As more workers across the globe are vaccinated against COVID-19, they may be required to return to the workplace as early as this spring. This has left many organizations struggling with the challenging task of reversing remote work arrangements. On top of that, companies will be faced with a new set of COVID-related challenges when hiring for in-office roles again. In this article, we review the best practices organizations should follow to bring their workforce back onsite. Additionally, we examine how recruitment process outsourcing (RPO) providers are uniquely positioned to support return-to-work objectives and counter COVID-induced challenges throughout the recruitment lifecycle.
Best Practices for Reopening the Workplace
Evaluate Employee Needs and Lead with Flexibility
Conduct a worksite re-entry survey to determine current sentiments, preferred work arrangements, and concerns about returning onsite. Listen closely to these concerns and consider how you can tailor your reopening plan accordingly. For example, how you will handle employees who are unable or reluctant to return onsite, such as those in high-risk groups or those who fear exposure to the virus? Could you offer accommodations such as hybrid work arrangements, reduced number of days in the office, and isolated workspaces? Partner with your legal department and HR team to review any COVID-related employee protections and employee rights to refuse to return onsite.
Determine Who Needs to Return to the Workplace
Clearly delineate which roles and skillsets need to be onsite and which can remain remote. Where possible, allow employees to work remotely to continue social distancing. Consider implementing a phased reopening, beginning with employees in low-risk categories. Once you have identified who needs to return onsite, develop a clear timeline for bringing those employees back to the office.
Acquire Buy-In from Leadership Team
Acquiring approval and support from key stakeholders and leadership is critical to your return-to-work strategy. When building the case for your return-to-work strategy, outline both hard and soft cost-savings of bringing essential roles back onsite. Additionally, your leadership team will play a critical role in championing your return-to-work process; they should guide communication on new policies, guidelines, and commitments to employee wellness, health, and safety. Consider electing an executive sponsor for your return-to-work objectives. The executive sponsor should be confident in their ability to engage and support returning workers. They should also be prepared to lead with empathy and flexibility.
Develop Communications Objectives for Your Return-to-Work Process
Develop a detailed employee communications plan and comprehensive resources to notify all returning employees of your return-to-work strategy. Your messaging should detail which employees need to return onsite and when. Additionally, resources should communicate policy changes, company expectations, upcoming training, isolation requirements, workplace safety practices, procedures for handling remote work requests, and wellness offerings. Leverage appropriate media and communication channels to share your return-to-work messaging. Examples of effective return-to-work resources include playbooks, fact sheets, email notifications, and CDC/state resources. Many organizations have also leveraged engaging videos to model workplace protocols, social distancing, and commitment to employee health and safety.
As part of your communications strategy, consider equipping managers with a “welcome-back” toolkit. This should feature essential information on supporting returning teams, as well as go-to employee resources detailing essential policies, safety protocols, and wellness offerings.
As your leadership team and/or executive sponsor will also play a critical role in championing your return-to-work process, make sure to also provide them with talking points addressing key FAQs and concerns determined in your worksite re-entry survey.
Provide Training for New Policies and Tech Tools
Comprehensive training is essential to the successful adoption of new policies and ways of working. Before returning to the workplace, set up workshops to walk new and returning onsite workers through all major changes and expectations. Returning employees should be thoroughly trained on workplace hygiene practices, safe navigation of communal spaces, policies regarding PPE, and social distancing requirements. Should returning employees continue to work with remote colleagues, consider providing tech training for new remote collaboration tools (if any).
Review and Update Job Descriptions
When hiring for vacant roles, carefully consider the need for onsite versus remote skillsets. Review existing job descriptions to ensure they clearly reflect the need for on-site participation, off-site participation, or a combination of both—in a blended approach, clarify the job functions that must be performed onsite, and those that do not. For all in-office roles, job descriptions should specify the place of employment as onsite and should be hired for with the intent to report into an office. For roles that require frequent travel, clearly indicate that as well. Each job description should also specify the possibility—or lack thereof—of remote-work arrangements.
Monitor Employee Adjustment and Feedback
Staying engaged in the employee feedback process will not only build trust amongst returning employees but will shed light on the strengths and weaknesses in your return-to-work strategy. Conduct periodic polls, surveys, town halls, and Q&A sessions to monitor how returning workers are adjusting and gather feedback on areas of concern. Collaborate with your HR, leadership, and legal teams to determine how you will tailor your return-to-work strategy accordingly.
Monitor Updates to COVID-19 Regulations and Legal Landscape
Ensure your HR and legal departments are continually monitoring the COVID-19 situation, evolving orders, and employment-related regulations. For example, what steps should follow the announcement of a new lockdown, or in the event of suspected or confirmed cases within the workplace? Follow guidelines from official sources such as the CDC and official state websites, and prepare employees for the possibility of returning to remote work arrangements at short notice.
How Can Recruitment Process Outsourcing Support Your Return-to-Work Objectives?
Leading RPO partners will work hand-in-hand with your organization to integrate all solution offerings within your return-to-work objectives and business practice. They will ensure all COVID-related rules, regulations, and challenges are considered throughout the recruitment cycle, from employer branding through to closing and negotiation. Here are some examples of how RPO providers can support your return-to-work strategy at every step of the hiring process:
Advisory
An RPO partner can advise your organization on return-to-work best practices and share industry knowledge.
Employer Branding
RPO providers can update your employer branding and Employer Value Proposition (EVP) to reflect your commitment to safety and return-to-work policies.
Technology
Leading RPO providers will ensure their tech stack is regularly updated to meet COVID-related challenges. Experienced recruiters know the best practices when it comes to navigating virtual job fairs and conducting online assessments, digital interviews, and remote onboarding programs.
Market Mapping
RPO professionals are well-versed in pulling market data to identify any threats, challenges, and opportunities to the hiring landscape presented by COVID-19.
Sourcing Strategy
Your RPO team can provide a customized sourcing solution powered by market research, an advanced tech stack, and knowledge of how employee expectations have changed due to COVID-19.
Interview Coordination
RPO providers can assist in designing a safe onsite interview process.
Closing and Negotiation
Your RPO partner can develop a script to communicate onsite work preferences, policies, and expectations to candidates, while re-iterating COVID safety measures.
Candidate Experience
RPO providers are experts at enhancing candidate experience. They can share your commitment to workplace safety, employee wellness, flexible work arrangements, and more.
Conclusion
After a year of working from home, it is no surprise that many employees are reluctant to head back to the office. Employers should therefore engage with returning employees to identify major areas of concern, before collaborating with HR and leadership to adjust their return-to-work strategy accordingly. Commitment to safety protocols and keeping an open mind to hybrid work requests may help to put employees at ease. RPO providers can provide invaluable assistance in cases where organizations are unable to dedicate sufficient resources to developing a successful return-to-work strategy.
