How Malaysian workplaces are changing due to Covid-19

Members or guests at co-working spaces, as well as office workers, will need to adhere to the social distancing rule of at least 1m, preferably 2m, due to Covid-19. Photo: WeWork

Whenever Chan Li Jin goes to work at the Mercy Malaysia office in Petaling Jaya these days, she sees less than half of her colleagues than usual.

Of course, before meeting any of them, the non-profit’s communications and strategic engagement head sanitises her hands and has her body temperature checked at the main entrance.

Inside the office, thanks to flexible working hours and re-assigning of staff to another location, they have been able to meet the required social distancing rule when it comes to seating arrangements.

The International Trade and Industry Ministry (Miti) has set out a standard operating procedure (SOP) for the reopening of businesses and offices in view of the ‘new normal’ situation due to Covid-19.

One of the key points is the social distancing practice of ensuring a minimum of 1m, with 2m encouraged as far as possible, between people.

Due to flexible working hours and re-assigning of staff to another location, Mercy Malaysia has been able to meet the required social distancing rule when it comes to seating arrangements at its headquarters in PJ. Photos: Mercy Malaysia

The 2m distance is recommended by experts at the United States Centers for Disease Control and Prevention. It is also widely advocated by global real estate company Cushman and Wakefield, which developed a new concept inside its own Amsterdam headquarters called the Six Feet Office, showing how employees can stay that distance from each other at all times.

The concept was developed using knowledge gathered in China, World Health Organisation data and the advice of medical specialists. As reported in Forbes.com last month, the company has helped over 10,000 organisations in China get nearly one million people back to work while staying as safe as possible.

The Six Feet Office includes a range of design tools to keep co-workers 2m apart, including barriers between desks, pedestrian lanes that keep traffic flowing in an orderly way, and disposable supplies to keep germs from spreading.

On the local front, various offices have adhered to the Ministry’s SOP and adapted to a new way of working.

“A certain portion of our staff is now operating at our Covid-19 Operations Hub (in Kuala Lumpur), which reduces the number of people in the office, and we are also encouraging staff to work from home (WFH) if possible.” says Syed Reza Helmy Al-Attas, Mercy Malaysia’s head of human resource and administration services.

Office pantries will see fewer chairs, set at least 1m apart. Some may even feature more kitchen equipment or appliances to encourage staff not to eat out at crowded places.

“We are maintaining the present seating arrangement in our office as we are able to keep to a 1m distancing between staff members,” he added.

Before the movement control order, the office recorded a total of 42 staff, all stationed on one floor. The majority of staff have their own individual cubicles.

“We have also issued a policy on meetings and gatherings, limiting the number of people to 10, though we encourage online meetings even if they are in the office,” said Syed Reza, adding that markings have been placed on seats, floors, sofas and the pantry following the social distancing rule.

Other measures include having only one entrance and exit to the office, introducing a new letters and parcel acceptance processes, and controlling how staff, visitors, volunteers, technicians and contractors enter the office.

In future, he said the organisation will set up better hand sanitisation stations and change taps to those that require less contact.

“We will continue to look at how we can improve based on actual experience and needs,” he said.

Mercy Malaysia has issued a policy on meetings and gatherings, limiting the number of people to 10, and encourages online meetings even if staff are in the office. Photo: Freepik

Meanwhile, staff at multi-disciplinary design firm Veritas Design Group started returning to their office from May 11.

Following guidelines provided by Miti, the group has detailed out an action plan and SOP that include an improvised office layout, disinfecting procedures, staff behaviour at the workplace, as well as best practices should an emergency arise.

All employees also need to go through a Covid-19 screening before they can return to the office.

As per Miti’s SOP, the office is only seeing a maximum of half the staff strength at any one point.

Since last year, the company has also been utilising a Face Recognition Mobile App that allows for the clocking-in of staff with GPS location.

This provides flexibility for some staff to work remotely from home.

Access into the premises follows strict SOPs and staff are required to wear a face mask at all times.

Employees throughout the office observe the 1m social distancing practice while clear markings at all possible crowd gathering spaces are also in place to follow the same rule.

Co-working establishments have also had to adjust to the pandemic, as such set-ups encourage live networking opportunities and activities among its members, along with features like common ‘breakout’ areas and workstations.

Turochas Fuad, managing director of WeWork Southeast Asia and Korea, said they are turning their focus to three areas as they prepare for a new work environment – professional distancing, cleanliness and behavioural signage.

“In professional distancing, WeWork will de-densify high traffic areas and modify shared spaces including lounges, meetings and common areas through staggered seating and buffer zones to allow for healthy physical distance.

“A large part of our efforts to de-densify our spaces is grounded in education and engagement. Visual guides will be created for community teams so that they can identify the appropriate seating and number of people in a lounge.

“Additionally, ‘house rules for health’ signage will help guide members and guests on how to safely seat themselves,” he said.

Elaborating on behavioural signage, Turochas said the group will reinforce new cleaning standards and capacity protocols through strategically placed signage and wayfinding – from designated one-way signs across the hallways to capacity signage in meeting rooms.

“These will serve as friendly reminders to members and guests that the wellbeing of our community depends on all of us to do our part,” he said.