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

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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 re- turn 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 work- streams 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% SA RS-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 con- ducted 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 0 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.
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