Blurb from the author: Thanks to the CMCO, some companies have started to return to their offices with strict SOPs, following the guidelines set by the government. Over at Vulcan Post, we're waiting for the entire MCO period and monitoring the situation before we make a decision, but man, I miss our office very much.
I jealously approached various Malaysian offices, large and small
Find out which security SOPs you would implement or update when you return
As expected, increased
Disinfection and hygiene practices are implemented everywhere by hand
Wash to disinfect any exposed surface and wear face masks.
But what is still lying?
Furthermore? According to these companies, much more.
1. Define rule books or manuals
The first rule of
Thumb is always to make sure everyone is on the same page about how that
The company takes care of COVID-19 and social distancing.
For a larger company like Sunway, there was a Sunway Crisis Management Team (SCMT) that implemented the Sunway COVID-19 guidelines and preventive measures. At Nestlé Malaysia, they also implemented a company-wide access control policy.
For a smaller company, it may be sufficient to send a company-wide email that is precise in its instructions and reasons.
2nd Carry out temperature tests
Are temperature tests
One of the easiest ways to instantly tell if you should let someone in
Your premises or not.
If your company or facility management can afford it, it should definitely be one of the first screening levels before entry, as Sunway and Nestlé Malaysia have implemented.
In addition, Nestlé Malaysia records the daily temperature values as a reference and Sunway logs its visitors.
3. Codes for entry
Sunway has now made it
Employees must fill out a digital self-declaration form about their employees
Current state of health, recent travel history, interactions with confirmed or suspected
COVID-19 cases and recent participation in mass meetings.
This happens daily
and to go a step further, the company also implemented QR codes
are only valid for one day and are generated when you fill out the form.
MaGIC employees need to scan a barcode in the lobby to register and support contact tracking.
If you want to implement something similar in your office building, you can opt for CovCT, a free platform where individuals can register after scanning a QR code.
4th Extended WFH for some employees
After we have all become familiar with the WFH culture, companies see the implementation of voluntary WFH guidelines as a solution to reduce the number of employees in the office per day.
Nestlé Malaysia launched voluntary WFH in May. This also has an advantage because employees need access to high-traffic areas such as elevators to get to their office.
Employees who work for Protemp Exhibitions & Conferences Sdn Bhd (Protemp), which organizes, manages and represents established trade exhibitions and conferences in Southeast Asia, can also choose to do the same because they monitor their condition themselves.
MaGIC is a
somewhat stricter, with only 20 employees in the office per day, according to
The rest will still be WFH.
5. Shared operations
If you prefer more
By organizing employee size regulation, you could introduce a breakdown
This enables various
Groups of employees to work in different places in the office, at home or at work
even on an alternative schedule.
Ejen2u, a cloud management platform, divided his team into three groups: management, developer and customer service and support. Only the latter team is allowed into the office as it provides a better environment for noise reduction and internet connectivity, which are essential to their work.
6. Foot operated doors
- Foot operated doors from Nestlé Malaysia / Photo credit: Nestlé Malaysia
Nestlé Malaysia has modified its doors so that they can be operated by foot, simply using your foot to open the doors instead of your hands.
7. Rearrange seating arrangements
Protemp puts on a 6
10 feet between each employee, with some tables left empty for convenience
- Credit: DoctorOnCall
- Credit: Sunway
At DoctorOnCall, only 4 people are allowed to sit at one desk, and the seats are treated like hot desks in a coworking space, as different employees enter and leave the office every day.
The Ejen2u employees no longer work in their usual open area, but use several rooms and only hire 2-3 employees at a time.
8th. Bring your own prayer materials
The Sejada (praying
mat) and telekung (prayer robe for Muslim women) are objects that
Get in very close contact with people as they pray, so Sunway implemented a
Rule for employees to bring their own for security measures.
9. Social distance markers everywhere
While many of us could
Be more aware of social distancing now, it still helps us to calm our minds, though
We can see visual markers that tell us where to stand or sit.
- Social distance markings in the pantry and elevator / Photo credit: Nestlé Malaysia
- Social distance markers in the prayer room / Photo credit: Sunway
Whether in the elevators, in the cafeteria, in prayer rooms, or in meeting rooms – it would be enough to cordon off areas with something as simple as tape, according to common social distance measurements.
10th Restrict access to frequently shared areas
We all love our office pantries and need our toilets. Some companies are aware of this and have taken certain measures to reduce traffic in these areas.
At Sunway, only 2 employees are allowed to enter the pantry and the toilet, while Nestlé Malaysia limits the number of pools and stations in the washrooms.
Photo credit: Nestlé Malaysia
At Protemp and DoctorOnCall, only 1 employee may enter the pantry at a time. Then there are no more water cooler chit chats.
11. Stricter guidelines for meetings
Meeting rooms are
Of course, places where people gather and sometimes spend long hours
Some companies have established certain security policies:
- MaGIC has an approval process for whether physical meetings should take place at all, and is regulated by its CEO or VP People. You also have a limit of 10 people in meeting rooms.
- If a meeting at Nestlé Malaysia requires more than 10 people, they will need approval from their CEO.
- DoctorOnCall has a maximum of 3 employees in a meeting and conducts short stand-up meetings in which they stack their chairs and remove them from the meeting rooms.
- Since they are already split between rooms at Ejen2u, they use Zoom to hold their meetings even when they are in the office at the same time. This also enables their WFH employees to be part of the conversation.
12. Restrict visitors if not required
The majority of companies
We talked about holding back from letting visitors into their offices
Hold on, but Sunway will still only accept you when absolutely necessary.
Therefore, all visitors must fill out a registration form 48 hours before the visit and must wear face masks and maintain social distance at all times.
They do not allow walk-in visitors, and I believe that every company should do the same with contact tracking efforts.
13. Rules for eating
Sunway has actually evolved
their own online and mobile app booking system for their cafeteria, i.e. employees
have to use this system to order their food and they pay with it
E-wallets or debit cards. Dine-ins are still restricted.
At Ejen2u they keep
Making things easier by sending an employee out to take food for everyone, or
Opt for the delivery of food.
Bottom line: Depending on the office culture you're familiar with, some of these measures may sound a bit drastic (to me, it's the way DoctorOnCall takes out their meeting room chairs), but I understand why it would be better to be excessive. careful and strict at the beginning. Finally, you can monitor the effectiveness of these measures at any time and make adjustments later.
- Read more about what we wrote in the motion control order here.
Photo credit: Sunway / DoctorOnCall