Businesses need to take a three-step approach to reoccupying their buildings after the pandemic. The first focus is on preparing the building itself – maintenance inspections and conducting any maintenance which was put on hold. The second focus should be on preparing and training the maintenance team so they’re ready for the new normal. And the third step is preparing the workforce in advance through clear communication about what to expect when they return to work and what the organization has done to make them safe.
creating a safe workplace
Although maintenance is one of the least visible of the building services, it plays an important role in creating a safe post-pandemic workplace. Some buildings will have been left completely empty during the lockdown, while others will have been occupied with a skeleton staff. In some instances, companies may even have used the unexpected vacant period to upgrade plant or carryout intrusive servicing – which would be disruptive when the building is occupied. Others will have ramped down M&E services and only continued with statutory requirements. It’s therefore best to start afresh and conduct a thorough inspection of all plant and systems – what has and hasn’t been completed over the last few weeks – and make a plan accordingly.
Under new social distancing guidelines in workplaces, it will be more challenging for engineers to carry out works
Under new social distancing guidelines in workplaces, it will be more challenging for engineers to carry out works. Once a general over-arching COVID-19 risk assessment has been completed on the facility, the next step will be to review all existing risk assessments keeping in mind social distancing guidelines and how best to reduce virus transmission. Once this is completed and the team trained on the new ways of working, put together a plan to carry out any non-essential maintenance which may have been put on hold when the building was closed. Ideally the plan should be completed in the coming weeks before full occupation.
Planned preventative Maintenance
For the same reason, examine the planned preventative maintenance activities due in the next few months and, where possible, complete them in advance of occupation. This will reduce the need for engineers to be in an occupied building, which is safer for them and others. And it will ensure that the plant is running at its optimal state, improving the environment for returning building users.
It’s likely that people will return to work gradually rather than in one go. Find out which areas will be occupied first. Are certain floors still going to remain closed, or will people be spread around the building? Plan maintenance work accordingly.
General HVAC equipment, such as heating and cooling systems, may have been switched off
Life safety systems such as emergency lighting, fire alarm systems, fire suppression and fire extinguishers all need to be serviced to make sure they are operating correctly. Generators and UPSs will need to be tested if they are to cover essential power. Lifts will need to be serviced because although they will be carrying fewer people, they will be operating more frequently thanks to reduced lift capacity. General HVAC equipment, such as heating and cooling systems, may have been switched off or working at a reduced rate to accommodate a skeleton staff and will need to be checked. If gas supplies were isolated by a registered Gas Safe engineer, then that individual will need to be brought back to reverse that move and a certificate obtained to demonstrate compliance. Conducting a full review of the BMS will help engineers to understand what systems around the building might not be working correctly.
HVAC tests for empty buildings
In buildings which have stood empty over the last few weeks, it’s best practice to have a Legionella assessment before they come back online. The toxic mix of good weather and stagnant pipes should not be ignored. If standard legionella tests haven’t taken place in a closed building, then pipes should be flushed and temperatures taken before occupation.
There has been some talk about the best way to reduce virus transmission through air conditioning by increasing the amount of outside air brought into AC systems which obviously also reduces the amount which is recycled. However, it’s important for occupiers to understand that while it reduces the chance for the virus to spread, it also reduces the ability for the indoor air temperature to be controlled so they may see fluctuations in temperature.
Over the past few years, we have seen a significant increase in remote monitoring technology. There are a range of tools on the market – from wired sensors, optical remote sensors or wireless sensors – that enable organizations to monitor vibration, temperature, acoustics and power of numerous assets remotely but in real time through their BMS alerting the engineers to any pending failure. Installing this type of technology now, in advance of reoccupation, will mean organisations will no longer have to send people out into occupied buildings risking further transmission. It will also improve the efficiency and prolong the life of key assets. Installing these tools now means that should a second lockdown become necessary, plant and systems can easily be monitored.
Reviewing emergency procedures
Emergency procedures will need to be reviewed in light of social distancing
Emergency procedures will need to be reviewed in light of social distancing. In the event of a fire, for example, is social distancing less important than the more immediate threat of a fire? How will bomb threats and other invac issues be managed with social distancing in mind? Hi-rises typically use cascade evacuations to ensure people can safely get out of a building without crowding and this could be adjusted to suit social distancing. In many cases, it will be up to the organization to decide on the new strategy.
Much has been made of the new touch-free workplace. In terms of maintenance activities there are two options: keep doors open all the time and install a release mechanism for when a fire alarm activates or install automatic doors which are linked to movement sensors. The chosen option will depend on each organization’s particular business.
Lastly, make sure the changes made are included in any return-to-work internal communications being disseminated to the workforce so they feel reassured that the organization is doing everything it can to keep them safe.
Although maintenance processes and systems are not the most visible of a building’s assets, they play a crucial part in the safe reoccupation of the workplace and in maintaining an organization’s continuity in these troubled times.
