Back to the office guide
- 1. Confidential | 1Confidential | 1 COVID-19 – Preparing for the day after April 2020
- 2. Confidential | 2Confidential | 2 The Time Has Come • We are finally beginning to discuss getting back to a new routine and we’re aspiring as best we can to get back to efficient and productive work, in accordance with the instructions and guidelines that will be provided. • The return to our offices will present a refreshing break from our home offices. • Our daily routine and our working environment will undergo changes and adaptions to the current situation, but together we will succeed in adapting to the new circumstances and we might even enjoy it. But more than anything else: We are waiting to meet you and are happy that you are all well!
- 3. Confidential | 3Confidential | 3 General Guidelines • Getting back to routine will be a gradual process in alignment with the Ministry's of health regulations. • No children should be brought to the offices. • Any employees with health risks or illnesses should refrain from coming in. • The offices will be open during regular office hours. • A minimum of 2 meters should be kept between one employee to another. • Employees should ensure that windows stay open as well as the doors of each office. • We have posted the Health Ministry’s guidelines around the office, as well as our company’s own specific guidelines. At the office, each employee should take time to read them and make sure they are following them.
- 4. Confidential | 4Confidential | 4 Health Ministry’s guidelines, relevant for Viola. Companies can find the guidelines relevant for their specific situation here
- 5. Confidential | 5Confidential | 5 Getting to the office • Assignments will be made using the below link which will be sent at the end of every week for scheduling for the following week (each company should add their own link here) • We must all consider each others needs and make adjustments accordingly. • Our goal is to reach a steady routine as quickly and as best we can.
- 6. Confidential | 6Confidential | 6 Employee Health • A health declaration must be filled out every day upon arriving at the office. • Health declarations will be sent via a link and will be saved on the drive. • For example, see Viola’s health declaration: • https://Viola-Data.formtitan.com/Health_Declaration • Each employee will be asked for their temperature to be taken immediately upon arrival, using the thermometer placed at the front desk or a personal one they brought in with them.
- 7. Confidential | 7Confidential | 7 Employee Health • An employee with a temperature of over 38C and above will not be permitted entrance to the office. • Employees working in open space or in shared offices: • Up to 2 employees are permitted to work in each office • A 2 meter distance between colleagues must be preserved. • Desks should be located at opposite ends of the room. • When possible an empty office should be found and employees sharing a room should come in on alternate days.
- 8. Confidential | 8Confidential | 8 Cleaning, Hygiene And Staying Healthy • Alcogel and wet wipes will be placed in each working space, meeting room and office. • Each employee must bring their own facemask which should be worn in all common areas and in meetings of 2 or more people. Basic masks will be available at the office if needed. • Disinfectant wet wipes and single-use gloves will be placed in the office kitchen’s and at the reception desks. • Before using shared office equipment they must be wiped down with wet wipes. • Use of lavatories must be in accordance with the distancing regulations (refrain from going in pairs / groups) • Elevators must not be used with more than 2 people at a time.
- 9. Confidential | 9Confidential | 9 Kitchen space • Crowding in kitchens and eating collectively in them is prohibited. • We all should take responsibility for keeping the kitchen clean. • When an employee makes coffee they should use a single cup throughout the day. • Wipe down and appliances you use (coffee machines, Tami 4, and all other handles/devices) with a wet wipe or damp cloth. • Snacks will be provided through dispensaries in order to minimize contact and maintain hygiene standards. • Food deliveries will be placed at the main office door – each employee will be responsible for checking for the arrival of their order independently.
- 10. Confidential | 10Confidential | 10 Meetings • Zoom meetings are preferable. • Up to 8 people can attend a meeting in a conference room while wearing masks and keeping a 2-meter distance from each other. Please organize weekly meetings in advance accordingly and add others via zoom when needed. • Before each meeting, chairs, tables and other relevant apparatus should be wiped down. • Ensure meeting room windows and doors are open to the extent possible. • Try not to invite guests from outside the company for in-person meetings.
- 11. Confidential | 11Confidential | 11 Meetings • Each meeting coordinator will be responsible for checking their visitors’ health condition and their temperatures. • Upon arrival, office guests should fill out the following health declaration: • For example, see Viola’s health declaration: https://viola-data.formtitan.com/Health_Declaration • The meeting coordinator must confirm that the number of guests and employees doesn’t exceed the overall count permitted for each workday. • Reception desk PAs are responsible for the registry of all incoming personnel including names, phone numbers and ID numbers.
- 12. Confidential | 12Confidential | 12 See You Soon!