Preparing the office environment for returning workers: moving from remote to hybrid, or in-person

As companies look ahead to what the rest of 2022 holds in store, a question employers wrestle with is transitioning the work environment from remote to either a hybrid model (some remote, some on site) or to a full, on-site operation.

According to The Illinois Department of Public Health statistics, daily cases of COVID-19 in Illinois have dropped significantly from high daily numbers of more than 60,000 in late January. If the trend continues, owners may seriously consider how to reintegrate their workforces into the corporate settings.

The "new normal" will probably be a combination of on-site and remote. Companies contemplating a transition should start with an overall transition plan for the changes in the workforce environment - a comprehensive blueprint that details, step by step, what changes will be implemented. In addition to all the HR issues that may factor in, there are a number of other very practical considerations. Here are several:

Security of information - in particular the company's IT infrastructure

When COVID-19 regulations sent large segments of the workforce to remote working, there wasn't much time for a "deep dive" into how to keep their systems safe for both on-site and remote use. Now is the time to review the company's IT systems, practices and procedures.

There should be solid policies in place, a set of "do's" and "don'ts" regarding the use of personal devices to access company data and what a company allows (and doesn't) regarding surfing the internet - as well as formal company training on how to be vigilant against attempted hacks. Because a number of employees may be returning from a more relaxed home environment, it's especially crucial to take this step.

Advise employees what is and is not permissible (which should include a prohibition of storing any company information on personal devices), and a thorough test of the system's vulnerabilities - both for remote and on-site applications.

Videoconferencing can be a substitute for in-person meetings

For the businesses who maintain remote workforces, or companies who transact business with organizations in distant states or countries and for whom air travel is still not an appealing prospect, there have been significant upgrades in video walls, and videoconferencing facilities. Platforms such as Zoom, Teams and Go To Meeting have made remote contact more mainstream.

For companies looking to "up their game," direct view LED video wall technology can make it seem like someone half a world away is right in the same room. Whatever a company uses for video support, it is critical that the video communication system operate flawlessly on-site and remotely, which will involve having the IT team make certain that the communications and information transmission is secure.

Functionality in the office

Workstation sharing, for when people are on site only part of the day, may mean a creative reordering of the office furniture and having a desk used by one employee Monday, Wednesday and Friday and another on Tuesday and Thursday.

Open office plans that encourage collaboration are popular, including "COVID barriers" of Plexiglas to provide an additional layer of security and "phone booth" areas for private callings are also popular.

Take stock of furniture needs and be prepared to make some creative adjustments.

A furniture designer or interior designer may shed some valued insight as you evaluate. The end goal should be to address the needs of on-site workers as well as seamless communications with the remote team.

There are many considerations in making a shift in the work environment. Plan carefully, have a strong team and communicate your vision clearly to your employees. Good luck.

• Chip Miceli is CEO of Pulse Technology, headquartered in Schaumburg. Pulse Technology specializes in managed print services, managed network (IT), document storage solutions, furniture design and sales, and maintains an e-commerce site for office products. Reach Chip at chip@pulsetechnology.com.