Agencies Mimic Hotels for Reopening Plans, Buffets and Dogs Are Not Allowed

With the projected aspiration for agencies to fully reopen their offices after Labor Day, leaders are seeking guidance on effective strategies to keep employees safe while continuing to get their businesses back and operational. While there remains no one overarching playbook, just like Adweek reported in May, agencies are exploring various options in terms of implementation strategies, from hiking meetings and “fluff your nest” kits to banning Rover and eliminating buffets. No vaccination, no entry Arts & Letters Creative Co.—which doubled in size during the pandemic—is welcoming its team to new office space that had been scheduled for a March 30, 2020 move in date, but now has been essentially vacant for nearly 15 months. “We are embracing the idea that we are starting an entirely new company, rather than ‘going back’ to something before,” Marty Ritter, director of talent, Arts & Letters said. The agency’s plan is predicated on two primary policies. For one, “no vaccination, no entry,” she said. “Simply put, you need to be vaccinated to come into a building, travel for work or attend a company function. With such a simple and clear policy, there's no ambiguity around who needs to wear a mask, where they need to wear and when they need to wear since no one will need to wear a mask.” The second rule lets unvaccinated workers and those uncomfortable about returning will be allowed to work remotely, she added. What Businesses Need to Piece Together the Jigsaw of Returning to the Workplace Buffet-style meals are off the table Similarly, Milwaukee-based Hanson Dodge employees must be vaccinated to come into the office and group events will only be held on the agency’s rooftop. Everyone in person will have a dedicated workspace, with masks optional. Travel is allowed, for those comfortable doing so and leaders have upgraded their technology to allow for updated Zoom calls. There will be no overindulging at lunch as buffet-style food service is currently forbidden. While cleaning remains a top priority, in-office cleaning will return to the same schedule as pre-Covid. Agencies are also seeking inspiration from those outside of the industry. Hooray Agency will mimic the hotel industry for its best practices on dining matters, including lunch and client meetings. “While we have pulled back on shared food, we believe there is value in communal dining, given that we keep the number of people in one small space to a limited amount,” Katelyn Raman, vice president, marketing, Hooray Agency said. “"It's all personal preference at our agency. We have no mandate for in-person meetings, however if a team member and client prefer to meet and feel comfortable doing so, we trust their judgement.” Lunch is also off the menu at TBWA\Chiat\Day LA where it remains completely voluntary for staff to come to the office. As of now, dogs are also not invited. Climbing mountains for meetings TDA Boulder is another shop that spent the pandemic rejiggering its office, taking back a sublet floor to create more “real space” for its people. “This was not necessarily for health reasons connected to Covid as we have plenty of room to meet guidelines, but more for a way to give people some additional physical room for mental space and quiet time,” Jonathan Schoenberg, ecd, partner, TDA Boulder said. “We’re also lucky to have three balconies which provide great spots for people to work quietly outdoors, with inspiring and beautiful views.” Logistically, the agency installed air purifiers on every floor and level, with more in gathering places like the main conference room and snack areas, with hand sanitizers throughout the office. “Our offices will be cleaned daily when people are in the office,”Schoenberg said. “I don’t think I can overemphasize one of the truly unique aspects of TDA Boulder is our location in the Rocky Mountains. We’re privileged to have so much immediate access to nature and the outdoors, and we’re going to use it all. We’re planning informal and invigorating client meet-ups, picnics and outdoor work sessions there.” In fact, he mentions members have already done working-hikes from the office to Mt. Sanitas with client Ascent Protein. Imre is also returning to remodeled or fully new offices in its four locations, New York, Los Angeles, Philadelphia and Baltimore. “All of those scenarios included ensuring our team members had a desk or office, but also locations for both formal and impromptu meetings, social gatherings,” Michael O’Mara, chief operating officer, Imre. “This included all of the technology allowing them to connect with other offices, partners or clients while providing more flexibility in tune with how they like to work.” The changes in office dynamics resulting from a hybrid model, and the increase in team members working in a wide spectrum of locations means Imre is taking a “more conservative” approach to space and are implementing scheduling platforms for staff desks, offices and spaces to allow the agency to keep a smaller footprint, O’Mara said. “As an agency producing innovation at scale, we often say our one constant is change, and we’re willing to roll up our sleeves to try and find a healthy approach to newer hybrid ways of working in this fast-changing landscape.” Imre leaders also delivered a “fluff your nest” kit to staff during Covid that included office equipment like monitors, keyboards, notebooks and any other necessities to use at home. “Intentionally, all of that equipment will stay with our folks so when they work from home in this new hybrid approach, they can continue feeling as comfortable as possible when doing our agency’s work,” O’Mara added. All agencies admit they are adjusting their policies as they prepare for this next era of work. Arts & Letters is rallying behind the "We'll Figure It Out" mantra by being very upfront with their employees, including telling them that “these are unchartered waters and that the policies might change; nothing is set in stone,” Ritter said. “For now, though, they're excited about welcoming back as many folks as possible, including dozens of people that have never met one another.”