Two years into a lockdown that was supposed to last two weeks, it seems that some employees are finally getting ready to return to work. However, there is a lot of uncertainty surrounding the right steps organizations can take to keep their spaces both safe and efficient.
As tenant reps, we have seen a monumental shift in real estate culture. As a result, the average questions of commercial tenants have changed. Now companies are wondering:
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Are we operating at the most optimal space utilization post-WFH?
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How can we alter the existing space to adhere to COVID-19 guidelines?
What’s right for one company may not work for another. However, we have included the steps we have seen corporations take, under the guidance of health organizations, to ensure the safety of their employees.
These points of consideration are critical when considering relocating or renegotiation. Read on to learn what you can do as a tenant to return to offices safely.
1. Re-Measure Your Space Utilization
In the past, physical spaces generally allotted 100-150 square feet per employee. This small number is a thing of the past.
To keep up with social distance practices, the number has been expanded to about double what it was. This change is something to keep in mind if you are reorienting your property to fall in line with COVID guidelines.
Since the amount of space per employee has increased, companies are adopting hybrid schedules rather than expanding into new properties. If your employees operate on a work-from-home or hybrid schedule, there is no need to upgrade your property requirements.
Measuring your space utilization is also vital if:
- Everyone has been working from home
- You are looking to cut CRE overhead costs
- You are paying for space that you no longer need.
2. Look into Subleasing
If you are operating at a significantly reduced capacity or still have no plans to return to the office, you have options. If your lease includes a sublease clause, you can find other tenants to occupy your unused space.
Whether this is an entire building or just a vacant floor, subleasing can seriously mitigate the expense of wasted square feet. Know that, in many leases, sublease clauses specify that you cannot profit from this arrangement. However, this action will go a long way to reduce the damage of expensive costs.
If you utilize a work-from-home or hybrid schedule, this is an excellent option for savings.
Find Subleased Space
On the other hand, if you scrapped your office space due to the pandemic, finding space that you can sublease is a great way to occupy properties below market value. Besides being in a building for cheap, this option is associated with a great deal of flexibility.
There is so much uncertainty right now, especially surrounding the working world. Finding a subleased space will allow you to sign on a shorter term so you can reassess your need for space when there is more clarity.
Operating in subleased space lets you:
- Occupy commercial properties at reduced rates
- Assess your spatial needs on a shorter term basis
- Take advantage of lower market demand for space
3. Re-Organize Your Space
As mentioned above, your necessary square footage will change in a post-pandemic working environment. When returning to the office, you want the safety of your employees to be the paramount concern. This may mean renovating your space to align with the latest safety measures and guidelines.
If you are prepared to renegotiate with your landlord, you can receive more tenant improvement dollars to mitigate the costs of these renovations. In place, they may ask for a longer leasing term. Since the demand for commercial space has been low, landlords are more willing to concede to the terms you want to get someone in their space. If you agree to a longer-term, especially now, there is no shortage of perks you can receive.
Here are some of the latest renovations companies are making to ensure the safety of their employees and working environments when returning to the office:
Private Offices
Open floor plans and desks may soon be replaced by private offices. These working spaces will allow people to come into the office without fear of increasing the spread of contaminants.
If you plan on conducting renovations, consider adding more private offices to your floor-plan as social distancing remains one of the most potent techniques to fight increasing infection rates.
Barriers Between Desks
If you don’t want to reorient the entirety of your space, many organizations are finding desk guards to be helpful. Plastic or plexiglass barriers are widely used everywhere, from grocery stores to nail salons. Like masks, they interfere with the spread of contaminants from interpersonal communication.
Partitions reduce the risk of germ exposure and are quickly becoming a staple in reopened corporate offices.
State of the Art Filtration
Many people are equipping their HVAC systems with stronger filtration elements. Protective ventilation practices are recommended by the CDC to halt the growth and spread of airborne contagions.
If your system is not up to par, it is time to make sure it is. While it may not be necessary to redo your entire HVAC system, there are precautions you can take to improve its quality.
For instance, you can install a High-Efficiency Particulate Air (HEPA) filter. They are more efficient at capturing air particles, especially smaller ones. According to the CDC, HEPA filters are about 99.97% efficient at capturing human-generated viral particles associated with SARS-CoV-2.
(HEPA filters work by filtering micro-particles other systems can't catch) Source: Airtecnics
Another option is using Ultraviolet Germicidal Irradiation (UVGI). UVGI systems are highly effective at air filtration and cleaning within occupied spaces.
These technologies are quickly becoming the norm in corporate offices across America.
As a result, people are holding their employers at higher standards regarding office safety and cleanliness. Installing better ventilation systems is a great step to reducing risk.
Below are other safety policies preferred by employees;
Image Source: Qualtrics
How to Ensure a Safe Return To Office
Coming back to the office can be a difficult decision for any organization to make. Online work has a lot of benefits, but if you are finding that it’s not enough, you can exercise other options. If you want to return to the office, you have to stay updated with the latest health and cleanliness standards.
No matter what, making sure everyone is wearing a suitable mask and keeping space between each other will lessen the certainty of spread. Also, be sure to increase the quality and quantity of your office cleanings.
There are other alterations to your practices and space that you can make. For example, corporations commonly utilize renovations to keep their properties up to date.
Negotiating with your landlord can help to mitigate costs that appear from renovation. If you need help in this process, tenant reps are experts of leveraging the value of tenancy against landlord negotiations. They can also help you stay informed about changes in the real estate market and make informed decisions with your CRE portfolio.
Want to learn more about if you should renovate your building? Check out this article!
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