COVID-19 re-occupation Plan
Table of Contents
This guide
The purpose of this document is to provide you with information on the practices we have put in place for when you are ready to reoccupy your space.
This plan doesn’t tell you how to plan for the return of your team into your own office space.
We would encourage you to make contact and share your plans and concerns with us as early as
possible so we can work on potential solutions together.
The information and procedures contained within this document are subject to change as and when more is learnt about how COVID19 spreads and as further recommendations and advice from the Government is released.
2. Site Team and Hours
The building is open 24 /7, however if you are intending to work between 6pm and 6am or weekends, we ask that you let the Building Manager know so that we can inform the guard on duty.
The Building Manager and/or Receptionist are on site M- F, 9am to 5pm
The Security Teams are on site M-F, 5pm to 9am, Saturday and Sunday, 24hrs.
Anna, our Cleaning Operative is on site Mon-Fri from 6am to 9am, but this will be extended to Working Days Mon-Fri Mon-Fri Mon-Fri Mon-Fri Sat & Sun Sat & Sun Mon-Fri 6am to 11am from Monday 18th May.
Building Manager - Kath (MAPP - 9am-5pm) Mon-Fri
Receptionist - Anne (MAPP - 9am-5pm) Mon-Fri
Security Officer 1 - Tarek (Triton Security - 9am-5pm) Mon-Fri
Security Officer 2 - Colin (Triton Security - 9am-5pm) Mon-Fri
Security Officer 3 (weekend) - Tarek (Triton Security - 9am-9pm) Sat-Sun
Security Officer 4 (weekend) - Mohammed (Triton Security - 9am-9pm) Sat-Sun
Cleaning Operative - Anna (Floorbrite - 6am-11am) Mon-Fri
3. Risk Assessments
Risk assessments have been carried out to identify low, medium and high-risk areas and action plans put in place to reduce any risks. These actions are summarised in the following sections.
Dynamic risk assessments will also take place to monitor and respond to changes to risk likelihoods and impact/consequences.
4. Personal Protective Equipment (PPE)
When managing the risk of COVID-19, additional PPE beyond what you usually wear is not beneficial. This is because COVID-19 is a different type of risk to the risks you normally face in a workplace, and needs to be managed through social distancing, hygiene and fixed teams or partnering, not through the use of PPE.
Government guidance (as of 1 January 2021) states: Face coverings are mandatory on public transport and in a number of indoor premises. Please check the Government Guidelines for your place of work.
Face coverings are not mandatory in offices, although they are required for customers and staff in some businesses that are customer facing.
People are also encouraged to wear face coverings in enclosed public spaces where there are people they do not normally meet.
If you choose to wear one, it is important to use face coverings properly and wash your hands before putting them on and before and after taking them off.
It is at the occupier’s discretion if they wish to wear PPE and if their risk assessment deems it a requirement.
We ask that you wear a face covering whilst in the communal areas.
Front of House and Housekeeping wear gloves for high touch areas during hourly cleaning
(subject to availability).
Site security and the building management team will wear gloves for high touch areas and during
hourly cleaning (if required and subject to availability).
Site engineers/contractors will be asked to wear a face mask and gloves if working in occupant
5. Access and egress
Occupants are asked to read the appropriate Government guidelines and consider staggered arrival and departure times to minimise potential congestion through the reception area and other two-way traffic areas (see appendix for likely two-way areas).
Social distancing stickers will be placed on the floors and walls throughout the building to aid directional flow and as information reminders.
Please use the lifts to ascend and descend. Do not use the lifts in an evacuation.
Due to lift dimensions, lift cars will have a maximum occupancy of one user at a time but can be used to travel in both directions.
Out of consideration to others, please do not enter the lift if another person using it.
To reduce the congregation of people in the lift lobbies, all occupants located above GF (except those with specific needs) will be asked to consider the use of staircase A to gain access to the
upper floors.
The main staircase A will temporarily operate as an up before 2pm and down after 2pm route (unless in a fire, then fire evacuation procedures take precedence).
Occupants are asked to provide the building management team with a list of employees who have specific needs and are not able to use the staircases.
There is a strict policy not provide access or egress to anyone entering via the fire exit doors, unless in an emergency.
Internal fire doors will remain closed, and not held open in order to not contravene fire compartmentation. However, internal co-working studio doors can be wedged open as these are not fire doors.
CCTV cameras are operational and located around the premises for your safety and security.
6. Cleaning and sanitising
The cleaning operative on site will concentrate on sanitising frequently touched areas, such as lift buttons, door handles, flush buttons, taps and all high touch surfaces.
All ground floor, communal and co-working areas are cleaned daily.
Cleaning products used are anti-bacterial or anti-viral cleaners specific for kitchen surfaces, toilets and high touch areas.
The building manager and receptionist will continue to wipe down high touch surfaces hourly after 11am with antibacterial wipes.
A full building sanitisation was completed in April.
The cleaning operative wears gloves and a face mask during her hours on site.
Security officers and the receptionist will disinfect the reception desk surface, and workstation areas before the handover of the shift.
Alcohol based hand sanitising spray is located around the building in 100ml bottles. The liquid has been decanted from a 5ltr vessel and is a minimum of 70% alcohol. Please read the warning labels.
We have also ordered floor standing, no touch, hand sanitising units in reception and lower ground lift lobby.
7. Visitors
The safety of our employees, occupants, supplier partners, customers, families and visitors remain our overriding priority. To reduce the potential risk of exposure we will conduct a simple screening questionnaire for all visitors. Please see the appendix, and we request that occupants share this with any visitors prior to their arrival.
If the answer is “yes” to any of the questions, access to the premises will be denied.
Occupants are advised to notify all of their visitors of the information provided in this document.
Visitors will be registered by reception or security staff avoid visitors touching the same surface or pens.
A barrier to support social distancing will be installed in front of the reception desk.
To reduce cross flows, visitors will be directed to the appropriate floor or studio where the occupant is to promptly greet their visitor.
We do not currently intend to provide PPE to visitors, but visitors will be asked to use hand sanitising spray on arrival. We also have a small stock of face masks should one be requested.
8. Occupant Recommendations
Occupants are asked to read relevant guidance, and implement appropriate practices stated by the Government, including but not limited to, the Government’s Working safely during COVID-19 in offices and contact centres, Guidance for employers, employees and the self- employed 11 May 2020.
Occupants are asked to provide their own re-occupation (or return to work) plan and risk assessment to the building management team prior to re-occupation into the building. This is so we can ensure your questions or concerns are responded to prior to re-occupation in order to achieve a fair and safe outcome for all of our occupants.
Please practice safe social distancing by keeping two meters apart. This means in your studio or demise, for desks layouts, as well as common spaces, corridors and toilets.
Measure spaces between office desks and seating to ensure that distancing is practiced. A tape measure is available from reception - 2m is more than you may visualise.
You may need to consider staggering arrival and departure times or alternating working days.
Please avoid contact with others, no shaking hands or bear hugging for now.
Social distancing stickers will be placed around premises – please observe the requests on these signs.
Use hand sanitiser upon entering the building. This is available at reception and on the co-working lockers on the ground floor, in each GF studio and in the LG lift lobby.
Local shops (Boots at the station, Wilkos and Tesco’s across the road) now have a good stock of travel size sanitisers and we recommend you carry one of these and use it before entering the building.
Wash your hands before going into your demise or studio - Washing hands is the most effective way of reducing the transmission of bacteria and virus. Please use the 20 second guidance at all times.
Arrange additional hand sanitisers within your own demise appropriate to the number of staff.
If possible, avoid touching any surfaces with your hands (e.g. use the tip of the pen to push lift buttons, use elbow to push the door open).
Takes stairs if you can.
In order to reduce cross flows, we recommend occupants try and stagger their breaks and lunch times, so they are spread out and not all taken in the peak periods.
Be respectful of other peoples’ personal space. Some corridors unfortunately don’t have the space for a one-way travel route. This means you will sometimes pass within less than 2 meters of someone walking in the opposite direction. Please let that person pass before continuing on the route.
Is everyone in your demise feeling well? Look after each other and let your line manager know if you have any concerns about someone’s physical and mental well-being. We are all in this together.
If you think someone is displaying symptoms of COVID-19, please also let the building manager know. Let’s work together to keep everyone safe.
Occupants are asked to remove all food and rubbish from their workspaces prior to leaving the building (daily).
Occupiers are to ensure waste is management and controlled in line with current guidelines, (Eg PPE is disposed of correctly). We are not providing PPE specific waste bins. If you are providing these in your studio or floor, please can you provide the building management team with written confirmation of your procedures.
Be kind– give each other space and respect other people’s personal opinions and concerns.
Please read all other sections for area specific guidance and recommendations.
9. Toilets
Occupants are advised to keep social distance when using toilet facilities. Most of the toilets have corridors which are less than 2 meters wide, so please let another person leave the corridor before entering.
As a precautionary measure we also recommend toilets are flushed with closed lids in order to minimise the release of droplets and droplet residues from plumes in the air.
Soap is always available so please follow the 20 second hand washing guidance at all times.
On the 3rd floor we have removed access to two cubicles and two sinks in each room to encourage distancing in these spaces. This will be replicated on others floors as and when required.
The Health and Safety Executive (HSE) and the Government guidelines state that employers are to Provide hand drying facilities – either paper towels or electrical dryers. Due to the low risk working environment and hand washing and sanitisation controls in place, we have decided to maintain the use of hand dryers throughout the building.
10. Co-working kitchen
Due to the kitchen size in the co-working space, occupants are asked to keep the area to one person at a time.
The dish soap and brush will be removed.
We have made the decision to provide communal cutlery and crockery items from the kitchen as we are unable to monitor the usage, but we request that you wash and sanitise your hands before using any items.
Please bring your own cutlery and crockery items with you and take them with you to wash at the end of the day.
Due to H&S, we are unable to allow kettles or cooking equipment in co-working studios, so please use the sanitising spray and disposable wipes to wipe down any equipment before and after use.
Please carry out your own risk assessments for your team’s needs.
We will not have milk delivered at this time and not be providing shared milk. But we will buy smaller containers for the studios and write the studio numbers on them, so only your team are to use it. Please let the Building Manager know what milk you require.
Equipment will be wiped down every morning by the cleaning operative and hourly thereafter by the building management team.
The tea towel will be removed and replaced by kitchen towel.
11. Co-working pods and soft seating
Due to size restrictions and lack of individual ventilation of the pods, these are now restricted to one person per pod. Therefore, no face to face meetings can take place in these pods at this time.
The soft seating in the co-working space will remain in place but with reduced number of seats. Occupants are asked to practice safe social distancing and only have two individuals sitting opposite each other at the low coffee tables at any one time.
The soft seating will be regularly sprayed with an anti-viral disinfectant spray.
Due to the width of the large co-working table, we have significantly reduced the number of seats available around the table in order to comply with the 2m social distancing guidelines. At the moment this means that only 3 people can sit at this large table.
Perspex pod screens are in place allowing 6 persons on the large table once these are in place.
Please feel free to us the pods or the soft seating instead of this table - This means another 6 seats are available away from the large table.
12. Shower Facilities and lockers
Government guidelines have identified that shower rooms can remain open if adequate cleaning processes are in place. Please see the appendix for additional cleaning process in place.
We understand more people will want to cycle, walk or run into work and will want to use the showers.
We have decided to keep them open and manage them on a manual booking form via reception.
Please be aware that there may be busy periods for the shower rooms as more people may be commuting by bike or foot.
Try and stagger your arrival and departure times to avoid congestion in this area.
There are three shower rooms. One male, one female and one accessible for use by all.
Each room has a communal area with two sinks and mirrors, and two shower units each with a changing space. However, we will be limiting the rooms to 1 person only at a time, and for 15 minutes at a time.
This will allow the other shower unit in the same room to be cleaned whilst the other is in use. Please see the appendix for more details.
Users must take their personal items away with them, any items left will be treated as contaminated waste and disposed of immediately.
Hair dryers have been installed in the male and female units.
The unisex disable shower in the lower ground car park will also be open to all users, unless we are subsequently made of aware of a disabled user within the building.
Social distancing stickers are in place on the entrance door to the shower rooms.
Lockers are available to use. Keys are obtained from reception. Please observe social distancing guidelines around the locker area.
13. Bike Facilities
Bike racks are available on a “first-come, first-served basis”.
Please practice safe social distancing and use a rack 2m away from another cyclist or wait until they have moved away from the area.
Don’t forget to bring your own locks as you are responsible for your own bike, clothing and your equipment.
We have 47 bike racks and 33 lockers. We do not anticipate that additional bike parking spaces will be required at this time. The number of cyclists is expected to increase, but the general occupancy level is low, so we don’t expect there to be an issue with supply and demand.
14. Parking
We 21 parking spaces however some are already allocated to occupants with parking leases.
The disabled space in the lower ground car park will be open to all users, unless we are subsequently made of aware of a disabled user within the building.
The 2m distancing rule is in place in the car park area.
If you arrive at the same time as another vehicle driver, please make sure they are at least 2m
away from your vehicle when you get out.
Should you wish to temporarily lease a space, please speak the landlord on available space leases during this time.
15. Deliveries
All Royal Mail post will be separated by the building management team and delivered to the occupants’ demise.
All other courier deliveries will be asked to wait in reception and the occupant will be contacted to sign for the delivery. They are to collect it immediately. If the named person is not in the building, their colleague will be asked to collect it instead. No parcels will be kept in reception.
Occupants are to include specific delivery instructions when placing orders.
Please try and reduce personal items being delivered to the building until COVID-19 restrictions are lifted.
If you are having a fit out, please advise the fitout team of the Government guidelines on social distancing, to arrange deliveries over different days and to adhere to the advice in this document.
For large deliveries, and in order to minimise congestion, couriers for large deliveries will be sent to the lower ground car park off Bishopgate Street and instructed to use the passenger lift from the car park.
16. Contractor fit outs
In addition to the building fit out H&S guidance issued to the fitout team previously, please can you read the information in this document, so you are aware of the processes in place around the full building.
Please issue the building management team with your COVID-19 specific RAMS.
You are responsible for ensuring all your contractors are only accessing your permitted areas, are
practicing safe social distancing, and wash and sanitise their hands at all times.
17. M&E Strategy
Planned preventative maintenance (PPM) has continued to keep air conditioning, lifts and other plant safe to use.
All water taps, toilet cisterns and showers are flushed at least once a week.
Water samples were taken to test water quality in April and the certificate of analysis show that
the water sample results are satisfactory, and no further action is required.
Lift LOLER certification and routine services have been completed in April and May.
Fire alarms continue to be tested weekly (Monday at 10am).
The HVAC (heating, ventilation and air conditioning) fan coil units to floors 1-5 are still in operation.
The ground floor HVAC system has continued to be fully operational throughout the period of low occupancy.
We have alternated the air supply and ventilation speeds to ensure that maximum amounts of air is purged and in line with recommendations from both British Council of Offices (BCO) and Federation of European Heating, Ventilation and Air Conditioning Association (REHVA).
All fan units have particle filters. These are serviced and cleaned as part of the PPM.
All toilets and showers have extract fans.
Reception doors are automatically opened which also allows for natural ventilation purposes to the ground floor and stair case A.
18. Emergencies
The health, safety and well-being of our occupants, co-workers, visitors and colleagues is our main priority. Therefore, the building emergency procedures are still in place and apply at all times.
In an emergency, for example, an accident or fire, people do not have to stay 2m apart if it would be unsafe to do so.
People involved in the provision of assistance to others should pay particular attention to sanitation measures immediately afterwards including washing hands.
18.1. Fire safety and evacuations
The only change is to social distancing at the assembly point. We will now practice an
occupant dispersal procedure.
Until COVID-19 regulations change, please allocate one member in your team to act as the main
(on site) point of contact for emergencies. This person will change daily due to some team
members working from home.
Once evacuated, everyone is to disperse from the area until called back by your main contact.
The main contact will liaise with the building fire warden and fire service in your absence.
Only return to the building once your contact has been in touch with you.
Please make sure you all have your mobile phones with you and have your numbers stored in
everyone’s phones.
Remember that occupants and contractors are responsible for:
a) Nominating and training Fire Wardens specifically for their floor or studio
b) Providing ‘Out of Hours’ contact personnel and telephone numbers to the building management team
c) Creating and managing your specific Personal Emergency Evacuation Plans (PEEP) and Planning Business Recovery procedures
d) Listing business recovery personnel in the business recovery processes.
18.2. First aid
a) If you discover a seriously ill or injured person, please notify your nearest first aider immediately. Please let them know if you think, or know, they have any symptoms relating to of COVID-19.
b) If you are a first aider - Please familiarise yourself with how to provide first aid during COVID-19 restrictions. St John Ambulance and The Resuscitation Council (UK) websites provides some useful advice of how to keep yourself safe.
c) Where there may be a need to call 999 to request ambulance services please ensure reception are notified as soon as possible so they can direct them to the correct location.
d) There is a first aid kit and accident book located on the GF reception if required.
e) Floors 1 to 5 are to arrange their own first aiders and first aid provisions depending on the number of staff per floor.
f) If you are having a fit out - First aid facilities must be provided by each and every fitout contractor for use by their own personnel.
19. Temperature screening
Temperature screening on reception was considered, but discounted at this stage due to the below, but please feel free to incorporate it in your risk assessment and working space if your risk assessment has identified it as a requirement:
a) GDPR concerns.
b) It being possible that individuals are infected and not displaying a high temperature.
c) Cyclists / joggers having to wait outside for temperatures to return to normal.
d) The additional cost of the equipment which is likely to have very long lead times.
e) The cost of additional staff to manage temperature screening.
20. Disclaimer
The information and procedures contained within this document are subject to change as more is learnt about how COVID19 spreads and as further recommendations and advice from the Government is released.
21. Appendix
Signs – black circle
Walking routes – red lines
Number limit – yellow square
Sanitiser – green circle
Hello, World!
21.2. Bike racks location, showers and car parking layout
Car park spaces – red circles (orange taken) Walking routes – red lines
Bike racks – green lines
Shower and lockers – blue lines
Number limit – yellow square Sanitiser – green circle
Signs – black circle
21.3. Social distancing signs examples
21.4. Visitor Welcome / Info Sheet
34 Boar Lane - Visitor welcome during COVID – 19 restrictions
To prevent the spread of COVID-19 and reduce the potential risk of exposure to our occupants, employees, contractors, visitors, and families, we are conducting a simple screening questionnaire for all visitors.
If the answer is “yes” to any of the questions, access to the premises will be denied.
Participation before arrival or during signing in is important to help us take precautionary measures to protect you and everyone in this building. Thank you for your time.
Questions:
Have you returned from outside the UK within the last 14 days?
Have you been in close contact with anyone who has travelled outside the UK within the last 14 days?
Have you experienced any cold or flu-like symptoms in the last 14 days (to include fever, cough, sore throat, respiratory illness, difficulty breathing, loss of taste)?
Have you had close contact with or cared for someone diagnosed with, or with symptoms of COVID-19 within the last 14 days?
Notes for Visitors and Contractors:
We have a fire alarm test every Monday at 10am (Tuesday if the Monday is a bank holiday).
On discovering a fire:
a. Raise the alarm by using the nearest red fire manual alarm call points located at each fire exit. b. Call the Fire Service 999
c. On hearing the alarm head to the nearest fire exit
d. Do not use the lifts.During COVID-19 restrictions the assembly point process has changed to ‘occupant dispersal’ – this means that you will be called back to the building by the main responsible person or fire warden of your floor / studio. Only return to the building once you have received this call.
Please observe all signage around the premises and adhere to Government guidance at all times. Including the practice of 2m social distancing, 20 second hand washing and sanitising.
Contractor Only Note:
You will be required to wear fresh gloves at all times whilst on site - Fresh gloves are to be put on inside the building and old gloves are not permitted.
You will be required to wear a face mask in high occupancy areas.
RECEPTION STAFF WILL SIGN YOU IN ONCE YOU HAVE READ AND ANSWERED THE ABOVE
21.5. Additional Shower cleaning
Process for additional cleaning and checks of showers
The daily cleaning operative will clean and disinfect the shower rooms every morning.
The below is an additional process for cleaning the units between each usage.
Users MUST book shower slots in order to manage cleaning times between each usage.
Users must take their personal items away with them, any items left will be treated as contaminated waste and disposed of immediately.
Process for additional cleaning.
Wear gloves, blue over shoes and face mask.
Use extendable pole and plastic blade to remove excess water from the shower tray, cubical, walls and doors.
Spray disinfectant spray on shower tray, walls, glass screens, shower unit, pipes and shower head. Leave on whilst cleaning floor.
Spray floor cleaner / disinfectant on floor.
Use disposable paper towels to wipe the floor – using the extendable pole.
Use the extendable pole to remove all excess disinfectant from the shower cubical, tray, walls and doors.
Use disposable towels to wipe up any excess water / disinfectant.
Wipe down all door handles and touch points
Dispose of all used paper towels.
Dispose of all left property. Ensure double bagged.
Any questions? Be in touch.
Grace@34boarlane.co.uk