Wave's Return to Workplace Playbook
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The document outlines the guidelines for employees returning to the office, emphasizing safety and flexibility between working from home and in-office. It includes protocols for self-reporting COVID-19 symptoms, quarantine measures following positive tests, and varying levels of office accessibility based on current health guidelines. Employees are encouraged to maintain safety practices, such as physical distancing and mask-wearing, while also having options for scheduling their office visits.
Wave's Return to Workplace Playbook
- 1. Welcoming Employees Back to Work
- 2. Coming to the office is YOUR CHOICE Working from home is your choice, but for those who want or need it, the office will always welcome you • Work where you want, we trust you to get the job done well wherever you are and whenever you are working. • In this phase, the office is open for all those that need it most • We are optimizing for safety over employee experience
- 3. Our Principles Employee health & safety is #1 Meet or exceed public health guidelines Learn fast & improve through the process Clear & transparent communication Minimize anxiety & maximize emotional support
- 4. #ReportSymptoms Part of preventing the possible spread of COVID-19 is knowing what to do with a suspected case. Further information on COVID-19 symptoms and what to do can be found here. It is important you self-report, even when you are working from home. You can use this form to self-report. IF YOU ARE NOT FEELING WELL, SUSPECT YOU HAVE SYMPTOMS, TEST POSITIVE FOR COVID-19 OR HAVE BEEN IN CONTACT WITH SOMEONE WHO HAS IT, DO NOT COME INTO THE OFFICE. Here’s what to do next: Complete an online self-assessment, contact telehealth, speak to a family doctor or contact Wello to find out if you are at risk of having COVID-19. These are your options after this: When in doubt, please get tested. Find an Assessment Centre near you. You should remain at home in quarantine until you receive the results. If the test results come back positive: a) you must self-quarantine until you pass 3 days with no fever and respiratory symptoms have improved (e.g. cough, shortness of breath) and wait 10 days since symptoms first appeared b) If the test results come back negative, stay at home until you are feeling better and have been symptom free for 72 hours c) If you are displaying any symptoms of COVID-19 or are feeling unwell and choose not to be tested, you must self-quarantine for 14 days d) If you are not displaying any symptoms of COVID-19, have not travelled in the last 14 days, and have not come into contact with anyone with COVID-19, you may return to the office once you have fully recovered and have been symptom free for 72 hours
- 5. CODES Office completely shut down (full quarantine) Office open with tight restrictions Office open with lighter restrictions Office completely open (old world style) All employees work from home. Nobody should be entering the office without pre-approval from a member of the P&C team. Employees are encouraged to continue working from home or come in on a pre-arranged schedule. No visitors, including friends and family. Employees work from home or in office by choice with some restrictions. Avoid non-essential in-person meetings of larger sizes (TBD). Employees work from home or in office by choice with no restrictions. Regular in-person meetings and larger gatherings resume. Initial office reopening We’re not sure exactly what this will be like yet!
- 6. In a RED MEANS STOP world... Some things to be mindful of • The office is closed. Everyone works from home • If you must visit the office, please notify the People & Culture team to arrange a time and follow all procedures • All meetings, townhalls, and interviews are virtual • No business or non-essential personal travel We’ve been operating in RED since the quarantine started in March.
- 7. In a PROCEED WITH CAUTION ORANGE world... things start to re-open • We will be implementing a 4:10 work week. This means you may work in the office for 4 days and then go into quarantine (WFH) for 10 days (more information on page 17) • The office will remain closed on Fridays (WFH) until further notice • You will be assigned to either Team Debit or Team Credit • Each week will alternate between Debit-weeks and Credit-weeks. If you choose to come into the office, you need to do so on your assigned week • The office will be closed Friday-Sunday but may be accessible by appointment through P&C (no guarantees!)
- 8. In a BRIGHTER YELLOW world... things slowly return to normal • The office is opened - you continue to have the choice to come in or work from home • Many of the restrictions from the ORANGE CODE are lifted • We will have virtual options for meetings and townhalls • Essential business travel only or personal travel is permitted with quarantine periods as advised by Public Health at the time While we don’t know exactly what this will look like, we were operating in something similar to YELLOW just before quarantine started.
- 9. In a GREEN MEANS GO world… Some things to look forward to • Come one come all! Everyone is welcome in the office if you choose to come in! • You can high-five your favourite co-worker in the hall as you walk past each other • Wavers walk, bike, drive, and pack themselves like sardines on the bus as they make their way to the office without any concern for physical distancing • Dispensers are loaded with chocolate covered almonds, peanut butter pretzels and cereals • Interviews are face-to-face, and candidates get to ogle the office • Visitors and guests are welcomed into our space with a warm Wave welcome • Conferences and travel are back to normal • All IT equipment that’s been renting space in your homes makes its way back to the office
- 10. This playbook focuses on our ORANGE CODE
- 11. Stick to the basics to stay safe: #StayHomeIfSick! #CleanUseClean frequently touched objects and surfaces such as your desk, tabletops & countertops #CoughEtiquette Use #WashYourHands often and avoid touching your face with unwashed hands #WearAMask when you can’t keep 2-metres apart #PhysicalDistancing Practice #ReportSymptoms if you or someone in your household are ill
- 12. Our approach We’ve prepared the office with: Colour Codes for simple communication Sign-in and Screening through the Envoy mobile app Protocols for physical distancing Policies for mask usage Signage throughout the office for employee health & safety Increased frequency for cleaning high touchpoint areas Staggered schedules for employees to limit crowding
- 13. Signage for your health & safety Look out for these signs around the office!
- 14. #CleanYourHands & #WearMask Wash your hands frequently with liquid soap and warm water for at least 20 seconds. Remember #CoughEtiquette Bring your own mask and properly wear it in all areas that distancing is not easily managed or predictable. Use hand sanitizer regularly. Dispensers have been provided throughout the office.
- 15. How to wash your hands properly Wash your hands and DON’T TOUCH YOUR FACE to help #StopTheSpread of #COVID19. Learn how wash your hands effectively here. 1 2 3 4 5 6 Wet hands. Apply soap. Lather for 20 seconds. Rub between fingers, back of hands, fingertips and under nails. Rinse well under running water. Dry hands well with paper towels or hot air blower. Turn taps off with paper towel, if available.
- 16. How to safely wear & remove a mask Proper use of a non-medical cloth mask or face covering is an additional measure to help #StopTheSpread of #COVID19 where #PhysicalDistancing is difficult. Learn how to wear your mask effectively here. 1 2 3 4 5 6 Before putting on the mask, wash your hands and secure hair away from your face. Place the mask snugly over your mouth and nose, making sure there are no gaps Avoid touching your face and mask while using it. Do not leave the mask on your neck, forehead or hanging from your ear. Change your mask as soon as it gets damp or soiled. Remove the mask without touching the outside of the mask and launder it before wearing again. Wash your hands and clean any surfaces that the dirty mask touches.
- 17. When choosing to come into the office • You will be assigned to either Team Debit or Team Credit based on your desk seating – please see next page for more detail • Every week will alternate between Debit-weeks and Credit-weeks • In a Debit-week, employees on Team Debit may go into the office on any of the 4 days (M-Th), and then must quarantine (WFH) until the Monday of the following Debit-week • Credit-weeks follow the opposite schedule • The office will close Friday-Sunday, with access by appointment only Debit Credit For more information, and to understand the science behind the plan, please check out this video
- 18. Commuting to the office • Maintain a safe distance from others • If possible, time your commute to avoid large groups on public transportation • Drive, walk or cycle to work if feasible • In public places such as on public transportation, wear a clean mask and use gloves or avoid touching contaminated surfaces • Sanitize your hands when you arrive at the office
- 19. Respect each others’ choices • We have the option to choose to wear a coloured wristband when in the office to communicate their “comfort” level with others: • Green bands mean you are ok with hugs & high-fives (available only in our Yellow Code) • Yellow bands mean you are ok with talking, but no touching • Pink bands mean you are keeping your distance
- 20. Entering & exiting the office • We are open to employees on a controlled schedule from 8am-6pm on Monday-Thursday each week • Use of elevator is suggested to a limit of two passengers and masks are recommended • The elevator is not in our control as there may be other tenants using it. Building stairs are strongly encouraged • All employees should arrive at the office with their own mask • All employees must enter through the main door on 4, 5 or 6 and sign in via the Envoy app on your smartphone • When going between floors access is encouraged through the back stairwell • Temperature checks may be performed at our discretion • Sanitize your hands upon entering the office space and wear your mask whenever distancing is not possible or predictable • Follow the directional decals throughout the office to limit collision points • Sanitize your hands frequently and when leaving the office
- 21. Walkflows & physical distancing • Follow floor decals indicating direction of one-way traffic • Maintain physical distancing (2m/6 feet) wherever possible • Couches in open areas are not recommended for use • Masks should be worn when physical distancing is not possible - you are not required to wear it when you are working at your desk 6ft
- 23. Cleaning your desks & personal space • The cleaning staff will sanitize all surfaces every night, as well as frequently during the day and deep cleaning will take place on weekends • Regularly disinfect your desks and personal items. Supplies are provided • Only use IT approved wipes on technology. Your laptop and monitor do not need to be frequently cleaned if you follow the protocols as only you will touch them. • Do NOT share desks - use the desk that has been assigned to you only • Desks and shared spaces should be disinfected/cleaned every time you come and go - clean/use/clean is your new mantra
- 24. Outdoor space is good for your mental health!
- 25. Food & drink & cafeterias • Snack items in dispensers are removed • Single-serve, packaged snacks only will be provided • Water, coffee, tea and milk will be available - please use your own water bottles, mugs or the single-serve disposable cups provided • Soft drinks will continue to be available in the fridge - please only touch what you take • Eat alone and/or keep a safe distance from others • Bring your own cutlery, water bottle, mug, etc. and bring them home with you when you leave the office every day • Regular cleaning of high touch surfaces, coffee machines and water coolers will take place • No office plates, cups or cutlery to be used • Dishwashers will not be run or unloaded by the office staff Office supplies • Basic supplies will be available in the supply cabinets – please only touch what you take
- 26. Common Areas • Avoid crowds in communal dining and lounge areas • Once you are finished using a space, please disinfect the area with the supplies provided, including the table and chair surfaces - clean/use/clean • These areas are temporarily not available for “hanging out” Meeting Rooms • Limit face-to-face meetings so some are done in person and others on Zoom • Use of Zoom is strongly encouraged especially when teammates are not in the office • Small meeting rooms can be used for Zoom meetings by one person only • Whiteboard markers should be wiped down with a wipe (provided in each room) before and after use
- 27. Vendors & deliveries • Use masks & gloves when accepting deliveries • Vendors, Services etc., can make deliveries on as needed basis by pre-arranged appointment and under supervision of P&C, Facilities or Office Team • Vendor deliveries via single freight elevator Guests, visitors & candidates • No candidates, guests or visitors allowed • All interviews are to be conducted virtually • Exceptions can be made on a case by case basis, please speak to P&C (no guarantees!)
- 28. Events (internal and external) • No hosting social events • Townhalls conducted virtually • If Wavers are in the office, they must stream the webinar from their desk Travel • Essential business travel only • Personal travel will be subject to whatever self-quarantine protocol is prescribed by Public Health at the time (currently 14 days)
- 29. Helping employees whenever, wherever • IT is setting up new inventory software to help manage gear in office and for those WFH • We will prepare necessary gear for those that can’t work from home without it and can’t come back to the office for the foreseeable future. Please contact us if you have not already • For those on the 4:10 office schedule we will help make sure you are not carrying a desk worth of gear back and forth • We understand that not everyone can visit the office, so we are working with vendors to set up remote repair and support • IT is looking for ways to improve software functionality outside the office, including MFA • IT is exploring new apps and configurations to improve distributed team collaboration
- 30. This deck was created by the People and Culture team at Wave. We are committed to the physical and mental health and safety of all our employees. All decisions in this Playbook are our own, based on months of research and the advice of Public Health experts of Ontario and Canada. We are in no way giving advice or making recommendations to others. We feel that sharing what we have used as a framework at Wave may help others to make choices that suit their own respective environments. Stay healthy, stay safe!