By Micha Hagans

The go-ahead to reopen your business in Maryland is on the horizon, and you need a transition plan. Bringing back furloughed or laid-off employees? Moving from remote work to the physical workplace? No matter your scenario during stage one of the roadmap to recovery, your business has a big task, and the critical factor in a successful transition plan is rebuilding confidence!

Employees and clients alike must be confident in your business's ability to adhere to evolving regulations and social contracts, all while answering the demands of service and product delivery. Gaining the trust of your employees and keeping your clients reliant on your brand is a tall order.

Where do you start? Develop a confidence-boosting transition plan by focusing on these four areas:

Physical Space

Look at your business’s physical workspace with social distancing and build your plan based on employee/client density. You may determine that a return to the physical space must be done in phases, or a reconfiguration of space is needed. Both are great options to ensure your employees and clients are comfortable returning.

Consider these factors when developing your plan for physical space:

Which employees are essential to have in the physical space when you reopen?
Will you have clients in this space as well?

Most businesses will need to stay at 50% occupancy or lower during stage one in Maryland. Knowing your employee and client count will help you configure social distancing compliant work areas.

How many workstations do you currently have? (Including shared spaces and spaces not presently in use.)
Are there open areas or flex spaces that can be sectioned off as workstations?

Understanding the layout of your current space and its ability to adapt to safety needs will contribute to your transition plan phases. You may need to change workstations to accommodate side by side or back-to-back working positions.

Tip: Create color-coded workstation layouts for each phase of return. Make sure the arrangements are visible and accessible to all employees—Mark usable spaces, especially in reconfigured open areas.

Don't forget to create areas to support your high-risk employees or clients that occupy the physical space. Supports may include offices versus open space or increasing the space between workstations.

Flexible Schedules

Some of your employees have been out of work entirely, working part-time, or remotely during the shutdown. Your clients may also have experienced a halt in service or change in the delivery. Transitioning back to the "re-imagined normal" will require flexibility while confidence in the business is being restored. Take a look at theses scheduling topics for your transition plan:

Are you phasing in employees at the physical workspace? If so, guidance on continued remote work must be clear and updated at each phase.
How will you determine what tasks continue remotely, and what jobs will be completed in the physical space?

Your employees will be looking for your direction as they navigate this transition. Make sure the options for remote work and physical space are clearly defined, and expectations for each are communicated.

What service experience does your client prefer?

The digital shift may change your clients' preference for the contactless experience. Or they may prefer different hours or options for delivery discovered during the shutdown. Now is the time to reflect on client demands and be flexible on your type of service delivery and working hours.

Tip: Consider shift plans and work-sharing as flexible solutions during the transition. Daily or weekly rotation of the same physical workspace may assist in phases of return to work.

IT support for the infrastructure needs must be adequate during transition—the ability to continue or start remote work and virtual meetings will assist with flexible scheduling offerings.

Health & Safety

Mitigating risks for employees and clients will go a long way in rebuilding confidence in your business. Remember, it's not just social distancing, washing hands, and PPE. The stress of continued change and uncertainty affects your employees and clients. Weigh these parts for your business's health and safety concerns.

Employee and client screening. Who will conduct the screenings?
What type of screening will be done? Such as no-touch temperature checks and screening questions.

Creating a safe work environment during this health crisis includes screening policies and purchasing screening materials. Ensure your plan provides for training of equipment and the course of action if an employee or client does not meet the screening criteria.

Will PPE such as masks be provided for employees and clients in the physical workspace?
How are high touch items in the physical workspace being altered for safety? For instance, trash cans lids and door-handles.
How often will cleaning of the physical space occur? Will cleaning products be readily available for employees to use as needed, such as in shared areas or areas where clients visit?

Cleaning schedules and regimens should be communicated and available to employees. Training and supporting materials to ensure the new safety precautions are followed properly with help boost confidence in returning safely.

Do you have supports in place for the mental health and well-being of your employees?
Have you considered additional breaks during the workday or more available leave to assist with the stress of transition?

Tip: Encourage employees to take advantage of your businesses' Employee Assistance Program for support during this stressful time. Also, provide additional well-being and family resources such as 2-1-1 Maryland.

Building workplace morale is essential for the trust of your employees and clients. Remember, your clients are dealing with many changes as well, and service from employees that are at ease returning to work will be welcomed. Consider offering re-orientation or training refreshers to ease employees back into the "re-imagined normal" and gain confidence in the business's commitment to their safety and well-being.

“No matter your scenario during stage one of the roadmap to recovery, your business has a big task, and the critical factor in a successful transition plan is rebuilding confidence! ”

Communication

The delivery of information, both how and with what frequency, will play a massive part in your business's ability to strengthen your brand and regain trust with employees and clients. Keep these communication items in mind when creating your transition plan, as rebuilding confidence will require transparency.

Are safety requirements and instructions posted and visible for employees and clients in the physical workspace?
Has an employee portal or virtual hub been set up to communicate? The latest updates on policies, workplace phases, flexible options, safety, and well-being support should be included.
Likewise, does your business's website or other communication center have information readily available to clients? Re-opening timelines or phases, procedures for connecting to services and products, and your commitment to providing for client needs are needed.
What modes of communication can you use to keep employees and clients "in the know?" Consider sending reminders or phase updates via email, text, phone, live broadcasts, and social media platforms.

Establishing one person or a team to coordinate transition planning will help with consistent messaging and communication. It will also make it clear to employees and clients who to contact with questions or concerns.

Tip: The consulting firm Kantar’s research revealed that social media usage has increased by 61% during the pandemic. Build your brand confidence by showing how you are taking care of your employees and how you continue to support the community.

Communication also helps with workplace morale. Outside of updates and reminders, encouraging words and images can positively affect employees' and clients' trust in the business. Thank employees for their perseverance and clients for their loyalty during this return to work transition.

Feeling confident to re-open your business? You have the tools to develop a successful transition plan for stage one of the roadmap to recovery and beyond. Identify your team and get planning!

Additional information:

Work reimagined: a two-geared approach to reopening and transforming your business

10 Considerations for Transitioning Back to Work in a Post-COVID-19 World

Return to Work: COVID -19 Transition Planning