Departmental Management/HR Guidance
As the HR or operational leader within your department, you may be tasked with developing strategies to reduce capacity within your area both physically, and over time. This page is designed to give you an idea of where to start when making plans for your unit.
Strategies for Reducing Number of Employees in the Workspace
- Consider the reduction of core business hours (both online and in-person)
- Establish staffing structure to determine ideal staff occupancy levels
- Alternate workgroups in the office to ensure physical distancing can be observed
- Track occupant information to strategize at the building level which areas will use certain days of the week
- Establish and assign zones to groups to enable them to sit within proximity of their team, but desks may have to be unassigned
- Continue to hold all-hands meetings, or larger meetings, on virtual platforms
Alternate Work Groups/Team Member Schedule to stagger workplace population
To minimize the removal of furniture to physically distance, by alternating workgroups or team members by select days of the week, or work hours, employees may use their own assigned workstation or desk. This requires coordination between management and employees to determine when and who will be in the office at designated times, and confirm that a minimum of a 6-foot physical distancing will be kept by those in the office.
The image at right is an example of a floor plan used to coordinate alternate workgroups in a building
Each HR manager should work with their team members and supervisors to determine a preset calendar of who will be in the office at certain dates/times of the week.
As an alternate option for smaller more flexible units, you may have employees coordinate with team members to determine which days of the week they are planning to be in the office without having it be set the same from week to week. If there is any overlap, employees may choose to sit at an alternate location that has been cleaned, or work from home on that day.
Staff with disabilities needing workplace accommodations pertaining to the University’s COVID-19 Base Social Distancing Protocol should contact their immediate supervisor or human resources manager. Additional information can be found at – FAQs: Workplace Accommodations at Stanford University. Faculty should contact their department chair, departmental or school faculty affairs office, or the Diversity and Access Office (firstname.lastname@example.org). Students should contact the Office of Accessible Education (OAE) to request academic and/or housing accommodations. Previous workspace accommodations should be honored and considered when planning workplace distancing strategies.
Work Activity Risk Levels and Precautions
Exposure to the novel coronavirus (SARS-CoV-2) in occupational settings depends on several factors, such as the duration and frequency of work in close proximity to others. Certain work activities inherently require more than one employee to work within close proximity, and additional measures to prevent exposure may be required. The table below categorizes the work risk levels and is intended to assist supervisors in determining necessary controls. NOTE: Maximizing physical distancing continues to be the most effective method to eliminate close contact risks. Personal Protective Equipment (PPE) does not take the place of primary protective strategies , including physical distancing, hand hygiene, and staying at home when sick, but rather is another layer of prevention.