Post-Pandemic Preparing for Our Return to the Office June 2020

Post-Pandemic Preparing for our Return to the Office

June 2020

SOM RETURN TO OFFICE PLAN | 1 There is no doubt that the coronavirus pandemic will have a lasting impact on the daily routines we once took for granted. As creative professionals, we have been able to maintain our productivity during the pandemic—we’ve started new projects, presented ideas, and met our deadlines, all without leaving home. Some have even asked if “the office” is dead, just another relic of a pre-digital era waiting to be shed.

Rather than making the traditional notion of the office obsolete, this experience has reinforced our belief in the necessity of a shared workspace. We choose to come together for the many benefits it brings: human contact, intentional meeting, collective experience, and the soul-satisfying energy you just can’t get from a screen.

The evolution of the workplace—as a choice, an identity, and a mindset—brings new possibilities and new challenges. As cities begin to reopen during the next phase of the pandemic, returning our shared spaces will require patience, determination, and careful planning. Working as a collaborative and international team, and dedicated to the belief that we are more than just the sum of our parts, we have sought to develop strategies that reestablish our ability to convene safely and in a way that will enhance our work going forward. We are sharing our research and thoughts from this process, knowing that might serve as a resource for other design firms, our business partners, and our broader community.

SOM RETURN TO OFFICE PLAN | 2 Contents

Overview 04 Our Survey 08 Phased Return 13 Preparing Our Office Spaces + Buildings 15 Case Study: Changes to our Offices 21 Workstations 28 Collaboration Spaces 32 Assigning Seats 39 Keeping our Community Safe at the Office 42 Keeping our Business Partners Safe 49 and our Construction Sites Open 1

OVERVIEW

With the outbreak of COVID-19, we quickly transi-tioned our global operations—more than 1,200 staff working in 10 offices around the world—to a work-from-home mode.

Now, as cities around the world begin to reopen, we have a plan in place for a safe and gradual return to our offices. What do we already know and what are the questions we are looking to answer? With the current pandemic in mind, how can we better prepare ourselves and our physical spaces for the future?

SOM RETURN TO OFFICE PLAN | 4 Our Goals

Our expert teams mobilized into six workstreams to carefully research, strategize and develop a plan for each major aspect of our return to the office. This presentation provides an over-view of key findings and action items from our internal workstreams:

Workstreams Workforce Structure/Phasing Health Guidelines/Testing/Supplies Base Building and Operations Guideline Office Space Preparations Construction Site/Co-Location Guidelines Coordination and Roll-out

Goals Create a Safe Environment for Return Align a Coordinated Response Allocate Resources Efficiently Communicate for Confidence Improve Staff Productivity Elevate Resilience to Next Level Manage and Minimize Risk Promote Business Continuity

SOM RETURN TO OFFICE PLAN | 5 CDC General Quarantine Guidelines

Each individual situation will be assessed to determine if a quarantine is necessary

For More Information however quarantine will be required if: https://www.cdc.gov/ coronavirus/2019-ncov/hcp/ disposition-in-home-patients.html

People with suspected May discontinue isolation when at least 3 days COVID-19 but have not (72 hours) have passed since recovery defined as been tested resolution of fever without the use of fever-reducing medications and Improvement in respiratory symptoms (e.g., cough, shortness of breath); and, New CDC guidance is 10 days have passed since first symptoms

People who have tested May discontinue isolation when at least 7 days have positive for COVID-19 passed since the resolution of fever without the use of fever-reducing medications and improvement in respiratory symptoms (e.g., cough, shortness of breath), and Negative results of an FDA Emergen- cy Use Authorized COVID-19 molecular assay for detection of SARS-CoV-2 RNA from at least two consecutive respiratory specimens collected ≥24 hours apart (total of two negative specimens) For 3 days following discontinuation of isolation, these persons should continue to limit contact (stay 6 feet away from others) and limit potential of dispersal of respiratory secretions by wearing a covering for their nose and mouth whenever they are in settings where other persons are present.

Returning from 14 days symptom free. If symptoms present, high-risk area see above.

SOM RETURN TO OFFICE PLAN | 6 COVID-19 Facts How to Catch a Germ

Diameter of a human hair

SARS-CoV-2 particle

Understanding the Spread of Particles

200,000000 200 SARS-CoV-2 particles released during one sneeze SARS-CoV-2 particles per minute released during talking

20 95% SARS-CoV-2 particles per minute Reduction in particle transmission released during breathing wearing an N-95 mask while talking 2

OUR SURVEY

At SOM, we listen before we act. We conducted an internal study across all our offices to better understand our collective work from home experiences, challenges and concerns. These insights are crucial to our decision making process.

SOM RETURN TO OFFICE PLAN | 8 Our Survey Listening Before Acting

Working from Home Satisfaction

400 379 (42%)

305 (34%) 300 34% of those surveyed find 179 (20%) 200 working from home to be very satisfying.

100

26 (3%) 3 (0%) 0 Very Somewhat Neutral Somewhat Very Dissatised Dissatised Satised Satised

Far Less Productive

Productivity Slightly Less Productive More Productive 18% 27% 80% of those surveyed felt as productive or more productive when working from home.

53%

As Productive Our Survey Listening Before Acting

Benefits of Working from Home 35% 400 of those surveyed cited they favored no commute 311 (35%) 300

200 162 (18%) 133 (15%) 118 (13%)

100 67 (8%) 55 46

0 No Commute Focused Cost Savings More Time Increased Ability to Other Productivity with Loved Ones Flexibility Customize Environment

Challenges of Working from Home 400 31% 300 277 (31%) felt work/life balance is more difficult to manage

200 when working from home. 156 (17%) 137 (15%) 97 (11%) 100 71 (8%) 57 (6%) 55 (6%) 40 (4%)

0 Work/Life Lack of Social Collaboration/ Hardware/ Physical Work Keeping a Too Many Other Balance Interaction Communication Internet Space Regular Distractions Schedule at Home Our Survey Comfort in Returning on Day 1

Comfort in Returning on Day 1 Comfortable

16%

Not Comfortable 44% 44% of those surveyed felt they would not be comfortable returning on day one. 40%

Somewhat Comfortable

Benefits of Returning to the Office

400

300

200

100

Increased Increased More Ecient Change in Scenery Access to In-Person Separation of Workow from the WFH Physical Materials Engagement Work/Peronal Life Environment in the Oce

SOM PHASE 2 | 11 Our Survey

85% of our colleagues completed the survey. Some common themes emerged:

Concerns • Public Transit/Commuting (Safety + costs) • Child Care (availability + Costs) • Safety/social distancing in office/building

Suggestions • Clear and frequent communication on RTO plan and protocols • Make flex-place working permanent • Consider keeping those with vulnerable conditions or those that care for family with vulnerable conditions working from home • Ensure sufficient bike storage • Provide SOM WFH equipment to all employees • Provide an office shuttle (in lieu of public transport)

SOM RETURN TO OFFICE PLAN | 12 3

PHASED RETURN

Inspired by the CDC’s phased reopening plan, SOM has developed a phased return plan that is carefully tailored to address the needs and concerns of our colleagues. SOM’s return to office in early phases will be on a voluntary basis.

SOM RETURN TO OFFICE PLAN | 13 Phased Return

# in Essential Non- Essential Staff Return/ Office Enclosed Phase Phase Desc. Key Indicators Technical Staff Technical Staff Scheduling Occupancy Space Meetings Social Distancing Visitors Travel Ban Vulnerable Staff PPE

1 Voluntary + Local Shelter Orders Operations, Direct Access Users Those considered critical <10% 5 Max No physical meeting or Proper 6 feet social No office visitors, tours, Ban on Non-Essential Continue WFH Face coverings required Lifted in phases. The rate Office of Technology to the office operations socializing/lunch gatherings, distancing required at all vendors or clients visits Trave l in office as required Essential Task of infection among those (OT) are first to return use Zoom times per local or regional Completion tested, the number of government guidelines patients admitted to the hospital, and the number of patients needing ICU beds is stable or declining.

2A 25% The rate of infection Operations, OT Direct Access Increase office staff <25% 10 Max Review protocols for physical Proper 6 feet social Review protocols for Review Advisories, Continue WFH/Flex Face coverings required among those tested and Users,Model Shop, with shifts and flexible meetings and general use of distancing required at all Capacity client visits. No other consider Essential Travel Schedules (inc st w/ in office as required the number of patients Materials (TBC by schedules to avoid rush social areas, allow smaller times external visitors. long commutes or per local or regional admitted to the hospital Directors) hour travel and capacity internal meetings with vulnerabilities government guidelines continues to decline issues in the office proper social distancing in conference room, continue to use Zoom

2B 50% Operations, OT, Direct Access 25%-50% Administration Users,Model Shop, Capacity Materials (TBC by Directors)

3 75% The rate of infection Operations, OT, Direct Access Users,, Increase office staff <75% 25 max Physical meetings Proper 6 feet social Client visits permitted Remove travel ban for Continue to WFH/Flex Face coverings required among those tested and Administration Model Shop, Materials with shifts and flexible allowed including general distancing required at all essential business travel Schedules in office as required Capacity the number of patients (TBC by Directors) schedules to avoid rush socialization, client visits times per local or regional admitted to the hospital hour travel and capacity permitted. High levels of government guidelines continues to decline issues in the office office cleaning and personal hygiene protocols.

4 100% Vaccine or highly All Staff All Staff Staff return with flex up to 100% N/A Physical meetings N/A All visitors permitted No travel ban Staff return with flex N/A effective treatment schedule/flex place as allowed including general schedule/flex place as Capacity widely available or the option socialization, client visits option elimination of any new permitted. High levels of cases over a sustained office cleaning and personal period hygiene protocols.

SOM PHASE 2 | 14 4

PREPARING OUR OFFICE BUILDINGS + SPACES

The first point of contact is the office building itself. What are some of the most important considerations to keep in mind and how do we move safely through common areas used by all of us?

SOM RETURN TO OFFICE PLAN | 15 Safety Enhancements for Office Buildings

Lobby 1. Provide sanitizing station at loading dock, lobby, and where required. 2. Minimize time spent in public spaces. 3. Consider infrared detection for high body temperature 4. Consider antimicrobial door mat at building entry 5. Provide low/no touch operations 6. Consider one way traffic utilizing two doors, one for enter, the other for exit.

Elevator + Stairs Elevators

1. Provide markings in waiting area 2. Program the elevator system to minimize the riders in elevators 3. Not more than two per elevator 4. Turn on elevator lift ventilation fan 5. No touch access where possible 6. Consider over-weighted alarm when number of people in elevator is exceeded

Stairs

1. Turn on stairwell pressurization fan, if possible 2. Encourage tenants to take stairs with social distances, where possible 3. If there are 2 stairs, consider one way traffic, one up, the other one down.

Common Spaces 1. Close common areas for Phase 1 and 2 2. Where multiple tenants share an atrium, talk to all tenants prior to occupancy and Corridors for similar HVAC system strategies or other measures that will required all tenants to work together. 3. Office should be pressurized relative to corridor 4. Consider one way traffic, where possible 5. Follow “Base Building Systems” Guidelines

SOM RETURN TO OFFICE PLAN | 16 Safety Enhancements for Building Systems

1. Air Treatment

• Provide 100%, or, maximum outside air to air handling units, where possible • Provide enhanced filter rating, minimum MERV 13, prefer 14 or HEPA • Consider to provide UVc light behind AHU cooling coil, in ductwork, or upper room • Open window when outside air is appropriate (thermal and air quality) • Run system additional 2 hours prior and after occupancy

2. Plumbing

• Make sure all P traps, Floor drain, etc. have water

3. Exhaust

• Toilet exhaust on 24/7 • Other exhaust on during normal operation • Continue regular maintenance of the building, including filter changes

4. The cooling coil and other air handling equipment may contain SARS-coV2 inside. Consider PPE when opening the AHU or change filter etc.

5. Advise base building to be in positive air pressure to outside

6. Run the system 2 hours before and after occupancy

SOM RETURN TO OFFICE PLAN | 17 Office Operations Action Items

1 Establish essential COVID-19 supplies at each office to accommodate needs by phase.

2 Align phased return guidelines for Office Operations, defining services and events that can happen per phase.

3 Mailroom guidelines; prioritize and sanitize essential mail, leave remaining mail in a hot box for a week, no personal packages for staff.

4 Establish a ticketing system for office requests, no self service for office items, O/S wear high level of PPE.

5 Cross-train personnel to perform essential functions so that buildings can operate if key staff members are absent.

6 Discourage workers from using other workers’ phones, desks, offices, or other work tools and equipment, when possible.

7 Use existing security systems to track staff visits to office.

8 Engage with current landlord janitorial staff to increase cleaning program by phase.

9 Partner with ARC to manage ARC’s printers, must comply with SOM’s COVID-19 Plan and Hygiene requirements.

SOM RETURN TO OFFICE PLAN | 18 Phased Office Operations

Essential Non- Essential Clients in Hospitality External Social Office Technical Technical Staff/Visitor Office/Use of in Office/ Events-First Hydration Managed COVID-19 Distancing for Receiving Cleaning Phase Phase Desc. Staff Staff Tracking Meeting and Catering Thursday, Tea + Coffee Stations Printing Model Shops Signage Restrooms Shipments Schedule

1 Voluntary + Operations, Direct Access Ye s No No No No Ye s No Maybe Ye s Ye s Ye s High touch, Essential Task OT Users Hourly Completion

2A 25% Capacity* Operations, Direct Access Ye s No No No No Ye s Maybe Maybe Ye s Ye s Ye s High touch, OT Users,Model Hourly Shop, Materials (TBC by Directors)

2B 50% Capacity Operations, Direct Access OT, Users, Administration Model Shop, Materials (TBC by Directors)

3 75% Capacity Operations, OT, Direct Access Ye s Maybe Maybe Maybe Ye s Ye s Ye s Ye s Ye s No Ye s High touch, Administration Users,, Hourly Model Shop, Materials (TBC by Directors)

4 100% Capacity All Staff All Staff No Ye s Ye s Ye s Ye s Ye s Ye s Ye s No No Ye s Normal

SOM PHASE 2 | 19 Preparing for SOM Phases 1-3 (CDC Phase 1 and 2)

Arrival Timed arrival and departures scheduled to stagger wait times Hand sanitizers readily available Taped spacing at elevator lobby for departures

Circulation “One Way” directional arrows indicated for primary circulation Secondary circulation within the workstation area is minimized Fire stairs or internal stairs identified as “One Way” circulation

Workplace 6’-0” Workstation seat spacing is deployed Single work team “A” occupy the space Placemat alerts used at non-occupied workstations Consideration of additional furniture panels to divide space

Common Areas Meetings rooms are utilized as single person workstations Restrooms limited to number of occupants Printing & copy areas limited to one person at a time Large lounge areas indicated as “closed” or “roped off” Hand sanitizers at restrooms, pantries, copiers and printers

Operational Increased air circulation or interval cleaning of HVAC systems Daily cleaning of workstation areas Considerations Further discussions: face mask requirements, food deliveries, use of refrigerators, beverage access, (Coffee, Tea, Water), office cleaning procedures

SOM RETURN TO OFFICE PLAN | 20 5

CASE STUDY: CHANGES TO OUR OFFICES

It is evident that our actual work spaces will need to be adapted to our new reality. What does this mean and how do we stay apart yet connected? Case Study Our Offices

Our first step was to identify the various areas within our office that all of us use on

Legend a daily basis.

1. Elevator Lobby 2. Entrance + Reception 3. Circulation Spaces 4. Workstations 5. Collaboration Spaces 6. Communal Spaces 7. Meeting Spaces 8. Toilets 9. Pantries Case Study Elevator Lobby

Key Guidelines Starting with elevator lobbies, daily use will 1. Staggered hours for use; don’t stay late have to be changed to respond to a host of 2. Lobby doors held open during business hours considerations upon return. 3. Directional travel and social distance markers/queuing guides

4. Elevator buttons cleaned consistently

SOM RETURN TO OFFICE PLAN | 23 Case Study Entrance + Reception

Key Guidelines The office entrance and reception area are 1. Signage explaining policies 2. Sanitizing station + trash bin the first line of defense. Information and 3. Product distribution: placemats, gloves, masks guidelines for safe use of the office need to 4. Safe distance from be communicated clearly here. receptionist

SOM RETURN TO OFFICE PLAN | 24 Case Study Circulation Spaces

Primary Circulation Understanding and redefining traffic flows Secondary Circulation will enable us to safely move through the Information/Procedure Point

Restricted Area office throughout the work day. Clear way- finding guidelines are key to enhancing safety in the office.

SOM RETURN TO OFFICE PLAN | 25 Case Study Circulation Spaces

General Guidelines Key measures to enhance safety include 1. Designate and signpost the direction of foot-traffic in main circulation paths: one-way circulation in corridors, stairs, corridors, stairs, entries. and entry areas, and reduced movement 2. Consider one-way circulation routes through the between office floors. workplace.

3. Mark increments of 6’ separation distance on floors where queues could form.

4. Communicate safety guidelines at decision making points.

SOM RETURN TO OFFICE PLAN | 26 Case Study Workstations

Key Guidelines Safe and Comfortable work environments 1. Avoid sharing of desks unless strict cleaning protocols are created by vigilant workstation management. in place.

2. Define cleaning protocols for staff & employees.

3. Consider not activating sit- stand function.

4. Evaluate implementing dividers for enhanced protection.

5. Utilize paper “placemats” to minimize contact with surfaces and identify active seats.

6. Utilize booking platform to allocate seating.

SOM RETURN TO OFFICE PLAN | 27 6

WORKSTATIONS

Changes to our workspaces are inevitable —our designers and engineers need more individual space, with distance from others. How different will our new conditions be and how can open offices respond?

SOM RETURN TO OFFICE PLAN | 28 Workstations Phase 2A: 27% Occupancy

In the early phases of RTO, all seats will be assigned and dispersed to maintain reduced capacity and safe social distancing.

Occupancy

44 Workstations

14 Offices

57 Simultaneous Occupants 27% Occupancy (206 Seats on Floor)

Team A Configuration Team B Configuration Workstations Phase 2B: 44% Occupancy

Key Guidelines As capacity increases gradually, more zones

1. Utilize alternate desk arrangement based on 6’ of the office will be used to continue social separation. distancing practices. We will also stagger 2. Designate seating around employee shift rotations. days and hours in the office for staff to keep 3. Specify seat assignments for employees to ensure occupancy low. minimum separation distances. (bookable desks)

Occupancy

44 Workstations

24 Collaboration Tables

24 Offices/Conference Rooms

92 Simultaneous Occupants 44% Occupancy (206 Seats on Floor)

Team A Configuration Team B Configuration

SOM RETURN TO OFFICE PLAN | 30 Workstations Phase 3: 72% Occpancy

Key Guidelines Moving into later phases with further in-

1. Utilize alternate desk arrangement based on 6’ creased occupancy, we will make use of separation. common areas for additional assigned 2. Allocate seating around employee “shifts” workspaces for staff to maintain distance 3. Specify seat assignments for employees to ensure from other colleagues. minimum separation distances. (bookable desks)

Occupancy

93 Workstations

24 Collaboration Tables

32 Offices/Conference Rooms

149 Simultaneous Occupants 72% Occupancy (206 Seats on Floor)

Team A Configuration Team B Configuration

SOM RETURN TO OFFICE PLAN | 31 7

COLLABORATION SPACES

We have to think about shared spaces differently, with some adapted for individual working. How can people meet and collaborate safely? Can our amenity spaces continue to foster wellbeing?

SOM RETURN TO OFFICE PLAN | 32 Communal Spaces

Key Guidelines Communal spaces will be repurposed for 1. Decommission and re-purpose large gathering spaces for invidual working, and reorganized with some individual mobile workers. 2. Reduce capacity of seating furniture temporarily removed to create such as removing chairs.

3. Cordon off unused furniture. more space.

SOM RETURN TO OFFICE PLAN | 33 Meeting Spaces

Key Guidelines Most enclosed meeting spaces will be dedi- 1. Prohibit in-person meetings with external guests in early cated to individual assigned workspaces, phases. 2. Prohibit shared use of rooms and larger meeting spaces will be available under 500 sf, convert to single use occupancy only. for meetings with a small number of people. 3. Reduce capacity of spaces—e.g., remove some chairs from large meeting rooms

4. Communicate maximum capacity

Team A Team B Toilets

Restrooms are a touch-free, sanitized environment with controlled density.

Key Guidelines

1. Reduce use of commonly touched surfaces (door handles, faucets, etc).

2. Limit number of people using the space through reduced number of available fixtures, occupancy sensors & indicators

3. Provide ample circulation space.

4. Provide strategically placed hand sanitizers & trash bins

5. Consider adding distance markers.

Recommended Interventions

1. Occupancy Indicator 2. Occupancy Indicator

SOM RETURN TO OFFICE PLAN | 35 Pantries

General Guidelines Pantries will initially be closed and open 1. Directional travel with floor markings. in later phases, with nearby table spaces 2. Hand sanitizer and frequent cleaning provided. reserved for individual working. 3. Consider frequency of refrigerator cleanout with operations committee.

4. Consider disposable cups to limit contact and dishwashing.

SOM RETURN TO OFFICE PLAN | 36 Materials Library

General Guidelines

1. Limited access to materials library staff only; one staff member in attendance.

2. Controlled entrance/exit

Controlled Access

SOM RETURN TO OFFICE PLAN | 37 Model Shop

General Guidelines

1. Limited access to model shop staff only; one staff member in attendance

2. Controlled entrance/exit

Controlled Access

SOM RETURN TO OFFICE PLAN | 38 8

ASSIGNING SEATS

Everyone needs a dedicated workspace to get their work done. As capacity gradually increases during our phased return to the office, our seat assignments must respond to fluctuations in the number of people in the office.

SOM RETURN TO OFFICE PLAN | 39 How to Manage Seats OfficeSpace (Facilities Management Software)

With the help of our workstation management software, OfficeSpace, we’ll assign seats to staff, with the ability to rotate by day or hour to allow different groups of people to work throughout the week.

OfficeSpace

SOM RETURN TO OFFICE PLAN | 40 How to Manage Seats OfficeSpace (Facilities Management Software)

Staggered Schedules

1. Mon/Tue/Wed/Thu 2. MFW/TT 3. Team A/Team B

Bookable

1. Self-book own desk 2. Self-book flex-desk

Combo

Selfbook own desk with staggered schedules

SOM RETURN TO OFFICE PLAN | 41 9

KEEPING OUR COMMUNITY SAFE AT THE OFFICE

Cleaning practices and safety protocols are more important than ever. We analyzed everything from our cleaning regimen to informational signage and how to commute safely.

SOM RETURN TO OFFICE PLAN | 42 Keeping the Germs Away

Maintaining a healthy workplace means every surface, particularly high-touch zones and ob- jects, needs routine cleaning.

Office

Countertops Before work, after lunch

Tables Before work

Workstations/Desks Before work, end of day

Keyboards Before work, end of day

Pantries* Every hour

Building

Light Switches Before work, after lunch

Door Knobs/Handles Every hour

Security Readers Before work, after lunch

Sinks and Faucets Every hour

Elevator Buttons Every hour

Elevator Handrails Every hour

Toilets Every two hours

*Closed in early phases

SOM RETURN TO OFFICE PLAN | 43 Commuting Guidelines

1 During travel to the office, a personal mask or face covering should be worn whenever a distance of 6 ft. cannot be maintained from other individuals.

2 Travel in isolation, where possible.

3 Personal mode of transport is preferred e.g. walking, biking, car, etc.

4 If taking public transportation (taxi, buses, ferry, trains, subways, etc.):

• Travel with minimal passengers if possible • Minimize interaction • Travel off hours • Avoid direct contact with other passengers, drivers and transport staff • Maintain at least 6 ft. of social distance especially if there are strong air movement in the vehicle • Lower window of the vehicle to promote more natural ventilation, if possible

5 If possible, avoid touching frequently used surfaces (subway poles, railings, etc.)

SOM RETURN TO OFFICE PLAN | 44 Hygiene Guidelines

Entering 1. Allow distance after others before using a revolving door. 2. Use hand sanitizer dispensers provided in the lobby as soon as you enter the Building the building. 3. Buildings currently putting protocols in place. Employees may be asked or required to review or complete a check of symptoms at home before leaving for the office. If symptoms are present, employee should notify HR and manager and stay home to rest.

4. Follow guidelines for Elevator max capacity. 5. If possible, use something other than your hands to press the floor button. (tissue paper, elbow, corner of a notebook, etc.)

Entering 1. SOM will provide one mask per day/per person for employees who come into the office. the Office • Masks will be provided at reception and must be worn at all times. • Continue to wear your mask in public places whenever you leave the office. • You must clean your hands every time you get off the elevator. • Wash your hands thoroughly with soap and water for at least 20 seconds, OR • Use an alcohol-based hand sanitizer that contains at least 60% alcohol. • A motion activated hand sanitizer dispenser will be located at each elevator bank and throughout the office.

2. Before starting to work, clean and disinfect the frequently-touched surfaces at your desk, such as keyboards and tabletops, and cellphones.

• Wipes will be provided at sanitizing stations throughout the office.

SOM RETURN TO OFFICE PLAN | 45 Hygiene Guidelines

LET’S STAY LET’S STAY LET’S STAY

In-office Hygiene Signage HEALTHY HEALTHY HEALTHY and Reminders TOGETHER TOGETHER TOGETHER ENTERING ENTERING WHILE IN THE BUILDING THE OFFICE THE OFFICE

Prevention Self-Care Prevention Self-Care Prevention Self-Care

Wash your hands with Get plenty of rest. Wash your hands with Get plenty of rest. Wash your hands with Get plenty of rest. antibacterial soap and hot antibacterial soap and hot antibacterial soap and hot water often. Drink lots of fluids to prevent water often. Drink lots of fluids to prevent water often. Drink lots of fluids to prevent dehydration. dehydration. dehydration. Cover your mouth and nose Cover your mouth and nose Cover your mouth and nose with either your flexed elbow Use a humidifier to ease breathing. with either your flexed elbow Use a humidifier to ease breathing. with either your flexed elbow Use a humidifier to ease breathing. or a tissue when coughing or a tissue when coughing or a tissue when coughing Speak with your doctor about Speak with your doctor about Speak with your doctor about or sneezing. or sneezing. or sneezing. how to reduce the duration and how to reduce the duration and how to reduce the duration and Clean frequently touched complications of illness. Clean frequently touched complications of illness. Clean frequently touched complications of illness. surfaces, such as phones and surfaces, such as phones and surfaces, such as phones and Follow up with your doctor if your Follow up with your doctor if your Follow up with your doctor if your keyboards, with antibacterial keyboards, with antibacterial keyboards, with antibacterial symptoms worsen or require symptoms worsen or require symptoms worsen or require wipes. wipes. wipes. emergency care. emergency care. emergency care. Stay home when you’re sick – we Stay home when you’re sick – we Stay home when you’re sick – we want you to recover as quickly want you to recover as quickly want you to recover as quickly as possible. as possible. as possible.

Seek medical attention if you Seek medical attention if you Seek medical attention if you have a fever, cough or have a fever, cough or have a fever, cough or difficulty breathing. difficulty breathing. difficulty breathing.

Always consider getting an Always consider getting an Always consider getting an annual flu vaccine. annual flu vaccine. annual flu vaccine.

In the Office 1. Maintain social distancing (6 ft). 2. Avoid any physical contact including hand shaking with your colleagues and clients. 3. Wash or sanitize your hands frequently, especially: • After coughing or sneezing (catch a cough or sneeze in a tissue) • When using the restrooms • After you handle items from the refrigerator • After making contact with a “high touch”, commonly used surface Examples: door knobs, elevator buttons, sink faucets, etc. 4. Use stairs where possible and maintain physical separation. 5. Minimize time spent in lobby or other public places. 6. Avoid using the equipment of other employees such as phones, desks, work tools, etc. 7. No more than 5 people should occupy an enclosed space at one time (i.e. conference rooms, restrooms, etc) for Phase 1. 8. Avoid touching your eyes, face, mouth, and nose.

SOM RETURN TO OFFICE PLAN | 46 What To Do If An Employee Tests Positive For COVID-19

HR communicates HR communicates Employee noties with internal and with Public HR with negative external parties Health Ocials test result

HR collects contact Local Leadership tracing information, decides when to incl. daily oce log re-open oce

Employee noties Local Leadership HR noties local Decision commu- HR with positive noties Global leadership nicated to close test result Leadership oce

Oce Manager Oce Manager coordinates san- noties building itization cleaning

We Respect Privacy

• Employee’s identity to remain confidential to Human Resources team • No other SOM employees to be informed of employee’s identity

We Are Transparent

• Human Resources notifies internal SOM employees • Human Resources notifies external parties via email

SOM RETURN TO OFFICE PLAN | 47 Additional Ideas to Consider Before Returning to the Office

With many unknowns, we’re planning ahead and considering adaptations and additions to our RTO plan.

Work Schedule

• Staggered arrival/departure times/shifts • Flexible schedule with core hours • Voluntary part time schedule

Work Place

• WFH Full Time • Cohorts approach - assigned teams move in and out of office, no team crossover • Variations in workday length and/or specific work days/WFH weeks

Ideas for the Future

• Commuter benefits • Bike share program, parking for carpool shares • PPE Policy - HR will set policy and Operations will procure supplies • Prolonged WFH Expenses/Ergonomics • Supervisor Training - Managing the new normal • Staff Training - How to use the office • Communication and Strategy for advancing and retreating between phases

SOM RETURN TO OFFICE PLAN | 48 10

KEEPING OUR BUSINESS PARTNERS SAFE AND OUR CONSTRUCTION SITES OPEN

As construction sites are opening up, the safety and well-being of our colleagues and business partners continues to be our top priority. While many site visits can happen virtually – we know that physical presence may be necessary for some projects. If a physical site visit is the only way forward, we have developed a set of guidelines and practices to keep people safe and our construction sites open.

SOM RETURN TO OFFICE PLAN | 49 Flow Chart to Determine Visitation to Site/Factory

Construction External Factors Internal Factors Phase Services

Contractor’s Site Safety Policies Site Visits Allowed Individual Employee Project Partner conrmed to meet or Follow COVID-19 Construction Circumstances allow for Approval of on-site YES exceed SOM’s YES YES YES Construction Activities Alllowed Construction Site Visits Construction Visit COVID-19 Construction Site Guidelines Regional Site Guidelines Government

Jurisdiction NO NO NO

and

Project Contractor Site Visit and Owner NO NOT ALLOWED Follow SOM’s Remote Construction Phase Services Procedures

Reassess on Regular Basis

SOM RETURN TO OFFICE PLAN | 50 Site Safety Responsibilities

For all Construction Sites that Require Visits, we Request that the Owner/Contractor Follow these Site Safety Responsibilities

Owner, Contractor or Construction Manager (CM) to publish a Construction Site Safety Plan outlining their strategy for the following:

• Maintaining social distancing of all occupants of the Site. • A site plan illustrating how movement is planned to maintain a 2m (6’) separation of Construction Site occupants as well as key locations for COVID-19 measures (hand washing stations). These areas should also be clearly marked and easily identifiable on the Site. • Regime for regular disinfection of frequently touched surfaces. • Criteria for Personal Protective Equipment (PPE) • Posting of rules and contact details for responsible site personnel.

SOM Site Safety Responsibilities

• SOM project leaders must confirm the minimum Jurisdictional requirements are incorporated into the Construction Site Safety Plans before authorizing SOM employees to access a Construction Site. • Individuals should not feel the need or obligation to visit the Site and are encouraged to employ their professional judgment and consider their personal circumstances. • Individuals to notify the SOM Project Leaders if they are unable to travel to site for the concern to be communicated to the Owner, Contractor or CM and alternatives discussed to fulfill SOM’s contractual obligations. • Only after review of the Construction Site Safety Plans and other relevant protocols by both the SOM Project Leaders and team members that the visit will be safe and conforms to the mandatory SOM requirements, will SOM employees be permitted to visit a Construction Site.

SOM RETURN TO OFFICE PLAN | 51 Meeting Safety Responsibilities

Remote Meetings

• All meetings should be conducted via video/conference calls. • Set up an Initial Owner/Architect/Contractor (OAC) meeting to get agreement on the procedure for remote CPS services. • Follow up with regular remote meetings to review construction progress.

Owner/Contractor Site Meeting Responsibilities

• Only necessary participants should attend meetings or site visits on the Construction Site. • Prior to leaving your home, verify the meeting details with Organizer. • Meetings should be held in areas where attendees can be spaced a minimum of 2m (6’) apart from one another within a well-ventilated area with fresh air circulation. All meetings should include ready access to hand sanitizing products • Attendance at meetings should be communicated verbally and the organizer will sign in each attendee. • Where site observations are required in closed quarters, this should be done individually on a “one in, one out” basis, with discussion occurring in an area on the Site where a minimum 2m (6’) separation of participants is possible. • Personal face coverings must be worn by all participants regardless of social distancing allowances on the Construction Site.

SOM Site Meeting Responsibilities

• Ask in advance for an agenda and a written list of items to be discussed and evaluate whether they can be handled remotely. Any items deemed suitable for Remote CPS procedures should be evaluated and agreed with the Owner, Contractor or CM. • Individuals to use their own Personal Protective Equipment (PPE) on site. Communal PPE supplied by the Owner, Contractor or CM is not permitted. • In addition to the mandatory construction PPE (steel toed boots, helmet, eye protection and high visibility jacket), supplementary face coverings must be worn at all times on the Construction Site. • Only after review of the Construction Site Safety Plans and other relevant protocols by both the SOM Project Leaders and team members that the visit will be safe and conforms to the mandatory SOM requirements, will SOM employees be permitted to visit a Construction Site.

SOM RETURN TO OFFICE PLAN | 52 Remote Periodic Site Observations

• Discuss with owners/contractors and designate a single person to work with to obtain the digital content that the SOM team will ultimately review. It is preferred to have the on-site person be from the owner or construction management team.

• Request periodical site photos to review. • General construction progress • Specific areas of work • Detailed review of any contractor/designer specific items:

• Team should perform periodic observation reviews with an on-site person via video conference Request site camera or other images (taken by drone etc.)

• For a video conference periodic observations, obtain screenshots of the video call for any discrepancies and quality issues, or have the on-site representative take a photo of the condition.

• Following the Remote Periodic Observation, provide a Periodic Observation Report.

Alternate Solutions for Site Observations

• Recommend Owner expand the scope and responsibility of their local architects, consultants and third party construction supervisors to enforce construction quality control. Collaborate with SOM representatives closely.

• Engage a local firm to assist SOM with periodic observations during remote CPS.

• Recommend the use of Open Space/Cupix/Matter or other 360 photo documentation applications with the client team as a means to augment / enhance our site observation at project milestones. (Google Street view for Construction Sites)