How To Write Hybrid Office Guidelines (Template Included)
Many employees are excited to return to work for the first time since the outbreak began. Hybrid office guidelines are intended for employers and workers returning to work after COVID-19 restrictions have been lifted. We’ve compiled information on office guidelines and tips that are meant for modern hybrid workplaces. In this hybrid office policy sample, you’ll find all the essential information employees need to return to work and how to temporarily modify their sick leave and work-from-home policies.
The Importance of Hybrid Office Guidelines
A hybrid workplace combines remote work with on-site work. Today, all workplaces are adapting to a new world where employees only come into the office a couple of times per week or even once every two months, which makes hybrid office guidelines extremely essential. In a hybrid environment involving occasional visits to the office, office managers, HR professionals, or administrative managers need to explain to employees how to use the office in a hybrid environment. Companies must guide their employees during these new uncertain times. That's why it's important to develop an exhaustive and essential hybrid office policy to make staff feel safe and aware of their responsibilities. We're here to help you create good hybrid office guidelines.
Hybrid Office Guidelines: What to include
An effective hybrid workplace means combining the best of both worlds. Providing flexibility and guidance to staff and following best practices that will enable everyone to resume normal operations and transition back to a sense of normalcy.
This guide describes the different aspects you will need to cover and provides a base office policy template to use, so you can navigate the modern hybrid workplace concept with ease.
Essential Guidelines:
Accessing the office
When you are assigned to come to work, you can access the building using your fob or access card. We recommend that you do not come in on other days unless your manager has approved your entry.
Booking your desk in advance
All shared desks are installed with sneeze guards to ensure social distancing. We recommend that you stay in your work area, and communicate through the banner shields.
Two ways to book your desks:
- Book via slack using Deskfound slack channel. It’s simple and you can find guided tutorials here.
- Make arrangements ahead of time for advance desk bookings by contacting name@email.com.
- All desk bookings and reservations are taken on a first-come, first-served basis. The chairs are protected with chair covers to ensure maximum protection.
WIFI access instructions
You can access the wifi password via the tent signs placed in the lounge spaces. It is also written on the whiteboard by the kitchen area, and inside each meeting room as well.
Kitchen usage
The kitchen office guidelines require you to maintain social distancing when using the kitchen area. Wipe down where you sit. To ensure that all utensils are properly sanitized and cleaned by the kitchen staff, wash or place them in the designated area. Don’t gather in large groups inside the kitchen.
If you plan to bring your own lunch and utensils, make sure you clean them before and after use. Remember to wipe down the area where you eat or drink.
Washroom usage
To comply with hybrid office guidelines, washrooms, as well as any other common area, should be used separately. Every time you leave the restroom, wash your hands, wear your mask, and sanitize.
Gym & amenities space
Gym and amenities spaces can be used with the approval of your manager and on a need-to-use basis. We have limited the use of gyms to [insert number] people at a time until further notice.
Using the printer and office supplies
Sanitize shared office supplies and wipe down printers before and after use. We recommend emailing name@email.com when you need new office supplies. Once approved, they will be delivered to your desk station.
Meeting room reservation and use
Meeting rooms can be reserved through name@email.com. To cancel a meeting room reservation, you can email name@email.com and state the reason for cancellation. There are hand sanitizing stations in all meeting rooms. We sanitize and wipe down all meeting rooms thrice a day.
If you plan to use meeting rooms, keep the headcount to 3-4 people, wear masks at all times, and maintain social distancing.
Please inform HR after using a meeting room so that cleaning protocols can be followed to ensure the safety of future users. Please allow 30 minutes between bookings so that the cleaning protocol can be followed.
Pet Policy
Dogs are welcome. You should make sure that your furry friend is well behaved enough not to disrupt others at work, and that you are the primary caregiver. Submit ownership documents of your pets to name@email.com
Important Instructions and Reminders:
➝ Pre-Arrival Information
What to do before you come
Before you arrive at the office, make sure you have booked a desk and your manager has granted you access. Be sure to bring your key fob or access card.
In case you are commuting by public transportation and do not have any other options, you can request to work from home as a precaution.
➝ Arrival Instructions
Office Hours
The office is open between [8 am and 5 pm]. However, you will have 24-hour access to the building with your key fob or access card.
Arriving at the office
A key-fob or access card is required to gain access to the main office building. The only way to gain access if you don't have a key fob is to buzz [insert no] to talk to security and they will grant you access if you have been approved to use the premises. Use the elevator to go up to the main office floor.
Parking
All employees approved to come into work will have free parking available in [area]. In case the parking area is fully occupied, employees can pay [price] per day to access parking located at [Street Name].
Bicycles
All employees have a secure unit that is available for storing bikes behind the building. Please contact name@email.com to set up the connection between the key fob/access card and the bike storage lock.
➝Working From The Office
Here are some general office guidelines and tips for maintaining good hygiene in the office:
- Disinfect your work area when you come in as an extra layer of protection.
- Open any windows near your workstation to maintain open ventilation.
- Avoid in-person meetings even when you’re in the office. Do it virtually where possible, during teams meeting, and conference calls, especially with clients, vendors, candidates, or partners.
- Whenever you use the toilet, before eating, or if you cough or sneeze into your hands, wash your hands for 20 seconds. Sanitizers are also available around the office.
- Try to cough or sneeze into the sleeve, preferably your elbow. When using a tissue, be sure to dispose of it properly and wash your hands immediately.
- You should avoid touching your face with your hands, particularly your eyes, nose, and mouth, to prevent infection.
- You should avoid close contact with your coworkers if you frequently cough or sneeze, and take extra precautions (including requesting sick leave).
- All common areas - breakout rooms, meeting rooms, conference rooms, and kitchen area, will be closed where possible to limit the spread of the infection.
➝ Leaving The Office
- Before you leave the office each day, make sure you wipe down your workspace with sanitizers provided to you.
- Before leaving the office, make sure you take all your belongings.
- Make sure personal dustbins/used cups or plates are accessible for housekeeping to empty and clean.
Hybrid Office Policy - Health & Safety Protocols
Rapid Antigen Testing
Rapid antigen test kits are on hand at the office, so if you are just recovering from an illness, or have recently returned from traveling, reach out to the HR or office manager for instructions on where to find them in the office.
Please keep in mind that because of the way they are packed, they can only be done in the office. It is not possible to take these tests home.
Symptoms
You should stay home if you, or a member of your household, are sick or are experiencing symptoms associated with COVID-19.
Vaccination policy
As part of the hybrid office policy, our HR team requires you to present your vaccination card upon arrival at the building.
Physical distancing
The entire office is marked with social distancing floor decals to remind employees to remain a physical distance of 2 meters (6 feet) away from each other.
- Practice social distancing to limit the spread of the virus, including avoiding congregation settings, avoiding mass gatherings, and keeping distance on public transportation as much as possible.
- During your visit to the office, we ask that you keep your distance.
- When you are not seated at your desk and are not eating or drinking, please wear a mask.
FAQs
In case you have symptoms or have recently travelled, how long should you stay away from work?
You can apply for work from home requests, or sick leaves if any of the following apply to you:
- Before and after travelling internationally or domestically, travellers should get tested.
- You may request sick leave or work from home if you have cold symptoms, such as cough, sneezing, fever, chills, cough, shortness of breath, or difficulty breathing.
- Feeling unwell and in contact with someone who is infected with COVID-19, requesting to work from home.
- If you begin to show Covid-19 symptoms before large gatherings and events, and at least three days after. In case of high-risk events or gatherings of multiple households, you should get tested immediately.
- You can request work from home if you need to care for a family member infected with COVID-19.
- A two-week isolation period is recommended if you begin to show symptoms. Before returning to work, you must be tested and get two consecutive negative results.
- Once you have recovered fully and have received a note from your doctor confirming that you have recovered from COVID-19, you can return to the office.
- Keep in mind - Even if you do not have any symptoms, you may have been exposed to COVID-19 or may have recurring concerns. In this case, it is best to inform your manager and stay home.
What is the frequency of cleaning desks, tables, office equipment, etc.?
We are cleaning every surface in the office as thoroughly as possible. Medical grade masks are being provided to all staff and employees. The entire office premises is being disinfected with industrial-grade sanitizing gels. In order to create a safe and connected work environment, the office has social distancing decals and safety products. Have feedback or suggestions, send them to [name@email.com ]
Contact [name@email.com ] if you have any questions or concerns related to the hybrid office policy.
