Are Open Offices a COVID Relic?

SAN FRANCISCO—The new normal is a term being used a lot these days. But many are wondering how much of this new normal will be temporary and how much will stick?

One burning question surrounds open office space, and will it stay or will it go? Amy Bradac of construction management services company, Bradac Co., recently weighed in on post-COVID options for open workspaces, rigorous cleaning and longer term issues.

GlobeSt.com: Everyone is speculating that open offices are dead. Will that be the case or are there ways to work around some of the health issues with open office designs?

Bradac: This is a big question many people are asking. I don’t think that open office spaces are dead, necessarily, but the ultra-dense benching configurations are dead. We need to take proper steps to help workers feel safe–and productive–in their environment. At the very least, companies will need to firmly establish a rigorous cleaning schedule and evaluate the HVAC system.

I wish it hadn’t taken a global pandemic to initiate the end of over-emphasis on densely packed office spaces where workers are packed like sardines, but those spaces have a number of negatives. Aside from a lack of distraction-free spaces in an overly dense office, there are also issues with egress functionality, structural capacity and mechanical configurations that have been exposed during this crisis.

Additionally, it’s not just the workspace itself that will be changing, but also the mechanisms we use to get to the office. Stairs would be an ideal method to reach the office, but it’s not feasible if you work on the 40th floor. That leaves elevators. Elevator density won’t be solved by dividers or touchless buttons. In the short term, we are likely to see limits on elevator capacity and ongoing requirements to wear masks.

GlobeSt.com: Similarly, shared workspaces seem to be problematic. What types of mitigation is planned to sanitize or modify the shared desk spaces?

Bradac: You can’t necessarily quickly undergo significant structural changes to the workspace, so think about implementing a few non-structural changes first. Update your office wellness and related cultural policies (i.e., flexibility, sick leave). Don’t encourage a culture where workers come to the office and power through being sick. There’s nothing admirable about it. I’ve heard people talk about using Plexiglas dividers and paper mats, but I don’t believe that’s the answer.

Other non-structural changes include hand sanitizing stations, more frequent cleaning, frequent hand washing, etc. I can envision policies that mirror gym etiquette–wipe down your station before and after use, don’t leave your belongings around, etc.

If the space allows for furniture to be reconfigured (i.e., desks to be further apart), that’s fine, but you also don’t want to interfere with teams’ ability to be productive. Really, I think we’ll need to focus on policy for not just how, but when it’s best to re-enter the office space in a safe way, rather than making band-aid modifications.

GlobeSt.com: What challenges exist for reconfiguring existing space to be more distancing friendly?

Bradac: Companies will need to find the right balance between form, function, brand and safety. Form and function need to align. To get the help you need, you should hire a professional to evaluate the space and its inefficiencies in the context of your company’s overall needs. Employee behavior, infrastructure and engineering limitations are all a part of the equation. For example, the configuration of the HVAC system is an important consideration–how do we design for proper airflow throughout the office?

It’s unrealistic to think we can maintain a 6-foot distance at all times, so moving workstations 6 feet apart might work in some open spaces, but not in others. We need to place an emphasis on less worker density. Focus on cleaning thoroughly and regularly. Office workspaces may start to take more ideas from other industries, including food service and healthcare.

Regarding the policy shifts, it’s important for workers to be on board with the changes. Your policies can be amazing, but they won’t be effective if the workers don’t follow procedures. Make sure your changes are reasonable and ask, ‘What do we need to do in order to ensure safety, comfort and general well-being for people working in this space?’

GlobeSt.com: How can companies more quickly update spaces?

Bradac: Every business has specific needs and there is no one-size-fits-all approach. If you haven’t already, start your planning now. Review your needs and the limitations or opportunities that your space will allow. There will be some low-hanging fruit, much of which will be addressed by procedures and behavior. Some items will require longer lead times. If your space will need a major overhaul, looking to some of the lean construction processes, such as agile construction and pull planning, may help you streamline the phases of your project and minimize the impact on your workforce and operations.

Hire a professional to holistically evaluate the space. Professionals can offer a unique perspective on the workspace and they can discover what’s hiding beneath the surface. Take egress patterns, for example. You can’t put up a partition just anywhere. You need an expert who understands the building codes and the efficiencies of space planning. Thoughtful planning up front can save a lot of headaches.

GlobeSt.com: What kinds of changes would you expect longer term?

Bradac: I would expect many jurisdictions to alter their building codes. Building codes evolve over time and often in reaction to major events. Expect codes to be revised on workplace density, HVAC, energy and other related areas.

We will eventually return to a sense of normalcy, a new normal, but it will take time, and probably not until there is a vaccine. Hopefully, we all get a little more compassionate as humans, especially related to how employees are treated. This ‘great pause’ is a chance to regain perspective regarding what is important in life, and how critical humanity is to being human.