Facilities Managers Covid-19 and returning to work, how to manage it.

Updated: Jul 28, 2020

How are you going to deal with an environment where people split into three categories:- Category one I’ve been infected

Category two I haven’t been I want protection

Category three I am infected and working from home.

In the workplace of today we now require at the minimum:

Social distancing - no clustering

Tracking - who has been in contact with infected people

Policy control - are people over occupying floors?

Sterilisation - clean desk, room, reception planning and systems?

These are going to be critical and the tools that you will require are going to need to be robust.

This blog looks at extending every day tools like Microsoft office to protect your workplace, manage and control the environment.

So how do you achieve that?

This very much depends on the population of your workplace, which we can broadly split into three categories:

  1. Category one assigned seating

  2. Category two On demand resources such as meeting rooms and hot desk

  3. Category three visitors to the workplace

Category one assigned seating.

The first steps that need to be considered a ones of revisiting spacing and restacking floors to ensure 2 meters social distancing.

The next To measure if there’s assigned seats have been used?

Which ones require cleaning and sterilizing?

To set a new occupancy levels and to ensure they are not breached, in real time?

So how are we going to achieve this the good news is distancing workstations in assigning should be easy.

However, we need to check when they’ve been occupied and ensure they are cleaned afterwards

A simple method of combining desk sensors and a reporting tool can easily achieve and meet these set of requirements.

Category 2

On demand resources such as meeting rooms and hot desks

meeting room and help desk management systems exist that synchronize with Microsoft outlook and exchange which means your workforce do not need to change they’re working practices


This has several advantages that meet our requirements one that the rooms are bookable by outlook, app and desktop devices.


That you can track who sat at which desk and who occupied which meeting rooms, delivering you the trackability that you require.

It also means when coupled with a reporting tool that you can quickly inform cleaning companies which areas to sterilize.

Room and Desk Management System - In summary

The system is easy to use gives you the tracking that you require and the visibility for you and your team of what resources are available and how they’ve been used and when they been used and by whom.

Category three visitors

With visitors there are several requirements firstly that you know who is coming into the building to meet who and at what time.

This is easy as the meeting room booking system is populated by outlook and feeds the visitor management system.

Make sure you choose a meeting room system that integrates with your visitor management system.

Secondly that the reception area does not become an area where people cluster, which you can achieve easily with barcode check-in and declutter your reception. Make sure when the visitors check-in that your system auto notifies the meeting host via SMS and Email.

Thirdly you require ability to track who is the visitors came to see

A simple system can be put in place by integrating your room and desk booking system that has visitor data and meeting room Data ,feeding that information into firstly a visitor management system and secondly your reporting system.

What does it does it deliver?

The Meeting room booking system populates host and guest data into the visitor management system.

The visitor management system can distribute invites that provide easy wayfinding and contactless check-in via barcode system.


This achieves several objectives by ensuring you can reduce the visitor reception staff and use the savings to fund there is the management system and the reporting tool.

Reduction cleaning costs Can also fund the meeting and booking system


You now have a facility that tracks all types of occupant, with real time reporting, lower cleaning and receptionist costs, with full traceability of occupancy safety and compliance.

What’s more it’s highly likely that the cost savings on cleaning and staffing will enable you to fund in part or in whole, the software required.

More importantly you’ve delivered a safe workplace, where people can be productive and get back to work safely and efficiently.

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