FMs role in supporting a hybrid working model

The global pandemic impacted our lives both at home and at work. Research showed an eightfold rise in working from home between February and April 2020 and, while legal restrictions have now been relaxed, some changes remain with us – perhaps forever.

Rather than a steady stream of employees throughout the week, workplaces now face greater occupancy peaks and troughs and a hybrid model of work appears here to stay, at least for the foreseeable future.

As many businesses look to transform their workspaces, from traditional fixed desks to spaces for meeting and collaboration, how can FM best support this workplace transformation?

According to the government, the peak for working from home was in June 2020, with 49% of people reporting some work from home during their workweek. In January 2022, the figure was down to 36% but that’s still very high by historic standards.

A recent survey by the smart buildings company Infogrid asked workers what they most wanted information on, in terms of how their employers were keeping them safe on their return to the office. These were the top responses:

• Cleaning information (60%)
• Air quality (56%)
• Virus risk (51%)
• How busy the building is (50%)
• Light levels (33%)

At the top of the list, cleaning has never been more important, but also never more complex. Traditionally, cleaning has been invisible. Employers really wanted elves sneaking in at midnight. Some still do, but others feel that their workforce wants to see the sanitising happening.

FM needs to be prepared to be more flexible than ever, to fit in with a wider range of client needs, as Brij Thankey, CEO at Precision FM, explains:

“We often need to liaise more closely with clients than has historically been the case. Even clients who want a visible cleaning service need that to be delivered safely. For every task, we need to assess how many staff are needed, and then work with the client to see how many employees are likely to be in the same space. The solution will vary case by case, but it might be that the deep clean is done by the traditional evening crew, with touchpoint sanitation done throughout the day on handles, desks, lift buttons, banisters, and so on.

“One ally we have in this battle is the increasing reality of workspaces being smart buildings. Not only can we check in with the client to see how many employees are likely to be present on a Monday, versus a Friday, we may well be able to use security door data to see how many were actually there last Friday at 1PM, 4PM and 7PM. That way we can work out exactly when it makes sense for our team to arrive.”

While technology can help, people are still playing a valued role. With cleaning teams increasingly present during the day, they are able to ensure that meeting rooms are turned around quickly and safely before they are used again. As the way spaces are used changes, maintenance teams can ensure that buildings remain compliant and that any small fixes can be carried out to ensure the office remains a place that employees want to return to.

An FM company can also advise on the ways that factors such as air conditioning, heating, lighting design, and desk arrangement can be used to shape the most pleasant and safe workspace.

Brij continues: “Never has health and safety in the workplace been as much in the spotlight as it has been over the past two years. Covid protocols meant that cleaning and hygiene took centre stage for many FM teams but now, as many workplaces start to reopen once more, facilities managers are well placed to be able to support businesses as they transition into a new normal.

“We know, through our own experience, that by understanding how buildings are being used, we can offer targeted solutions to maximise efficiencies, creating spaces that work for those that work and visit them.  For example, it’s important to consider the benefits of workplace design and the impact a well-designed office can have on performance. A switch to hybrid working can be an opportunity to make this a key focus.

“But, it is also important to remember that while how occupants might use the building differently in a hybrid setup, maintenance issues can still occur regardless of whether there are two, 22, or 202 people using the space. It’s important to maintain consistent usage of any assets so they don’t stop working. By working with your FM team you can set up a planned preventative maintenance (PPM) schedule to ensure that all areas, whether they are in active use or not, are being maintained to a high standard.”

The hybrid workplace that we see around us today is different from the workplace of five or ten years ago. But it’s still a space in which people are present – just not all of the people all of the time.

If you’re looking for a facilities management company to support your business in the era of hybrid working, reach out to Precision FM today. Call us on 0116 366 6508 to find out more.

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