dianamartin
commented
4 years ago Diana's Notes
Cari Posted on Chat
Questions for Gilda:
-
Where should folks store personnel and other confidential files if they do not have a permanently assigned workstation?
Rob like the assigned divisional space (office for a division).
- Having the different work groups in different areas, having a specific office to have the work group members to keep their documents there.
- To have a home base
- Locked office to have team materials to store
-
Will there be locked cabinets?
File cabinets with locks are in the office. Employees can share keys to the file cabinet.
-
By what date do employees need to commit to a long-term, non-COVID designated office arrangement? (telework 60% of the time vs. dedicated office desk)
- Managers still haven't responded? Nothing finalized.
- Rob will ask managers at the Manager's Meeting
- Nathan B. working on TLC forms
-
Can office supply budget line items be spent on ergonomic equipment to help employees teleworking from home more than 60% of the time?
No budget allowable for that. City provides ergonomic arrangement at offices, but not providing additional equipment to work from home.
-
Is there going to be a deep cleaning service that visits ATD locations periodically?
- Deep cleaning only happening at 2 facilities
- Facilities have been cleaned periodically
- City vehicles as well, starting this week and next week
-
What documentation will supervisors need to put in personnel files?
Will there be hoteling agreement?
- Nathan B. said he didn't think was necessary, but next week decision might change
-
In what re-entry phase will break rooms and common areas be available to employees?
Breakrooms are available now, but space limitations. 20 ppl, 20 ppl break room. 1 person per table.
- Tables and people are spread out
- Breakroom won't be accessible for work
What type of Launch Communications will this hoteling pilot have?
-
Flyer?
- Email from Kelsey as department Mobility Coordinator?
- Email from Supervisors to Employees?
- Email from Gilda to all Employees?
Will get to this later on
-
Will we survey users to learn more about their experiences
- Once a Year? Twice a Year?
Preliminary survey: Where people want to hotel Gilda has no preference, how is the pilot working
- Ex. Aug 1, end of Dec or mid Dec.
- Once a Year? Twice a Year?
Suggestions for Gilda:
- Each visitor will be provided with a simple list of instructions (a laminated sheet will be at the Hoteling station) and a web site address that will orient the visitor on how to use the Wi-Fi and common spaces.
- You might want to have signs printed up that says this and are standard in every hotel workspace.
Leave the workspace a little better than when you found it.
Questions for Diana:
- Will employees be able to make calendar reservation on their own or will the need assistance from an admin?
Should not lock it down to where an admin has to approve it. Any ATD employee should be able to reserve hoteling space.
- Can't book in advance
ATDBOP Hotel Office 1ATDBOP Hotel Cube 1
- Have Stephen B. or Marisol B. to have a contact to ask questions
- having issue with people deleting meetings to take that time
- make sure not to allow cancel other people's
- no reoccurring
- limit to 8 hours or a day
-
Gilda will send the new revise hoteling map
-
I assume that this system doesn't allow for notifications of missed check-ins. Will that be an additional task for receptionists to keep up with?
- User reserves it, but space is actually open
- Add to etiquette procedure: Cancel reservation
- That you're hoteling, but away from the desk
Available,Away from keyboard
-
Will we be able to capture utilization information to identify underutilized spaces or better understand where more hotel spaces should be identified?
Can we pull information via Outlook about how often a resource has been booked?
- Scott doesn't think so, but we can look into it
How many hotel FOBs are being used?
- Gilda said they can request that from the building management
Accessibility Hoteling Space
- Are the hoteling space for non-Barton Oaks employees?
- Visitors fob
- Give all ATD employees, to have ATD facilities
- Barton Oaks mgmt isn't okay with that
- Barton Oaks building - closed
- Allowed people into the building
- Access to specific floors are only allowable with a badge
- IDEA: Survey employees to see where they would hotel preference?
- visitor FOB instead of Hotel FOB
- FOB allows accessibility to the parking garage, would free up visitor parking spaces
- ACTION ITEM: Cari said will make a survey, mid-week next week
Questions for Diana continued...
- Would it be possible for staff to log-in to any hotel phone with their personal extension number to allow them to make and receive phone calls?
Answer: If a user has an existing phone number or previous desk phone. The user simply signs into the phone on the hoteling desk and enters their extension allowing the user to get their calls routed to that phone.
- We decided that hoteling spaces will have their own extensions. User shouldn't be logging in/out of the phone to the hoteling phone.
Questions for Scott:
-
Do you want employees to call the help desk with technical issues at hotel workstations? Specifically, Computer technical support is available 24/7 by calling 4-4357.
Contact Scott, unavailable contact CTM
-
Do you agree with this statement? Printing capabilities are available and accessed through a computer’s printing properties.
Install printer icon, install to the nearest printer to the hoteling station
-
Will there be a phone at each hoteling desk?
Every desk except the new proposed ones in TED area. Planned on taking other people's phone that were going to be 100% teleworking.
-
Scott will install Avaya One-x Communicator on each desktop
Questions for Chris:
-
Will workspace ergonomics be adequate – Standing desk, adjustable chair, adjustable monitors…?
The work spaces ergonomics will be adequate with adjustable chairs and adjustable monitors as all standard work spaces are. Standing desk are a personal preference and not standard. Standing desk for every hotel space will a Gilda/budget question that I won't be able to answer.
-
Do you agree with this statement? As per CDC (Center for Disease Control and Prevention) practices an employee is advised to avoid touching the face, eyes and mouth with unwashed hands, wear a mask, and wash hands often or use hand sanitizer.
We have been and will continue to follow CDC's best practices, so I agree with the statement in order to help prevent the spread of Covid.
Objective
Scheduled 7/16 @ 3:30 pm
Participants
Gilda, Cari, Alan, Chris W., Linda E., Diana, John C., Scott R.
Agenda