NSUK Office Opening Pack

Return to work guidance
Your guide
office re-opening

Return to work guidance
This document outlines the necessary information regarding our office reopening,
including:
• Covid-19 symptoms and what to do if you feel ill
• Office access/booking system
• Office social distancing measures
• Office hygiene rules
• Guidance on
• Where to sit
• Visitors/clients
• Office hours
• Housekeeping reminders
• Deliveries and services
• Foreign travel guidance
As always, we are here to answer any questions you may have. If anything remains
unclear or if there are specific aspects you would like to discuss please do not hesitate to
contact Simon or James.
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Return to work guidance
What should I do if I feel ill or
have any symptoms?
The symptoms
The main symptoms of coronavirus are:
High temperature
This means you feel hot to touch on your chest or back (you do not need to
measure your temperature)
New, continuous cough
This means coughing for more than an hour, or 3 or more coughing episodes in
24 hours (if you usually have a cough, it may be worse than usual)
Loss or change to your sense of smell or taste
This means you've noticed you cannot smell or taste anything, or things smell or
taste different to normal
Most people with coronavirus have at least one of these symptoms.
What should I do?
• Call 111 for advice, do not go to your GP or local hospital until you have
discussed with 111
• Follow guidance on testing
• Do not come to the office
• Inform your line manager and James
• Self-isolate for 14 days
• Read here for more information on how to self-isolate effectively
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Return to work guidance
Office access/booking system
The office will be open and operational from:
Monday 21 st September.
As communicated, you are not required to be working from the office full-time.
Home working still remains; however, we are keen to provide you with the option
of using the office should you require it. Capacity in the office will be restricted,
therefore access and usage will be managed by James.
The process for requesting use of the office is as follows:
• Plan ahead as best you can
• Contact James with the days you would like to go into the office – if you are
planning on meeting as a team please specify all persons
• Please provide information as to why you require the office – this will allow us to
prioritise if/when capacity levels are reached
A calendar for office availability will be available on the s:drive for your reference
showing who is in/when. This will be updated by James and will allow you to see
how office capacity is already looking on any given day you might be planning to
come in.
Keeping the office open and operational will require everybody to follow the
guidance and rules outlined in this document and for us all to use our common
sense in terms of maintaining social distancing and hygiene.
Reminder: at this present time you are not bound to use the office. We would
encourage you to use the office for your benefit/the benefit of the projects you are
working on. Whilst we have all coped exceptionally well working from home, as we
are getting busier with new projects, requests to access the office are increasing –
be that for team meetings/catch ups, supporting fieldwork (e.g. watching focus
groups), better internet, a quiet space to think.
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Return to work guidance
Social distancing
Capacity management
We will not have more than 6 people in the office at any one time to start off with.
Access
Please use the west wing to enter and the east wing to exit. The route in an out
of the office is touch free so please bring your access card, codes no longer work
on the doors. Speak to James if you have lost yours.
Seating
You will be asked to sit at a maximum of 1 person per pod and restrictions on
numbers will apply when using meeting rooms, booths and the kitchen/breakout
areas.
Meeting rooms
The large meeting room capacity will be capped at 3 people and the small meeting
rooms will be in use for only one person at a time. When you have finished in these
rooms, ensure you wipe down surfaces and door handles.
Keep your distance
Always observe a 2m distance rule. Do not shake hands, hug, high five or
otherwise make physical contact with each other. You will see tape on the floor
and on the black board near reception that indicates 2m distancing.
Brainstorming
Group training sessions or meetups should be conducted via Microsoft teams
from desks or ensuring a 2m distance between each person is observed.
Lifts and toilets
We ask that 1 person at a time uses the elevator and washrooms. Please knock on
the door of the toilets when they are in use to stop someone accidently coming
into the washroom.
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Return to work guidance
Hygiene precautions
PPE
Disposable masks have been made available in the reception area
should you not have your own. Whilst they are currently not mandatory
by law in the workplace, our office policy will require use of masks when
you are away from your desk. A dedicated no touch bin will be located in
reception for the disposal of PPE. Gloves will not be provided as they are
proven to discourage regular handwashing.
Cleaning
Prior to re-opening the office has been deep cleaned and our cleaners will
be returning 5 days a week. We ask that you ensure your desk is wiped
down at the end of each day and before you start each day with the
antibacterial wipes provided to help the cleaners with their daily tasks. In
the common parts, the cleaning staff for cloisters are cleaning touchpoints,
showers and toilets every 45 minutes.
Hygiene resources in the office
Hand sanitiser and anti-bacterial wipes will be located at every desk pod,
in both kitchens, the booths, meeting rooms and by the printer. Dispensers
are also located in all common parts of the building.
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Return to work guidance
Hygiene precautions
Ventilation
Windows should be kept open as much as possible to ensure clean air ventilation.
The air conditioning units will remain out of use unless we decide it necessary.
When in the office, please open the windows when you arrive and close them
before you leave.
Toilets/showers
These are open and accessible. As mentioned, the cleaning staff for cloisters are
cleaning touchpoints in the common parts, showers and toilets every 45 minutes.
Use of kitchenware
Please use your common sense and respect your colleagues.
Only use one cup, glass, plate/bowl and set of cutlery a day and make sure that
you put any items you use into the dishwasher when you are finished with them**.
This will be monitored to ensure safe usage/hygiene. If we consider these rules
are not being followed, the result will be that all kitchenware will be removed
entirely.
**Prior to this world pandemic, as a team, we did not cover ourselves in glory when
it came to using the dishwasher properly. Please consider there is a 1-strike policy
at this point – i.e. one plate left out = no plates for anyone! You have been warned.
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Return to work guidance
Hygiene/consumables
Milk
Until such time the office frequency of use justifies it, milk will not be
provided. Please make provision to bring your own milk at your own
expense should you require it and take it way with you each day.
Fridge
You are free to use the fridge, however, please remove items on a daily
basis. This will be monitored and any items found left in the fridge will
be removed and disposed.
Water coolers
Our reusable water coolers will be out of use. You are free to access
drinking water from the kitchen tap, or bring your own liquid refreshments
with you to the office.
Shared consumables
For the time being we will not be providing any shared food or drink. The
fruit bowl will remain out of play and we will not be arranging any shared
lunches. Whilst you are free to dispose of rubbish/wrappers in the bins
provided, this will be monitored in order to ensure the office is kept clean
and tidy. If in doubt please take your rubbish away with you and leave no
trace.
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Return to work guidance
Seating/your desk
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Clean desk policy
In order to assist the cleaners with their task of sanitizing each phone and
other touchpoints each night, we will move to a clean desk policy for the
reopening of the office. All items should be removed from your desk at the
end of each day. Your desk has been cleared prior to the office re-opening
– these items can be found in your drawers/box beside your desk.
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Social distancing is a priority
We ask that you try and sit at your own desk but if there is someone else
from your pod in at the same time/day as you, one of you should move to
a different pod. Please use common sense when using the office and use a
desk that is away from other people when necessary.
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Hot desking
Whilst your desk remains “your desk” please treat it as if we are in a hot
desking scenario whereby other people may be required to use your desk
on future days to enable safe social distancing. Ensure you wipe down any
phones, keyboards or other touchpoints at any desk you sit at – both at the
start and end of the day.
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Return to work guidance
Clients/visitors
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Safety first
The safest scenario at the present time is to avoid non-essential face-toface
appointments, client meetings, and convert to virtual/video
appointments where ever possible.
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Check before confirming
If direct client/supplier contact is essential and is deemed necessary,
please contact your manager/James in advance to discuss.
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Visitor guidance
All visitors will need to be sent a ‘visitor guide’ prior to visiting our office.
This will be supplied by James and will include a summary of Northstar’s
office policies and instructions on use of PPE. No external visits should be
arranged without James’ prior knowledge/confirmation.
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Return to work guidance
FAQ
details & specifics

Return to work guidance
Office hours & booking system
Office hours
As much as possible we need to ensure that working hours in the office do not
disrupt the cleaners. Therefore we ask that you limit office hours from 9-6 Mon-Fri
where possible. If you know ahead of time you will be working late (e.g. watching
focus groups) please let James know in advance.
Booking system
You must contact James before you want to be in the office and try to provide at
least a day’s notice where possible to avoid disappointment. When necessary we
will operate a traffic light system to determine priority in order to manage the
maximum number of people (6) in the office at any one time.
Examples:
High priority
E.g. “I have online groups and therefore need stable internet and peace
and quiet/I need to sort stimulus”
Medium priority
E.g. “I could really do with some peace and quiet but can do my work from
home if needs be”
Low priority
E.g. “I fancy a change of scenery and would like to be in the office rather
than at home”
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Return to work guidance
Office rules
Clean desk policy
Leave no trace
Please clear your desk of all items each day. This is mandatory and
anything left on your desk at the end of each day maybe be removed and
destroyed. Please consider other people may need to use your desk in
order to adhere to safe working/social distancing. Therefore, please keep
your desk clear and use the antibacterial wipes at the beginning and end
of each day (e.g. wiping down your phone, etc.)
Use of PPE in the office
Face masks
Face masks are not required when sitting at / working at your desk. In all
other instances we ask that you wear a face mask within the office, this
includes:
• When entering the building/office
• When walking around the office (i.e. when not sat at your desk)
• When using any shared/common areas (e.g. kitchen/breakout area)
• When using the main meeting room (3 people maximum)
Changes in advice
Guidance on PPE / office working practices will be continually monitored
for any changes in government or scientific advice.
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Return to work guidance
Housekeeping reminders
Windows/air con
Please remember to shut all windows when you leave. Remember, the
preference is to have clean air ventilation via windows being open while
you are in the office.
Lock doors
Ensure doors are locked both sides when you leave. If the door is not
locking for whatever reason, please let security and James know.
Turn everything off
Make sure all tv’s, monitors, fans and any other electrical item you may
have used are switched off before you leave.
Lights
Turn all lights off in meeting rooms, booths and small kitchen.
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Return to work guidance
Deliveries & services
For your safety, please consider/be aware of the following:
• Office services/contractors
such as printer maintenance,
confidential shredding, etc.
will be screened before
coming to the office and they
will be required to wear masks
and gloves in our office.
• We will use a contact free
approach to all deliveries to
the office.
• We ask that you do not order
personal items (amazon or
other parcels) to be
delivered to the office for the
foreseeable.
• Signs/posters will be on
display in the office for all
visitors to observe.
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Return to work guidance
Foreign travel
As you are all aware, advice around foreign travel and access to other countries is
constantly changing. This looks set to continue for the foreseeable future.
If you are considering taking a foreign trip (holiday or otherwise) please let your
manager know in order for us to assess future project commitments and
resourcing.
Whilst we do not want to discourage or influence your decision around foreign
travel, we cannot ignore the impact that unexpected quarantining could have on
project work and resourcing. We ask that you consider the risk and potential
impact on your work commitments and speak to your manager in order to ensure
Northstar is aware of your travel plans.
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Return to work guidance
Respect your colleagues
The rules and measures we have put in place are for everybody’s safety and to
allow us to open the office for your benefit.
Please always respect each other – be that following the 2m rule in the office,
wearing your mask, washing your hands regularly, wiping down surfaces, etc.
It is very easy to become complacent and some measures may even add
disruption to your working day in the office. Please always be aware of your
actions and the actions of others when in the office.
We would encourage you let us know if you are made to feel uncomfortable
and/or if certain rules are proving difficult to follow.
Guidance on how we operate in the office will no doubt change as usage
increases and time goes on.
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Return to work guidance
Should you have any questions or queries
please contact either James or Simon.
Thank you!
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