Reopening Tech Offices: What to Expect

The Evolving Landscape of Work

The recent pandemic necessitated a widespread shift to remote work for numerous employees, potentially reshaping our fundamental perspectives on employment. Although certain businesses have initiated a gradual return to traditional office settings, the extent of this transition varies geographically and by industry.

A significant portion of information workers continue to operate from home. This situation may evolve in the approaching months as vaccination rates increase and infection rates decline across the United States.

Office Reopening Plans

As conditions improve, a greater number of offices are anticipated to reopen their doors. Major organizations, such as Salesforce, have already announced plans to welcome back a portion of their workforce, beginning with their San Francisco headquarters.

The CRM leader intends to proceed cautiously, aligning with governmental guidelines. Initial capacity will be limited to 20%, with a goal of reaching 70% occupancy over time.

Challenges for Smaller Businesses

The majority of companies are not comparable in size to Salesforce, which employs over 50,000 individuals globally. Smaller organizations frequently lack control over entire buildings, a situation Salesforce enjoys in San Francisco.

This presents complexities, including addressing vaccine hesitancy among employees, implementing social distancing measures and mask mandates, and navigating shared building spaces with other businesses.

The Dualities of Remote Work

Furthermore, many companies have observed that employee productivity remains consistent while working remotely. Some employees now prefer to avoid the time lost in commuting via congested routes or public transit, having experienced the benefits of remote work.

Conversely, others have struggled with limited living space or frequent family interruptions. These individuals may be eager to return to a dedicated office environment.

A Hybrid Future

Considering these factors, it appears likely that a complete reversion to the pre-pandemic model of five-day-a-week office commuting is improbable for many organizations.

Last August, discussions were held with various tech executives regarding potential return-to-office scenarios. Recently, these same leaders, along with a Rhode Island state official and a medical expert, were revisited to reassess the situation and explore the evolving nature of work as we transition towards a post-pandemic era.

Looking Ahead

• The future of work is likely to be hybrid.
• Companies are grappling with issues of vaccination and social distancing.
• Employee preferences are playing a significant role in shaping workplace policies.

The Future of Work: A Transformed Office Landscape

Executives across various industries anticipate a shift towards hybrid work models as a return to traditional office settings becomes feasible. While specific implementations differ, a consensus emerges regarding the fundamental change in workplace structure.

Iman Abuzeid, CEO and co-founder of Incredible Health – a platform connecting nurses with hospitals – has officially adopted a remote-first strategy, a decision that will remain in effect even after the pandemic subsides. Before the onset of COVID-19, approximately 50% of her team of nearly 50 individuals were based outside of the San Francisco area.

Currently, that figure has risen to 70%, and the company has successfully adapted to operating in a fully distributed manner. Abuzeid stated, “We’ve become proficient in utilizing tools like Slack and Zoom, and have established a remote-first operational framework.”

This allows Incredible Health to broaden its recruitment scope nationwide, and potentially globally, while maintaining competitive Silicon Valley compensation levels. This contrasts with the approach taken by Facebook, which implemented salary adjustments for employees relocating outside the Bay Area.

However, a remote-first model isn't universally applicable. Payam Banazadeh, CEO and co-founder of Capella Space, a satellite manufacturing startup based in San Francisco, emphasizes the necessity of in-person collaboration for his team of over 100 employees.

Throughout the pandemic, Capella Space maintained a physical presence, and its CEO affirmed that a remote-first approach is not viable for their business. He explained, “The collaborative nature of our work simply cannot be effectively replicated outside of a traditional office environment.”

Despite this, Banazadeh acknowledges the potential benefits of a hybrid system, allowing some employees to work remotely on a partial basis.

Pedro Bados, CEO of Nexthink – a company specializing in digital IT employee technology management software – anticipates a continued hybrid approach for his 700-employee organization once offices reopen. He aims to provide employees with the flexibility to work in the location that best suits their needs, across both U.S. and European locations.

A recent employee survey revealed that 85% desire continued work-from-home flexibility in the post-COVID era. This preference stems from the improved work-life balance afforded by eliminating commutes, while still valuing the social aspects of workplace interaction.

Bados believes a hybrid model will effectively balance these competing desires, offering employees the advantages of both remote work and in-office collaboration.

Navigating the Hybrid Work Landscape

The evolving nature of work is prompting a reevaluation of office setups and space requirements. A shift towards more adaptable workspaces, moving away from traditional assigned offices and cubicles, is becoming increasingly prevalent among businesses.

This new model often involves employees reserving workspaces upon entering the office. While necessitating enhanced cleaning protocols, particularly in the current pandemic climate, this approach can better align with contemporary work styles than the conventional permanent-desk arrangement.

Okta's Approach to Hybrid Work

Armen Vartanian, Senior Vice President of Global Workplace Services at Okta, an identity management firm, details his company’s methodical strategy. This begins with the development of an internal application for their 2,800 employees to schedule office visits.

“We are launching a proprietary workplace application through which employees will register for office access and complete necessary health screenings,” Vartanian explained. “This tool will also facilitate visibility, allowing colleagues to see when others plan to be present in the office.”

Furthermore, Okta intends to establish a flexible workspace offering bookable office resources, such as conference rooms, intelligent lockers, and dedicated desks, to support employee productivity during their time in the office. The company is moving away from a one-to-one desk ratio.

“Instead of maintaining 100 desks for 100 employees, we are adopting a significantly different spatial approach,” he stated. “The area previously occupied by 100 employees will now feature approximately 15 standard desks, complemented by a co-working style environment including a working café and comfortable seating – all designed to facilitate focused work.”

To optimize space utilization, the company is also planning to deploy sensors to monitor usage patterns.

Cockroach Labs' Flexible Strategy

In contrast, Cockroach Labs, a New York City-based database startup with around 250 employees, is taking a less radical approach. However, they are also planning to reimagine their office space, particularly due to recent hiring across diverse geographic locations, according to Lindsay Grenawalt, Chief People Officer at Cockroach Labs.

“We aim to accommodate employees who prefer fully remote work, those who thrive in an office setting, and those who have embraced the benefits of flexibility,” she said. The company’s size allows for experimentation with various office space models over the next few years.

Grenawalt added that this will allow them to observe the outcomes and refine their approach accordingly.

A Public Health Assessment of Workplace Safety

According to Dr. Shira I. Doron, an infectious disease and hospital epidemiology specialist at Tufts Medical Center in Boston, substantial data regarding COVID-19 infection rates in work environments has been collected. This is due to the fact that many individuals continued working on-site throughout the past year, despite the prevalence of remote work options for tech industries.

Dr. Doron suggests that concerns about returning to the office may be lessened, particularly given increasing vaccination rates. Her review of the past year’s data reveals consistent patterns indicating that, with reasonable preventative measures, COVID-19 transmission within workplaces has been limited.

“The incidence of positive COVID-19 tests correlates strongly with community infection levels; higher community rates lead to more positive tests, and lower rates result in fewer,” Doron explained. “Notably, we rarely observe widespread transmission originating within the workplace itself.”

Workplace-related infections have been infrequent and have become even less common as understanding of infection control practices has improved. Outbreaks typically occur when preventative protocols, such as masking and social distancing, are relaxed. Maintaining these practices, alongside increased vaccination coverage, could mitigate risks associated with returning to office environments.

Doron does not advocate for the use of rapid testing as a condition for building access, deeming it ineffective. She believes that reopening decisions should be guided by community infection rates.

“As case numbers decrease – ideally reaching levels comparable to or lower than those experienced last summer, and sustained over time – routine testing upon entry to buildings would become an inefficient use of resources,” she stated.

Furthermore, Dr. Doron highlighted the unreliability of rapid tests due to their propensity for false positives, making them unsuitable for determining who should be permitted access to a building.

Siu-Li Khoe, Vice President of Business Development at Rhode Island Commerce Corporation, shared her state’s perspective. Similar to Dr. Doron, she has observed numerous businesses successfully remaining operational throughout the pandemic, effectively preventing significant outbreaks through diligent safety measures.

These measures encompass masking, distancing, hand hygiene, and ventilation, alongside testing, contact tracing, and now, vaccination initiatives as offices reopen for non-essential businesses.

“We are continuing comprehensive testing programs,” Khoe noted. “We have a robust contact tracing system developed in collaboration with Salesforce and the Rhode Island Department of Health, and a strong vaccination program aimed at maximizing coverage. Currently, there is no mandate requiring vaccination for employment in Rhode Island.”

Many uncertainties remain regarding the future of work. The transition to remote work last year necessitated rapid adaptation, and this year will likely bring further changes to how and where work is conducted.