Your People
The people in your firm are your most important asset. So, let’s start with them.
What to ask
Your plan needs to work for your people. If you know their individual circumstances and create a plan to
incorporate them, you’ll be rewarded with enduring loyalty and increased participation in following the continuing restrictions.
Through individual or department meetings or surveys, find out:
- Any health considerations or high‐risk factors that need consideration when returning to the office. You can anticipate that your 70+‐year old partners and anyone with an auto‐immune condition will need a different plan as will younger people who live with higher‐risk individuals.
- What caregiver/parenting responsibilities does anyone have and what do they need? Continuing to work from home or adjusting in‐office hours might work for those whose children aren’t in school.
- How do your people get to the office? Mass public transit? Could they drive if they had access to parking?
- What would help people get their work done? Some need to be back in the office earlier in order to increase and improve their work product, which would also improve their mental health.
- Who are the key people who need to return to the office as soon as possible? A high‐performing lawyer who works most effectively in the office? A bookkeeper whose operations rely on paper?
- What happens if your leadership team is affected by the virus? Consider keeping key partners isolated from one other to reduce the risk of having them affected by the virus at the same time.
With this information, you can now move on to other considerations to support your people in their return to the office.
In‐office schedules
- Many have worked from home effectively. Can this be a “new normal” for some staff?
- Consider shifts: (6am – 2pm, 10am – 6; 2pm – 10pm)
- Consider alternating schedules (Group One: Monday, Wednesday, Friday; Group Two: Tuesday, Thursday, Saturday)
- Considered staggered arrivals to minimize the number of people needing the elevator.
Communicating the changes
Clearly communicating your protocols about physical distancing and office cleaning will establish a sense of trust with your staff. Here are some ideas to consider:
- Develop clear communications such as “Frequently Asked Questions,” safety etiquette guides, office protocols, etc. in posters, e‐mail or webpages. There are available resources from Health Canada, Alberta Health or the Center for Disease Control.
- Assign back‐to‐the‐office ambassadors who can conduct tours and instructions for using the newly re‐configured office space.
- Be clear about your expectations. Let your staff know that some of these measures are temporary and to be prepared for adjustments.
- Create a COVID‐19 taskforce with some key personnel that can keep researching and updating your firm’s protocols.
Health policies and protocols
- How will you adjust policies to address the following:
- Employees with children at home because there is no school or daycare available?
- Conscientious Objectors who don't feel comfortable coming to the office?
- Employees with family members/close friends that are diagnosed?
- Employees who are caregivers or have family members who are immunocompromised?
- Employees who are showing signs of infection but could be a common cold or allergies?
- Do you have contractors who are not covered by your policies? What happens if they start showing symptoms, have close family members who have tested positive, are immunocompromised, etc.?
- What is your protocol if one of your people tests positive? Communicate the procedure so they are ready to comply immediately.
- Do you have the ability to contact trace clients and suppliers that have been in contact with one of your people who tests positive?
- Identify an area where your people/clients can be isolated if they show symptoms at the office.
- Do you have other supports to manage the emotional health of your people such as increased accessibility to a human resources lead, office manager, student or associate director, managing partner?
- Do you have an Employee Assistance Program in place to address COVID19 related issues?
Other policies
As you make your plan, don’t forget to update your documented policies:
- Working from Home
- Care days/sick leave
- Vacations from Work (any changes to “carry‐over” policies or approval procedure?)
- Travel for Work
Be upfront and communicate delays or changes in normal processes:
- Recruiting/hiring
- Performance management
- Recruiting/hiring
- Performance appraisals
- Awards & recognition