As COVID-19 space restriction guidance at the state and national level eases, an increasing number of foundations are beginning to open their office spaces or plan for future re-opening.

Last week, the CMF Talent and Human Resources Affinity Group hosted a conversation to discuss the shift from working remotely to in-person, as well as the policies that members have developed to support a safe and equitable return. 

While some CMF members on the line said they are choosing to stay fully remote for the time being, others have already returned to in-person work full-time. The majority of attendees, though, are using or planning for a hybrid approach that either offers employees the choice to be remote or in person, or has employees following a staggered schedule so that only a portion of staff are in the office at the same time.

During the June 14 event, members discussed challenges they’ve faced while working remotely, including losing the value of in-person collaboration, productivity and creativity. 

Some members who are looking to return to the office either full-time or in a hybrid model explored the challenges of managing employees returning to work who are vaccinated and those who are not.

According to an article by Bodman Law, The U.S. Equal Employment Opportunity Commission (EEOC) issued updated guidance on how employers can encourage employees to receive the COVID-19 vaccine without violating equal employment opportunity laws.

Per the EEOC guidelines, employers are permitted to encourage employees to get vaccinated by offering incentives such as paid time off days and/or cash bonuses. Any incentive must not be so substantial that it is coercive. 

According to the article, “employers should never impose a 'penalty' on employees who are unable to be vaccinated due to a disability, or who are unwilling to be vaccinated due to a sincerely held religious belief.

Members also described a variety of efforts to support their employees through the pandemic and the transition back into the office. One of the common initiatives that was lifted up – a survey or personal outreach to employees to understand their experiences working remotely and to welcome feedback on any unique needs they may have in returning to the office.

“I encourage you to have discussions with your team on what it means to really put people first in your planning, recognizing the impact of COVID-19 isn’t the same for all staff," Randy VanAntwerp, chief finance and operations officer at CMF said during the event. "Some of our team members might be grieving, they might be caretakers or have unique health concerns that need to be considered.”  

A global survey conducted by Mckinsey & Company found that women, LGBTQ+ employees, people of color and working parents are particularly grappling with a diverse set of challenges in the COVID-19 environment.

"This is a good time for us to consider equity issues that are embedded in our current work policies and to ensure that equity is considered as we are making decisions to return to work in-person. What if we assume the need for flexibility and build in better accommodations? How can we ensure the burden of planning a safe and equitable return to the office is on organizations, not on the individual that is returning to work?" VanAntwerp said. 

Many also shared that they recognize that the traditional in-person work model might never look the same. 

"We have an opportunity to use this time to create a new normal in our work places that breaks from tradition and the ‘way we’ve always done it’ to create more accessibility and an environment where all colleagues are well supported and can thrive and grow together," VanAntwerp said. 

VanAntwerp and Tammie TenBroeke, human relations and grants manager at CMF, have been leading CMF’s internal development of COVID-19 protocols for returning to our offices. 

VanAntwerp explains that the health and safety of all employees has remained the leading priority in developing plans for the transition to working in person. 

CMF staff have been working remotely since March 16, 2020. 

“The overall safety of CMF staff and our members is our top priority. The wellbeing of our employees and the communities we serve will continue to drive our decision-making,” VanAntwerp said. 

CMF is using a phased approach in our procedures for resuming the hosting of in-person meetings and events and for the opening of CMF’s physical offices. 

There are four phases in total:

•    Phase One: Staff are not permitted to initiate or attend any in-person gatherings.

•    Phase Two: CMF will begin permitting small gatherings that align with capacity limits at outdoor and indoor locations that allow for appropriate social distancing.

•    Phase Three: CMF will begin this phase when capacity limits have increased and social distancing guidelines are further expanded.

•    Phase Four: CMF will implement a plan and appropriate safety procedures to reopen offices and end meeting and travel restrictions when social distancing directives are fully lifted. 

CMF is currently in Phase One as staff are not permitted to initiate or attend any in-person gatherings and our offices are currently closed. 

The decision to move from one phase to another will be made by Kyle Caldwell, president and CEO. The following considerations have helped to inform that decision making: 

•    Local, state and federal regulations and recommendations. 

•    Family care options and availability.  

•    Vaccine pervasiveness. 

•    The ability to maintain social distance throughout CMF’s building space and shared common areas.

•    Requests for ongoing remote work arrangements.  

Want more?

If you’re interested in seeing a draft of CMF’s draft plan, please connect with Tammie TenBroeke, human relations and grant manager at CMF.

If your organization has been working on a plan to support your staff in a safe return to offices, consider sharing your policies with our team.