Five Ways Property Managers Need to be Planning for Re-Entry

The last time I wrote about  how property managers can help their clients through COVID-19, the US was in the early stages of the pandemic. States were beginning to issue stay-at-home orders and businesses were working hard to keep their employees safe, all while maintaining their operations. 

Although it doesn’t appear that we’re near the end of this international crisis, workplaces will slowly and tentatively begin to reopen as states and municipalities revise their guidance. We’re already seeing early signs of this in Texas, Georgia and Minnesota. As firms weigh their options in states where reopening has begun, it’s critical for property managers to prepare to welcome their tenants in larger volumes, advise ownership on best practices and help implement those practices to keep everyone safe.

Here are five ways property managers should be preparing for re-entry into the workplace. 

Re-entry is not a one-size fits all approach.

 When I talk to my property managers, we look at re-entry through the lens of three key pillars: reactivating space, respecting health and wellness and revitalizing property and workplace operations. 

The goal for re-entry into office spaces will largely be the same no matter where you are: to keep everyone safe. But no space is the same and achieving that safety goal will take a tailored approach for every asset. Similarly, the tenant base varies from building to building, and will require varying levels of support. 

Property managers need to work with their clients to develop a detailed, customized plan for every asset including considerations like managing social distancing, increased frequency of cleaning, building access and much more. While the principles behind these plans can be outlined ahead of time, only a true understanding of the nuances of each asset will yield the desirable result of people gradually coming back to a safe environment.

Preparing for the next normal.

While many of us wish things could simply return to the way they were before the COVID-19 outbreak, it’s clear that our reality has changed, and many of those changes are here to stay. Property managers are on the front lines helping to institute these new changes, creating what we’re calling the “next normal.”

What this next normal looks like might be different from asset to asset; however, there are some standard best practices Property managers can use in their buildings. Consider strategically implementing signage to enforce social distancing at foot traffic hotspots, in restrooms to remind people to wash their hands for at least 20 seconds and elsewhere to communicate new changes to building access and protocols.

Unsure where those hotspots are? It may be worth looking into technology solutions that use sensors. Property managers can collect and use that data to determine where people are congregating, how traffic is moving, and even which areas need to be cleaned more often. It’s also worth nailing down your elevator traffic calculations well in advance of people returning in larger numbers.

Finally, constant communication with your engineering team and understanding their checklist for getting buildings back up to full capacity is key. It’s likely engineering teams will need to run through a detailed list of items, from air filtration to potable water testing. Knowing how the engineering team is conducting their work can help inform Property Managers on how building operations will differ moving forward.

Just like having a plan was critical for tenants working from home, it is an absolute necessity to have a detailed and well-thought-out plan that allows for a safe return.

Continue your learned best practices.

By now, property managers and their clients have undoubtedly developed protocols and standards for cleaning and disinfecting spaces, reporting positive COVID-19 cases and how to communicate with all parties involved. Now is the time to keep those best practices going, not the time to let them lapse.

Continued vigilance with these best practices will help operations run smoothly and you must continue improving them. Cleaning standards will be extremely important. Communicating what you’re doing to help keep the building safe will not only keep clients informed and at ease, it will build trust with tenants and help foster a smoother transition to our “next normal.”

It’s been said that it takes about two months for people to build new habits. The “next normal,” with one-way walking, limited access to amenities and increased rules around social distancing, will require some time for people to get used to. Continued, overt communication and a demonstration of these standards will be critical to helping build those habits.

When re-activating your space, re-think your space.

 Before COVID-19, amenity spaces were a must in every office building. Now, these spaces require some extra thought. Property managers and their clients must decide if and when they will reopen these spaces to tenants. And if they do reopen, there must be a clear plan in place on how it will happen safely. It may be worth having conversations about how to re-tool the space, at least temporarily, to fit the needs of the “next normal”. 

While the future of these shared amenity spaces remains unclear at the moment, it’s worth looking into digital alternatives. These amenities can be used directly by tenants via mobile apps and can supplement the programming that would have filled these physical spaces. 

Plan for change.

The only constant throughout the COVID-19 pandemic has been change. This will likely remain the case for the next several months, so property managers need to prepare to be adaptable. Being aware of changing mandates from local jurisdictions, guidelines from the state and federal government, and the changing landscape of tenant and owner needs will inevitably dictate how property managers conduct their business.

Property managers need to have contingency plans in place and should consider undertaking drills and scenario planning, so tenants and owners can be ready in case of sudden changes. Just like property managers practice storm preparedness, they will now need to be adaptable to the changing nature of COVID-19.

We’re in a crucial stretch as more people head back into the office. Property managers will play a huge role in helping to make the transition back to work safe, but only if they have a detailed plan.

Moving into this next normal one thing remains a constant—that property management teams will continue to ensure they take every reasonable action to provide a safe and secure building for employees, tenants and guests, while following the guidance and orders of authorities having jurisdiction. 

Mark Zettl is president, Property Management at JLL