touch point

TRAINING ROOM

  • Use tablet arm chairs to keep workplaces individualized and well-spaced
  • Have all seats facing the same direction; avoid horseshoe configurations
  • Two-person tables are extremely common; reduce occupancy to one per-table

MOTHER'S ROOMS

  • To protect the health of new mothers, increase cleaning measures in these spaces
  • Increase the potency of provided cleaning equipment
  • Ensure that furniture choices have healthcare-grade materials to accommodate tougher solvents

HALLWAYS AND OPEN SPACES

  • Use crowd control ropes to keep paths separated
  • Enforce one-way hallways and stairwells with floor decals or gaff tape
  • Remove casual seating or other informal gathering areas
     

DESKING TYPES

PRIVATE OFFICES

Private offices are the most secluded spaces, designed for one person, and for the most part these simply require prohibiting guests and encouraging employees to keep their doors closed and workstations disinfected.

CUBICLES

Cubicles offer more privacy than a completely open office, yet their close proximity poses issues. Adequately mark off a six-foot radius from where the employee sits using decals or tape on the ground and, when possible, situate employees in an every-other-cube configuration. For panels, ensure that their height is adequate. While there is no CDC guideline, we recommend 6' high panels either purchased at this size or retrofitted to add additional height.

BULLPENS

Offering a less privacy than a cubicle, bullpen-style desking often situates four workspaces with employees sitting back-to-back. For small spaces, restrict the number of employees in the area and place moveable room dividers in the open spaces to create a cubicle-like arrangement. Discourage others from using the center of these bullpen spaces as aisles and walkways.

BENCHING

Common in startups and highly modern offices, benching is the true open office layout. Naturally, these spaces are the most troublesome in a post-COVID workplace. Significantly reduce the number of employees in the area and separate all workstations with temporary partitions or privacy panels on all sides. This is a great application for acrylic panels, as they maintain the high level of visibility and aesthetics of the space.
 

LOOK TOWARDS THE FUTURE

No matter what comes next, more changes are on the way. While investing in facility upgrades, be mindful of what the next phase might look like. Purchase pieces that have multiple functions and items that can be repurposed down the line. Mobile solutions and lightweight designs can be reconfigured as occupancy restrictions are lightened and heavier-duty permanent fixtures can ensure that their use will extend beyond immediate disaster mitigation.
 

SEEK PROFESSIONAL HELP

Many of the above practices have further steps, some of which include physical labor or complicated designs. Don't hesitate to reach out to National Business Furniture in any way, either by your local rep or by phone at 800-558-1010, for design help, sales inquiries, and product recommendations. From there we can help coordinate assistance from a local installer to build and install any new furniture. In your locale, vet contractors for help with moving cubicles or maneuvering large items. We've all been weathering this storm as one and, together, we can all make our way back to work a success.

Returning to Work
Tips

More From NBF

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.

 

Trusted Resources for COVID-19

When you're gathering information about COVID-19, make sure you're seeking out vetted resources that come from trusted authorities and agencies. We've compiled a list of the organizations that we have used to aggregate and share our recommendations and policies.

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Sam Pekarske

Sam Pekarske is a commercial and creative copywriter, lending a voice to National Business Furniture's products and resources one pun at a time.