sherman2307 Facilities Managers Covid-19 and returning to work, how to manage it.

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

Updated: 7 days ago

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 trackability 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.

Glossary of Terms and meanings

Microsoft office 365 enhanced

  • Condeco extends office 365 so that simplistic bookers can find rooms and their charecteristics easily.

The safe workplace o365 enhanced

  • Condeco delivers a safe workplace through its social distancing of meeting room seats and desk spacing and sanitisation features.

The safe workplace office 365 enhanced

  • The safe workplace with distancing and sanitisation can be added to office 365 via the add-in.

Microsoft workplaces on demand,

  • Condeco adds desk and room booking on demand to office 365.

Microsoft smart workplace

  • We believe Condeco enhances Microsoft to deliver a smart workplace through its features and their benefits and their partner integrations.

A safe Microsoft enhanced workplace

  • Condeco enable the Microsoft productivity suite to deliver a safer workplace.

Microsoft workplace experience

  • Condeco and their partners help deliver a better Microsoft powered workplace experience with more efficient processes.

Workplace experience re-engineering

  • Condeco and their partners enable a re-engineered workplace to be delivered using technology to deliver a digital workplace.

Microsoft workplace efficiency

  • Condeco and its partners enable the more efficient processes to be delivered by enhancing Microsoft's core productivity suite Outlook.

Microsoft digital transformation

  • Those looking to digitally transform the workplace can do so extending and enhancing Microsoft.

Microsoft safe check-in

  • VPOD an Proxyclick extend Condeco and Microsoft to deliver a safe check-in through faster processes and less congested reception areas.

Microsoft touchless check-in

  • Proxyclick and Condeco deliver through the Integration with Condeco the touchless check-in to Microsoft customers.

Microsoft express check-in

  • Proxyclick and Condeco deliver through the Integration with Condeco the express check-in using their invites and QR codes for Microsoft customers.

The safe workplace

  • Condeco enable the safe workplace with their core desk and room products and their integrations with partners like VPOD and Proxyclick.

The safe workplace assigned seats

  • Assigned or bookable seats ensure no one is allowed to just sit where they like and not safe distance, without the use of tape.

The safe workplace hot desk

  • This is now delivered through the Condeco desk booking, safe spacing and sanitisation feature.

The safe workplace meeting rooms

  • delivered by using Condeco to safe distance seats and sanitise the rooms with its vendor management feature queuing work orders to cleaning vendors.

The safe workplace visitor management

  • Delivered Through the Condeco VPOD and Proxyclick integrations.

Covid-19 back to the workplace,

  • Term for recovery to the workplace post lockdown but prior to vaccination.

Safe workplace distancing

  • Term used for Meeting Room and Desk seating efficient 2 metre spacing delivered using the desk and room booking Condeco APP.

Safe reception distancing

  • Delivered by decongesting the reception area with invites delivered to visitors with QR codes, enable pre registration, touchless and express check-in. This decongests reception areas using the Condeco VPOD and Proxyclick check-in.

Desk booking check-list

  • Complying with the Covid back to workplace and call centre guidelines.

Mobile and Web booking

  • delivery of safe booking through own device booking, removing surfaces that you need to touch and sanitise.

Desk status free busy

  • delivered by the Condeco APP so the desk booker knows what's free, busy and available, whilst also seeing safe distancing from the floor plan.

Desk status unavailable sanitisation required

  • delivered by the Condeco APP when the desk is finished with but suspended from use requiring sanitisation and release.

Desk vendor message cleaning list

  • Delivered through the desk booking vendor management module.

Vendor change status

  • Delivered by the Condeco APP when the cleaning or catering vendor change the status of an order.

Desk GPS check-in

  • Delivered by The Condeco desk booking APP that delivers touchless check-in to your desk through the GPS HQ association triggered by your mobile device.

Desk GPS checkout

  • Delivered when a user leaves the building for a certain time, checking them out of the desk.

Desk integration Vpod

  • New module delivered by VPOD's desk integration with Condeco. Enables Desk booking from VPOD.

Desk way-finding

  • Delivered by VPOD and its integration to Condeco

Desk booking integration

  • VPOD feature enabling desks to be booked using the VGreet kiosks, useful for Post Covid or unscheduled bookings.

Desk spacing

  • Achieved with The Condeco App deploying safe distancing of desks and room seats and blocking out other seats to demonstrate safe distancing.

Desk spacing transparency

  • Delivers safe distancing by blocking out desks in between, opposite each other and deploying that on the booking app to deliver psychological safety to the desk booker.

Desk booking day of week phasing

  • Delivered by the Condeco app allowing day of the week booking if you've a phased use desk policy.

Desk booking close area.

  • Delivered by the Condeco APP which allows areas or zones to be closed and auto-cancels forward bookings pushing notifications to those that have booked to rebook.

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