CONNECT
Issue 16
Adopt a collaborative approach
• A check-in process, much like the process at a hotel front desk, allows
Relying upon these pillars may serve to fortify your workplace shift strategies.
Include a “have and needs” survey or checklist that asks, “what workspace equipment does the employee currently have and what need is anticipated?” This preview can alleviate the fear of the unknown and make the shift easier. This information can be used to partner with local ergonomists, human resources, and facilities to create a shared work environment that works for all participating employees regardless of differences. 2. Address specialized equipment needs. When constructing shared workspaces, like bridges, one size does not work for all. For example, a department may have an employee who is 5’3 and another who is 6’2 sharing the same workspace. In this case, options for petite and tall user chairs may be a required workplace specialization. To identify disparity in equipment sizes, different chairs can be color-coded for easier recognition. Another option is to assign specified areas where these special chairs are located or an area where chairs can be checked out for use and return. The set-up should also consider the need for additional specialized ergonomic equipment including: • ergonomic keyboards and mice • keyboard trays • document holders • privacy screens. If office equipment is to remain on-site, provide lockable storage for them. 3 . Provide registration and management. When traveling from now to next, a good navigation and location system is helpful. In the case of the transition to new shared workspaces, it’s critical to know who works where and when to avoid more than one person showing up to work in the same space. For more efficient use of space, contemplate using a system for shared workspace registration and management to keep track of employee workspace usage. Several workable options include: • Offer pre-booking with a user reservation system that is easy-to-use with a capacity to operate in real-time. UC has an existing room reservation system that can be utilized. If your organization has one, perhaps it can be customized to accommodate a hoteling workspace. Stand-alone hotel reservation systems are also commercially available.
employees to check-in for individual desk assignments in shared workspaces with either a person or an on-site computer
Pillar one: Create a framework that includes ergonomic design guidelines for hybrid or shared workspace set-up Ergonomic design guidelines can fortify a plan and provide the structure and flexibility to accommodate a wide range of individuals, sizes, proportions, capacities, medical conditions, etc. Making a workspace that fits the worker or multiple workers in shared spaces, is a necessary element of this plan. The framework is made stronger by adopting a multi-team approach. At the University of California (UC), to compile ergonomic design guidelines for shared workstations, a team of ergonomists from multiple UC campuses convened to share information and ideas. These Ergonomic Design Guidelines developed through this collaboration included: • multi-user desk specifications • ergonomic chair specifics • technology needs • device access points • accessories, storage, and educational resources. This collaborative effort produced a basic framework that could be used and customized by each UC campus to create viable shared workspaces. Pillar two: Develop best practices for successful shift to shared workspaces The next step toward building a solid framework or bridge for a successful shift to shared workspaces is to develop best practice guidelines. Here are five best practices to facilitate a healthy, safe, and workable transition to hybrid, shared and hoteling workspaces: 1. Provide a workspace preview. When constructing a bridge into new territory, the bridge needs to be built from both sides. Employer and employee engagement is essential to maximize success when transitioning to hybrid and shared workspaces. To do so, start with a workspace preview. Provide employees with a preview of the shared or hybrid workstation layout.
system. It’s also helpful to offer easy- to-use contact resources (a person, a resource list, a central phone number, or email) for employees to get questions answered. This can eliminate frustration, save time, and increase productivity. 4. Offer training before the shift to shared spaces. Like getting into a new car to cross over a newly constructed bridge, it’s good to have a drive or user training before they start the journey. Giving an employee access to a shared space and a laptop without ergonomic training is like getting into a car and starting to drive without adjusting the seat, mirrors, etc. Workers, without proper training, may arrive at the shared workspace and just start working with no thought of ergonomic adjustments and best practices or concurrent negative consequences of incorrect workplace layout. To better prepare employees, encourage the use of on-site set up and adjustments best practice. For example, when commencing work in the shared or home-based workspace, like getting into a new car, employees need to check the monitor, seat, keyboard, mouse, etc., and make the necessary adjustments based on best practices and comfort. If this adjustment is done at the start of the day, the employee is creating a good “ride”throughout the day. 5. Recognize environmental, health, and safety factors. Developing a solid path to change should include Environmental, Health, and Safety Factors. Lighting, sound and temperature are important elements to consider when creating a framework for a healthier workspace. Some spaces have window coverings, while others have windows where the sun comes through. In these scenarios, adequate window coverings with controls and alternate ambient or even task lighting may be necessary. To control sound, you may consider offering: • noise-canceling headsets • needs-based spaces like enclosed spaces for focused, confidential work • open spaces for virtual, in-person, or collaborative work.
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