Get Staff Back to Work Safely

Today, in the current Covid19 situation, the number one priority for staff is to secure a safe place to work when visiting the office. On the flipside, the number one priority for management is therefore to make getting staff back to the workplace safely happen.

In aiming to achieve this goal the facilities and leadership teams need to look at the key Covid19 prevention measures such as enforced social distancing, improved workplace and desk sanitization and minimizing staff exposure to potentially biohazardous surfaces.

Companies can help make getting back to work after Covid19 a safe reality by providing staff with tools like mobile booking apps that allow staff to view and book desk space easily, that also ensures social distancing is maintained as well as delivering transparency on cleaning policies. In situations where meeting rooms are needed, touch free access, the right people density and the safe provision for services like catering are key considerations.  NFS have created a range of solutions that respond to the current needs, using the powerful functionality of the Rendezvous agile workplace technology platform.

Here is how Rendezvous supports a safe return
to work strategy


Our Rendezvous mobile desk and room booking solution supports easy location and space booking directly from a floorplan. Using a fast 3 step process, staff can secure space, with full visualization of location as well as the knowledge that any space booked will automatically block out space to meet company specified social distancing policies.Even if they have been away from the office for several weeks, staff can rest easy knowing that the transition to getting back to work after covid will be a stress-free process.

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In conjunction with a Partner specialising in AutoCAD floorplan layouts, NFS can now offer a Social Distancing design package. This service will take CAD diagrams and the policies of the client and create a floorplan that reduces desk density, to comply with the required social distancing parameters. The spaces that are no longer in use can be blocked using the booking system, to ensure that all space booked is safe for staff to use. Management can see at a glance how to best utilize their space and how it will fit into their getting back to the workplace strategy.

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Having secured a safe space to work, the ability to check in/out safely is another important requirement today. The Rendezvous mobile app, with built in QR code scanning, allows seamless access to space without the need to touch a panel or other device. This zero-touch approach can also be applied to meeting room access, using a personal mobile device or RFID staff card. For visitors, a QR code can be linked to the meeting invite, supporting zero touch building access, using the integration between Rendezvous and leading access control systems such as Lenel. Our visitor management system also now has added features for the return to the workplace – such as Covid screening questionnaires and contact tracing – the bottom line being that any suspected cases, either employee or visitor, will not be able to enter the building and the company safety officer will be immediately notified. The use of dedicated desk panels also ensures that staff know when a desk is available and when it is out for cleaning.

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The ability to send alerts to service providers like the cleaning team, based around space used, can be fully automated by the Rendezvous Notification Engine. This enables companies to set clear policies for cleaning as well as other services like catering, giving staff the confidence that risks have been minimized. The Rendezvous mobile app also enables the user to scan and identify who used the space previously as well as future space bookings. This enables teams to work effectively, sharing space with full confidence. With extended set up, breakdown and cleaning times built in – and integration with the desk panels to indicate cleaning in progress – removes any potential for corners to be cut on essential cleaning.

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Facilities managers need to have access to space utilization information around a range of different metrics; occupancy by space types (VC rooms), times of day and days of the week. Rendezvous reporting and Dashboards provide real time information, to enable compliance monitoring as well as the data to enforce critical set up changes, for example, reducing meeting room capacity or removing a batch of desks from use if there has been an incident. Utilizing data and metrics from our bespoke social distancing service, facilities managers can see at a glance the opportunities for creating safe places to work.

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For companies operating an allocated desk policy, the Rendezvous Reverse Hoteling feature enables the selected release of desks into secure groups, so teams can share space in a simple but secure manner. Using security group policies, desk space can be made available to the appropriate user community, supporting better sharing policies and ultimately improved but safe desk utilization. In addition, hitherto under-utilized spaces such as corner offices can be used to safely shelter staff as part of an overall safe getting back to the workplace strategy.

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