The hybrid work environment created a new frontier for facility managers to navigate and adapt to rapidly. This was due to the sudden influx of COVID-19 cases forcing many to work remotely to prevent further spread and infection. With that, facility managers quickly had to change how they operated almost overnight. Unsurprisingly, this has had a lasting impact on how facilities management functions within an organization. To fully grasp that impact, Paul Head, management consultant at PH Advisory, will host an event on the hybrid workplace at NFMT Remix in Orlando this October.
NFMT: How has the implementation of the hybrid workplace model impacted the role of facilities management?
Head: I think the key word that describes the need of the facility manager today is “agility.” When COVID took place, it introduced two new complexities. It introduced the complexity of how I keep my employees safe with a series of unknowns. Also, what components do I need to roll into the workplace to support that? Whether it is temperature measuring devices, additional planning aspects, cleaning devices to potentially kill pathogens that were airborne, etc.
We must make sure that those new technologies that are part of this new facilities program are addressed and covered from a day-to-day operations perspective. However, all those things that you put in that facility that are innovative you then must support. So, the facilities team really have to figure out a path for understanding and maintaining those.
NFMT: What challenges have there been for facilities management teams in maintaining the physical office environment and accommodating for the flexibility of hybrid workplaces?
Head: Contracting is a major point that facilities leaders need to be on top of. This is because they have got to plan for flexibility into that contracting vehicle so that you are not wasting money, but you are not underserving your client at the same time. Thinking about different contracting methods to ensure that the organization is on top of that is a key challenge. Over the past two or three years of working with the procurement teams, they have worked to jump through those hurdles and understand the complexities and work through that.
Being able to manage and understand new types of devices, how they work, when they break and how to react to those things is important. They are great when they work, but they can be an absolute pain when they do not. So, how can you establish a program to create certain levels of redundancy to ensure that those types of new user efficiencies and user experiences are maintained? Technology is bound to break at some point, the network will hiccup, or a device will go down.
NFMT: With the rising use of new remote work technologies, how has facilities management adapted to support the digital infrastructure so employees can work reliably?
Head: For typical office work as well as the remote and video conferencing experience, part of that is the planning of the infrastructure to support those outside workers. Then the second aspect of that is, as remote workers are coming back into the office, there is still that idea of the hybrid workforce. It is sort of making sure that the overall experience for that team having a Zoom call is their needs are individually addressed.
For the team of three that is in a huddle room, it is making sure they have the right technologies in front of them to support that face-to-face collaboration. For those that are in, let's say a 10-to-15-person meeting where you will also have remote people, making sure that those rooms work well also. Those typically will include more advanced audio setups or electronic whiteboards. All those things must be pulled together seamlessly so you have a cohesive experience – whether you are in a small huddle room or a meeting room – to work as efficiently as if everyone were in the same office.
To me, that cannot be done unless you understand the IT needs and infrastructure in the office as well as out of the office. In addition to that infrastructure, you have to think about the core data speed and power that the office now requires since everybody has moved from a desktop unit to almost completely laptop and wireless environments. So now you need to reassess your wireless infrastructure for your peak demands in the office.
To learn more about the impacts of the hybrid workplace, be sure to check out Head’s event at NFMT Remix in Orlando this October. Register for Remix here.
Jeff Wardon, Jr. is the assistant editor for the facilities market.
