|Discussion
How are you handling communications for reopening offices after COVID-19?
While we have implemented a business continuity area, I'm being asked to create a separate area for reopening communications.
I have thought about re-purposing the onboarding center solution.
I'd love to hear advice from this community.
Thanks!
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33 Replies
Hi Chelsey Louzeiro, This use case is exactly what we designed the Incident and Communication Solution for. You will already have this activated in your site, as a template. The template includes how to videos and instructions. Please let me know if you have any questions!
Diana May thanks! We have this incident solution up currently.
Are you looking at the Onboarding Solution then for more of a step by step process for working folks back in to the office physically?
Diana May Yes, exactly!
I don't know if we'll do steps by time frames, teams, policies, or something else. Still thinking through that.
Chelsey Louzeiro - so are you thinking specifically of the progression mapping in the onboarding solution - first day, first week and so forth? I like it! Is there anything else about the onboarding solution that appeals to you for this project?
Brad Rooke Primarily, however we would likely also incorporate Q&A and FAQ section.
We'll likely also include some new policies, guidelines, etc.
We're just starting these discussions too. We benefit from having spaces on our Igloo for each of our offices, so one of our strategies is to lean heavily on those individual office space admins so that our communications can be more targeted by location. We're auto subscribing our team members in each office to the updates on that page so they will realize that their office page will have the information most pertinent to them specifically.
For our more global communications, we're keeping it going within our existing Team Member COVID page using a newsfeed and FAQs. I do envision this page beginning to evolve over time - but for now we felt like those reopening conversations are just a continued part of the conversations we've already started.
Molly Sproatt Thanks for this. You prefer this rather than a new space for the planning?
Diana May At some point maybe? But right now, and in the immediate future, we don't have a ton to communicate on a global level and not a lot of information that ultimately will apply to the entire firm, so individualizing by office makes more sense for us in right now instead of building something new.
Chris Smith Andrea Griffith you must have some insight on this one!
Brian McIlravey We stood up a "Safety and Preparedness" hub on Igloo right when COVID started, so that has been helpful in giving people one place to go for policy docs, comms, etc.
We're also working on a designed guide for returning to the office (covering cleaning protocols, PPE, parking, etc.). We're putting a lot of visuals and design behind it, being very intentional about not making it stuffy and making people feel comfortable and excited about coming back to the office rather than anxious. It will be digital and also likely sent to homes in print form so people can page through before they come back.
Chelsey Louzeiro - always happy to chat more and bounce ideas if you want to connect!
Chris Smith thank you so much for this information. We'll be adding to our COVID-19 page as our 21 country offices begin to reopen. These are great tips that I have shared with my team. I love the thought about keeping it as light as possible - 6-ft distance hat contest anyone?
Chelsey Louzeiro - that's a great point, and one I've been thinking a lot about. As we left the office, we saw a number of upticks in DWP usage as home-based employees started using the DWP in ways they hadn't before - or maybe for the first time. One thing I'd love to chat about more is keeping that engagement moving - growing the audience and retaining those we've had come on board.
Brad Rooke - Yes, it's an unusual road to navigate. Diana May - Maybe we could set up a call for more discussion and share ideas and examples?
Chelsey Louzeiro Absolutely - this thread is getting very busy so I'd like to set something up for this week, opening it up to all on here. I'll message you directly offline, you'll hear from me shortly. D
Diana May You are a gem! Thank you!
Ashton Rudanec during your amazing webinar yesterday you mentioned that you've created a special page in AIMConnect to inform your employees about returning to work information. Would you be able to share here some of the information that you've included there? Thanks!
Diana May here are some of the topics we are potentially covering in our re-entry (subject to change in this evolving environment of course):
Before Coming to the Office
Pre-Return Checklist
Reporting of Cases: Positive Case/Close Contacts/Symptomatic
Accessing the Office
Health Screening
Elevator Control
Floor Access/Stairwell
Offsite Employee Access Protocol
While at the Office Operating Protocols
Physical Distancing Measures
Location/Requirement of PPE and Use
Clean Desk Policy
Office Cleaning and Employee Responsibilities
Closure/Limited Use of Common Areas/Meeting Rooms
Food Storage and Microwave Use
Physical Markers (Physical Distancing) For Key Areas and Traffic Direction Flow
Fitness Centre/Shower Use
Obtaining Office and Stationery Supplies
Floor Access — Soft Control
Use of Parking Lot/Bike Locations
Mail/Courier Collection
Fire Alarm/Evacuation Protocols
Food Delivery Options and Protocol
End of Day Protocols
Travel and Guest Management
Business Travel Approvals and Personal Travel Reporting
Guest Management
Consultants and Contractors
Updated Human Resource Policies
Health & Wellness Tools and Support
Ashton Rudanec A GREAT LIST! I've shared this with my team and it's brought up new ideas and considerations. Bravo! Thanks a million!
Diana May Thank you so much for connecting me to all these amazing ideas!
Chelsey Louzeiro YOU are so welcome!
Ashton Rudanec This is extremely helpful. Thank you!
Ashton Rudanec - as it happens I attended a Security-based webinar yesterday talking about return to the office protocols and standards. You didn't miss a trick here. Great job.
Brad Rooke interesting intersection Brad. Thanks for the post. I think we will start to see alot of security/BCP crossing in the DW in the future given the recent change in business over the last few months.
amazing as always Ashton Rudanec
Thanks, all, for your comments and questions here. I may be stealing an idea or two as we are also working on our return-to-office plans (66 offices in 38 countries). We're likely going to start with a very small subset and see what we learn. We have Igloo spaces for the physical locations that are in that first subset of offices, so we'll probably use a combination of those with our central coronavirus/COVID page for info.
Happened upon another gem this morning that really spurred some thought - those who are tenants within multi-tenant buildings - it's to your advantage to coordinate standards pre-return both with the building landlord/operating company and with other tenants, reaching common ground where possible. It's great to have standards that apply within the company, but if others in the building have different standards or the landlord doesn't have a consistent standard you can build on, then the risk that policies will be violated in some way is greater. A consistent standard is much easier to communicate and enforce than a number of slightly differing standards.
Hello everyone!
Brad Rooke and I have scheduled a webinar for Monday, June 1st, at 1:30pm EST, to have a brainstorming session with you, to discuss the topic of Return to Work Preparedness, post COVID-19.
Post webinar, I will add the recording to Customer Care, plus notes, here for those who cannot make it .
The reason for hosting this webinar so soon is that we wanted everyone to have this information now as it is needed at this time as you move forward with your plans.
Here is the link to register for the webinar: Igloo Community Webinar: Return to Work Preparedness
Thank you Chelsey Louzeiro for this suggestion!
Diana May Wow, you work fast! Thank you for setting this up!
LOL I don't mess around ;0)
Brad Rooke can you summarize the output from the ASIS meeting in return to work protocls you mentioned. I think it would be interesting for the community to hear the RTW aspect from the Corporate Security/Business Resilience team side as well. They seem to be very consistent.
Brian McIlravey - there were 15 protocols or areas discussed;
Again, a lot of this is looking through the lens of corporate security/business continuity, and a lot of it supports points made in the posts above. This is going to be front of mind for some time, so evolution and adjustment are key.
So much to talk about Monday Brad Rooke - so happy you're on the team. You bring so much value and experience to the team!
Kristen Ruttgaizer here is some great info!