Prepping a facility for winter can be challenging. There's a lot to remember and consider, and it's very easy to overlook minor problems that can turn into major issues once cold weather strikes. Fortunately, today's facility managers don't have to shoulder this burden alone. Facility management software takes a lot of stress out of the whole winterization process. Here's are just a few of the ways it can help:

1. Providing a contractor directory.

When a frozen pipe turns into a major flood, it doesn't leave a lot of time for shopping around for the best plumbing or flood remediation contractor to repair the damage. If an uninsured, uncertified contractor does a poor job, that can also turn a simple repair into a huge legal headache. Good facility management software includes a contractor directory, which puts a list of licensed, insured, experienced contractors right at a manager's fingertips. These lists include extensive profiles of each expert, with their insurance status, licensure, reviews, specialties, years of experience, and more.

2. Creating checklists.

One of the toughest parts of getting ready for winter is making sure that nothing gets missed. Have the HVAC units been inspected and maintained? Has water been shut off to unheated areas of the building? Are the pipes properly insulated? Facility management software can help managers create and manage checklists, streamlining the winterizing process, and ensuring that everything gets done.

3. Planning preventative maintenance and manage work orders.

A major component of winterization checklists is scheduling preventative maintenance. HVAC units need servicing, landscaping needs to be maintained, and minor repairs need to be taken care of before the winter weather hits. A solid maintenance plan helps managers stay in control of expenses and downtime, and facility management software makes that a lot easier. Facility managers can create a preventative maintenance plan, make maintenance calls, and stay on top of work orders, all in one convenient program.

4. Keeping on top of budgets.

Winter usually means higher bills, especially for facilities in areas that experience very cold weather. This can make it more challenging to keep on top of spending without sacrificing facility maintenance. Facility management software offers some sophisticated business analytics. This doesn't just help facility managers stay on budget during winter, it can make it easier to detect patterns and anticipate expenses for years to come.

5. Creating an emergency plan.

If severe weather strikes, an emergency plan is crucial. Every facility should have established equipment shutdown procedures, power outage backup plans, and bad weather policies. Facility management software makes it easy to keep all of this information in a central, easy-to-update place that can be accessed from anywhere.

6. Standardizing.

Standardization helps boost efficiency and cut costs. Facility management software makes it easier to keep track of exactly what bulbs, fuses, hoses, filters, and other consumables are needed, and where. Using standard consumables simplifies ordering and inventory, two things that can save a lot of time and money if supply lines get delayed because of winter weather.

7. Saving manuals.

There's nothing worse than trying to troubleshoot or maintain a piece of equipment without a current, easy-to-read manual. Paper manuals can fade, tear, get stained, be lost, or just fall apart. Facility management software can help by saving manuals where employees can access them whenever they need to. When HVAC, plumbing, irrigation, and other equipment maintenance and tune-ups are such an important part of winter readiness, it's better not to take a chance on hard copy manuals.

8. Staying connected.

From severe weather to COVID-19 related business shutdowns, a lot of things can keep facility managers out of the office. Web-based management software is secure and easy to access from anywhere with an internet connection, even with a tablet or cell phone. This means that facility managers can make sure that things are running smoothly, enact emergency plans, and facilitate a safe, thorough business shutdown if need be. All the contacts, work orders, manuals, and other information they might need are right at their fingertips. Winter can turn minor maintenance and inventory concerns into emergencies, and the best way to avoid that is to be proactive. Facility management software takes a lot of stress out of planning for winterization, from making checklists, to creating emergency plans, to managing inventory and lists of contractors. If you're starting the process of readying your facility for winter, make your job easier. Let facility management software handle the organization and analytics for you.

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It's no secret that poorly ventilated spaces are often unhealthy, but medical researchers have found that indoor air can hold onto higher concentrations of the SARS-CoV-2 virus for a lot longer than outdoor air. There's a saying that "the secret to pollution is dilution," and the same holds true for COVID-19. Better indoor ventilation is one of the simplest, most effective ways to reduce the spread, but how can facility managers balance the need for more fresh air and cold winter temperatures?

1. Prepare to accept some higher energy bills.

Unfortunately, the social distancing strategies that work outside don't work indoors. When a space is poorly ventilated, the virus can freely mix and disperse throughout the room and people are no safer at 100 feet apart than they are at one. There's really only one way to dilute indoor air, and that's by opening the windows and letting the outdoors in. After years of working to make buildings as energy-efficient as possible, it's probably really disheartening to hear that the nice, heavily insulated, well-sealed windows that keep energy bills low are pretty much the enemy when it comes to mitigating the risk of COVID-19. It's true, though -- with better ventilation comes higher energy bills. Winter air is cold, and inviting it in means expending more energy to keep it heated and comfortable.

2. Increase humidity.

Temperature and dilution are only part of the whole ventilation picture when it comes to keeping indoor air quality safe, but they're often what gets the most attention. Winter air is dry, heat dries it out even more, and dry air means drier respiratory tracts that increase the risk of catching the novel coronavirus. Adjusting HVAC systems or using supplemental humidifiers to keep the air between 40-60% humidity can help limit the risk.

3. Limit the number of people indoors.

While having everyone stay six feet away from each other won't help, you can increase the effective ventilation per occupant by reducing a facility's number of occupants. More people means a greater need for more ventilation. Limiting the number of people decreases that need. Encourage remote working whenever possible, and limit building and room occupancy. If it's an option, have occupants use rooms with higher ceilings. The added air space means there's a little more clean air to dilute any that's potentially infected.

4. Skip the tents.

Many restaurants, bars, and other hangouts are turning to enclosed tents as the temperatures start to drop. The idea is that these can help guests stay more comfortable, while still being safer than eating indoors. There's only one problem: It's not true. Enclosed tents still don't offer enough ventilation, especially when compared to sitting outdoors. If tents are a necessity, keep two opposite flaps open to allow for a cross breeze. This still isn't the same as having no tent at all, but is safer than a fully enclosed space.

5. Increase air filtration.

HVAC units have to compromise between the energy needed to heat and cool air, and the energy needed to pull it through a fine, efficient filter. The better a filter is at filtering, the harder the unit needs to work. As a result, most places don't use the most efficient filters they can. Swapping old filters for new, higher efficiency ones can help keep the virus from circulating via air ducts. It's also a good idea to invest in some air purifiers with HEPA filters. HEPA filters are very efficient, to the point that few HVAC systems are even equipped to use them. A separate air purifier allows a building to benefit from good air filtration without overtaxing the HVAC system.

6. Adjust fans to pull up, rather than blow down.

Ceiling fans typically have two settings: up and down. One is intended to blow air down to keep occupants cool, the other is intended to pull cold air up and drive lighter, warmer air toward the floor. Adjusting fans to pull air up toward the ceiling in winter serves two purposes. First, it can help heating systems work better by moving warm air to where people actually are, instead of allowing it to rise and stay near the ceiling. Second, it can draw potentially-infected air up and away from where occupants are more likely to breathe it in. Winter means a higher risk of illness in general, whether it's from colds, influenza, or the SARS-CoV-2 virus. Diluting indoor air using good ventilation is one of the best ways to reduce the risk of spreading COVID-19 indoors, but winter's chill can make that challenging. With these tips, facility managers can keep their employees and guests comfortable, while also reducing the spread of the novel coronavirus.

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Now that COVID-19 has become part of our reality, building trends are shifting toward outdoor and hybrid outdoor spaces. This is especially true of office buildings, where the increase in ventilation provides a boost to both productivity and employee health. While sneeze guards, temperature checks, and social distancing have their place, more and more facilities are taking to long view and adopting changes that treat pandemics the way that do earthquakes and floods -- as another natural disaster to plan for.

Changes to the Open Plan Office

Open-plan offices have been a controversial topic for a long time. While some experts claim they boost creativity and collaboration, many employees find that they experience more distractions and reduced productivity. The pandemic may signal sweeping changes to open-plan offices as we know them. Some experts point out that rooms with large shared airspaces and few barriers provide the perfect conditions for disease transmission. Others say that the solution is to install intake vents in the ceiling and fresh air vents near the floor. Only one thing is for certain: If office managers plan to maintain an open-plan design, they need to do something to increase ventilation. That's where outdoor and hybrid outdoor workspaces come in.

The Benefits of an Outdoor Space

Even before the pandemic, commercial architecture was moving in a more natural, biophilic direction. Skylights, "living walls," light wells, and other features help bring in more natural light and fresh air while increasing employee exposure to nature. This doesn't just improve air quality, it can also help promote healthy circadian rhythms, lower stress, and keep employees happier, more productive, and more creative. Now, it's a known fact that one of the best ways to reduce potential viral exposure is to bring in as much fresh air as possible. (One study found that the risk of spreading the SARS-CoV-2 virus was as much as 20 times greater indoors than outside.) As a result, building developers are working to incorporate more outdoor space into their designs as a matter of course. Within a few years, there may be very few new commercial build-outs that still resemble ones from over a year ago -- patios, terraces, open courtyards, balconies, and hybrid rooms will be de rigueur, compared to the concrete blocks of the past.

Outdoor Working in a Four-Season Climate

While fresh air is great for employee health and happiness, inclement weather is not. In areas that experience cold winters, this can be especially tricky. One solution, already in use in Europe, relies on a window design that incorporates heat exchangers into the frame. Even with the windows open, any incoming air gets heated or cooled as needed before entering the room. The end result is year-round fresh air and a space that brings the outdoors in. Other buildings are pressing rooftop terraces and balconies into service. Overhangs provide protection from rain, while glass half-walls and hedges function as windbreaks. Large conference rooms or auditoriums are ideal for hybrid spaces. In one concept, a large conference room is backed by a glass garage door. Opening this door increases the number of available seats, and effectively turns the area into a space that's half-indoors, half-out. When it comes to heating, the increase in outdoor workspaces is likely to lead to a concurrent boom in climate control technology. Right now, portable outdoor heaters can help provide some comfort, as can wearable temperature regulating devices. With a way to block the rain and wind, flexible conference rooms, and the ability to provide heat in winter, outdoor workspaces can function in all but the most severe weather.

The Challenges of Working Outdoors

Other than the weather, there are two other big challenges faced by outdoor and hybrid spaces: flexibility and functionality. If outdoor air quality is worse than indoors, as happens in areas prone to wildfires or heavy air pollution, employees must be able to adjust their workspace accordingly. There should still be adequately ventilated indoor areas available, and workers should be able to control the windows and doors to their own areas. In the past, landscaped areas and patios were largely conceptualized as decorative -- not a place where people would spend a significant portion of their day. That's changing. Outdoor workspaces need to function the same as indoor workspaces. This means that lighting and shade need to work with screens without causing too much glare. Electrical and network connectivity should be just as seamless outdoors as it is inside. Outdoor furniture needs to be comfortable and ergonomic, not just decorative. Working outdoors is one of the best ways to improve worker health and happiness while also reducing the risk of transmitting the novel coronavirus. While this strategy poses a few challenges, particularly for offices located in areas with cold winters, technology and architecture are moving to adapt as swiftly as possible. In the future, outdoor and hybrid outdoor spaces may be viewed as a rule for office buildings, rather than an exception.

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When it comes to the COVID-19 pandemic, schools are some of the most seriously impacted institutions. Many schools remain closed, and those that open are facing hundreds of empty seats as kids attend either part-time or via remote learning. Not only do schools have to cope with creating flexible, effective learning plans for distant students and providing a safe learning environment for those who attend in person, but they also have to do so while staring down budget cuts. Fortunately, there's one way that schools can decrease their outgoing expenses: cutting their energy costs.

Public and Private Schools Suffer from Budget Cuts

Schools of every stripe rely on state governments to provide funding. When the pandemic drastically raised the unemployment rate and left business unable to operate, that decreased the amount of tax revenue that states were able to bring in -- sometimes by as much as 30%. Lowered tax revenue translates into budget cuts, and schools all around the country have had to plan around serious budget cuts.

Lowering Energy Costs Helps Schools Make Ends Meet

Heating, cooling, and lighting a building as large as a school costs a lot of money. There are numerous ways that schools can reduce their expenses by paring down their power bills:

1. Undergo a (re)commissioning study. Before making changes to a school's energy consumption, it's a good idea to figure out exactly where and how to reduce expenses. In a commissioning study, an engineer observes a building to see how efficiently it operates, and make recommendations to improve efficiency and cut energy costs. Research shows that monitoring a school's energy systems can lead to as much as a 15% reduction in energy bills -- as much as $14,000 per year for an average school building.

2. Trade fluorescents for sunlight. Fluorescent lighting is inexpensive, but it still costs money. Schools can take advantage of natural lighting by installing blinds, adding skylights, and turning the lights off. While fluorescent lighting can be harsh and distracting, natural sunlight help people relax and focus and improves mood. If natural light isn't an option, consider LED bulbs. Modern LEDs allow lighting in different color temperatures, ranging from the cool of a fluorescent bulb to the warm gold of sunlight. They're also inexpensive to operate and last for a very long time.

3. Seal off unused areas. For schools with reduced class sizes, consider closing off unused classrooms. Block off vents to keep cooled air out of unoccupied rooms. This will keep air conditioning where it's most needed, and keep the HVAC system from consuming more power than is necessary.

4. Perform regular HVAC maintenance. It's easy to underestimate the amount of power an inefficient heating or cooling system can waste. An economizer can help save power by drawing in cool air, but can end up adding to the power bill if the damper linkage jams or breaks. Dirty condenser coils cut an air conditioner's cooling capacity, wasting energy as it struggles to keep the building cool. Dirty filters and dust-choked ducts keep air from circulating where it needs to go. Regular HVAC maintenance keeps heating and cooling systems running efficiently and saves money in the long run. If a school's cooling system is more than 15 years old, it might be time to consider a replacement. Even with regular maintenance, old air conditioning systems consume up to 20% more energy than newer ones. Air conditioning is the second largest energy sink in commercial buildings, and the most efficient air conditioning systems on the market are 52% more efficient than the federal standard.

5. Set up sensors. Automated sensors can turn the power on to occupied rooms, and shut it off as soon as they're empty. In areas like bathrooms, lights are often left on for safety and convenience. With a motion sensor, there's no reason to keep the room lit when it isn't in use -- they can turn on and off as needed, saving energy.

6. Swap out old appliances. While the old adage says, "if it ain't broke, don't fix it," there are a lot of ways for appliances to fail before they break. Older refrigerators and microwaves consume far more power than energy-efficient models. Many newer appliances (like convection ovens) also produce healthier foods than conventional fryers at a fraction of the energy cost.

7. Don't forget the water bill. Low-flow faucets and showerheads don't just save water, they also save the power needed to heat that water. It's also a good idea to install sensors that automatically shut off sinks and showers after a specific period of time, to encourage students to reduce water use. Many schools already suffer from underfunding, and it can be hard to figure out how to reduce costs more than they already do. By consulting an energy expert and making a few changes to lighting, water, and HVAC usage, schools can cut their energy costs and better cope with COVID-19-related budget cuts.

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It's no secret that facilities that see a lot of traffic pose the highest risk of infection, whether you're talking about the common cold, or something as serious as COVID-19. Many sanitizing procedures deal with common contact surfaces, like countertops, door handles, and plumbing fixtures, with the understanding that people are very likely to touch a surface and then accidentally rub their eyes or touch their faces. Floors pose their own dangers, however, as dirt, bacteria, and viruses get tracked in from outside. One study found that pathogens could easily be transmitted from a contaminated floor to adjacent furniture, particularly after people removed their footwear and proceeded to touch objects in the room. Facility managers are responding to this by changing the way they handle everything from floor cleaning to the flooring itself.

Why switch to non-porous floors?

Anyone who has ever had to pull up carpeting can vouch for the fact that it's often deceptively dirty. Even well-maintained carpets can end up with dirt or liquids trapped where regular vacuuming and shampooing can't reach them, only to release particles back into the air. Bacteria also love places with ample surface area to grow on, and carpeting provides plenty of it. For this reason, many facility managers are making the switch to hard, non-porous flooring. With less surface area and fewer tiny spaces to trap grime, they are an easier-to-maintain and more hygienic option. That said, the type of non-porous flooring matters.

Seamless vs. Tiled Floors

Some flooring is seamless, meaning that it consists of one piece. Other flooring types, like tile, has to be pieced together. The difference might seem small, but it can become significant -- while all non-porous flooring is easy to clean and sanitize on the surface, the tiny gaps between pieces can be very difficult to keep clean. Tile flooring is attractive, but it requires grout, which is porous and notorious for trapping grime. Textured tile can also have small gaps or spaces worked into the design of the tile itself, which increases its surface area and creates spaces that trap debris. While all of these options are still less porous and easier to sanitize than carpeting, seamless flooring is less hospitable to germs than pieced-together flooring. Unlike many other types of floors, tile can be applied to walls as well. This can create a less porous surface than wallpaper, fabric, or eggshell paint, but, as mentioned above, still has some areas that are vulnerable to harboring pathogens.

Scrubbing, Disinfection, Wear and Tear

Another thing to consider is the amount of wear and tear a given floor is likely to receive. Under normal conditions, most floors get a regular mopping and an occasional scrub, but the COVID-19 pandemic has changed that. Now, facility maintenance workers have to clean more often, using disinfectants that prioritize germicidal activity over gentleness. For some floors, particularly vinyl and laminate, that can mean that the flooring ends up worn down faster. The coating can also strip off, leaving a more porous surface behind.

The Case for Epoxy and Urethane

Resinous flooring made of epoxy or urethane creates a seamless, non-porous surface that can even be extended to walls, making an entire room easy to sanitize. It's very easy to maintain, with virtually no small spaces to trap germs or dirt -- even gaps between the floor and the walls can be covered with cove base molding. In addition to liquids, epoxy floors are also resistant to shock and fire. Because of its durability, resinous flooring is very often used in factories, warehouses, garages, and the like. This gives it an industrial connotation that may not be aesthetically desirable in other facilities, though it is possible to change its appearance by mixing in various pigments. Urethane and epoxy can also be slippery unless they are texturized, but adding too much texture creates areas for bacteria to hide.

When to Choose Carpeting

Carpets still have their place, even if they do require some extra care. Soft surfaces help soften the acoustics of a room and give it a warmer, cozier appearance. For this reason, it may benefit hotel rooms, waiting rooms, and other areas where people tend to spend more time. For areas where the pros of soft flooring outweigh the risks, it may be a good idea to switch from wall-to-wall carpeting to a large area rug. Unlike carpets, rugs can be picked up and professionally cleaned, and won't trap grime between the backing and the subfloor. Post-COVID-19, facility managers are looking for options that make things as safe as possible for their tenants, visitors, and employees, and as easy to maintain as possible. Considering how often surfaces needed to be cleaned, flooring that takes hours to thoroughly disinfect isn't a viable option. Switching to non-porous floors of any type provides several advantages over carpeting, though carpeting will always have a home where it's softening, warming, and sound-dampening properties are desired.

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One key strategy for protecting employee and guest health is keeping pathogens out of a facility. The best way to do this is by rigorously controlling who can come and go, though this isn't always an easy task. Most businesses are used to limiting access to protect their equipment, employees, and intellectual property from things like theft, sabotage, and violence, not viruses. Here are some tips for making sure that people who may be sick -- including carriers of COVID-19 -- are prevented from accessing your building:

1. Create a solid (and legal) access policy.

The first thing any facility manager should do is implement a way to determine who is and isn't allowed in, and how that determination is made. Will all visitors have to pass a temperature check? What is required for someone to come back after they are sent home? If you choose to use a temperature check, what number will you consider a fever? The CDC defines a fever as over 100.4° F. Some states consider a fever anything over 99.5° F. Some places turn away anyone with a temperature over 100° F. After forming a plan, run it past the company's legal department. There are several ways that these policies can end up doing more harm than good -- they may infringe on employee's rights. You may be required to inform tenants or employees that you will be collecting protected information. If you plan to employ security guards to turn away potentially infected people, follow all OSHA guidelines regarding proper protective equipment. Ensure that whatever procedures you choose to put in place are legally sound and consistently enforced without bias. It's also important to inform employees, visitors, and tenants of any policy changes verbally, then follow with a written notice. Emails, regular mail, and signage can all help here. Be sure to include a phone number that they can call if they need help with compliance.

2. Consider adding a temperature checkpoint.

A fever is a pretty reliable indicator of illness, though it isn't the only one. People can run a fever without realizing it, or try to come to work regardless if they don't show other symptoms. Some facilities use security guards equipped with non-contact infrared thermometers, and instructions to turn away people whose readings are abnormal. Other options include biometric temperature monitors connected to door locks. One potential avenue is to equip an entryway with a thermal camera -- if a visitor reads as having a fever, the door will not open. Some companies specializing in touchless access point control are adding thermal sensors to their lines. A fire department in Duxbury, Massachusetts, uses wearables to continuously track vital signs.

3. Know what to do when visitors fail to pass the checkpoint.

It's understandable that someone might be upset at being asked to leave after failing a temperature check. For this reason, it may be a good idea to perform two or three checks a few minutes apart -- if all of them fail, the person must go home. This must be handled discreetly, to protect the person's privacy. If the person is an employee, make sure they know that they can be subject to disciplinary measures for refusing to go home. Follow up with them afterward, outlining what is necessary for the tenant or employee to return. If someone refuses to leave, consider your options. If you provide accommodation to one person, you must be prepared to provide it to everyone. You may have to threaten a belligerent person with termination (if they're an employee) or legal action.

4. Have a procedure for dealing with high traffic times.

Checkpoints create a bottleneck, and this can make it difficult to keep things efficient and streamlined. Pay employees for the time they spend waiting and being screened. Make sure all available entrances are open and able to be used, so not everyone is crowded near one door.

5. Have a procedure for handling deliveries, visitors, and messages.

Visitors and delivery people generally aren't in a company's access database. They don't have badges, so this can make them difficult to keep track of. Create a policy that determines who is allowed to enter, whether they should be accompanied through the building by an employee, and how to handle cleaning and disinfection afterward.

6. Consider adding new tech to your arsenal.

COVID-19 has exposed a lot of vulnerabilities that businesses and facility managers just weren't aware of before, and tech is rapidly moving to take care of them. Cloud-based access control systems allow facility managers to work remotely, granting or restricting access as-needed without having to be in the building. Some biometric access technology now includes mask-detection. Safe Scan by Optec International, for example, scans for elevated temperature and mask-wearing and can scan up to forty faces per minute. Access control has always been about safety, but it's only recently become about illness prevention. By using these tips, facility managers can restrict access to their buildings, protecting everyone inside from potentially dangerous pathogens.

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Amid all of the discussion of mask policies and sanitization, one area often gets overlooked: the HVAC system. Research has shown that the novel coronavirus is much more likely to infect people in a confined, poorly-ventilated space than it is outdoors. What can you do to make sure the air in your facility is clean?

How does SARS-CoV-2 spread?

According to the Centers for Disease Control, the virus responsible for COVID-19 primarily spreads through person-to-person contact. This means that if an infected person coughs, sneezes, talks, or otherwise sheds respiratory droplets, and these droplets get into the eyes, nose, or mouth of an uninfected person, that uninfected person can become infected. There's also reason to believe that an uninfected person may pick up the virus by touching a contaminated surface, then touching their eyes, nose, or mouth. While the CDC hasn't indicated that airborne transmission is a major risk, they acknowledge that one of the most important things that facility managers and employers can do is improve building ventilation. Dr. Fauci has also said that airborne transmission is "something that we can't completely rule out." In mid-July, the World Health Organization updated a scientific brief to say that reports of COVID-19 outbreaks in closed settings, such as bars, churches, and restaurants, indicates that airborne transmission may be possible.

Are HVAC systems responsible for circulating the virus?

A study by the University of Oregon found the SARS-CoV-2 virus present in 25% of the vents in hospital rooms that saw COVID-19 patients, suggesting that indoor ventilation systems can potentially contribute to the spread of the virus. It's not yet fully understood exactly how much of a risk they pose, but one thing is for certain -- poorly-ventilated indoor spaces are correlated with spikes in COVID-19. Even if HVAC systems aren't found to be responsible for circulating the virus themselves, they can still help mitigate the risk of infection.

How can HVAC systems prevent the spread?

Proper filtration is one crucial element of cleaning any potential viral particles from the air. Filters are generally measured in Minimum Efficiency Reporting Values (MERV). The higher the MERV rating, the more efficient the filter. As filter efficiency increases, it requires more energy for the system to force air through it. This is why most commercial systems don't use the highest-rated filters that they possibly can -- they trade energy efficiency for filtration efficiency. If possible, HVAC systems should use a HEPA filter. If not, they should use the highest MERV filter they can handle. UV lighting units can also help sanitize air. These can be installed in the ventilation system itself, treating the air as it passes through. New advances in specific UV wavelengths show some very promising results when it comes to inactivating the novel coronavirus. Humidity control is another important factor. Maintaining a level of 40-60% humidity can help decrease the risk of infection for the building's occupants.

Are there new technologies that can help HVAC systems keep the air cleaner?

New UV sterilization systems that employ UV-C can help limit the spread of the novel coronavirus. While germicidal UV units have been in use for a long time, interest in UV-C is relatively new. UV-C is one of the types of ultraviolet light that the sun gives off, but gets filtered out by the ozone layer before it can reach the Earth. It's a good thing, too -- in addition to inactivating viruses, it can also cause serious harm to living cells. This is what makes it perfect for use in an HVAC unit. It can sanitize the air, without coming into contact with any occupants.

How are some employers and facility managers handling the situation?

In many cases, they're trading sustainability for employee health. Not only are they switching to filters with a higher MERV rating, but they're also increasing the number of times indoor spaces get "flushed" with outdoor air. If flushing isn't an option, increasing the air change rate can still help. Some are also creating more separation within buildings, by isolating areas and setting up smaller HVAC units. This keeps air from mixing as easily, so, if there's an outbreak, it is easier to confine to one area. In old buildings without central HVAC units, facility managers are bringing in fans and opening windows to bring in as much outdoor air as possible. When it comes to protecting employees and guests from SARS-CoV-2, improving ventilation is key. Even though we don't yet fully understand all of the ways it's possible to transmit the novel coronavirus, data shows that crowded, poorly-ventilated areas quickly turn into hotbeds. By increasing the air change rate, bringing in as much outdoor air as possible, controlling humidity, isolating areas, and installing UV units and better filters, facility managers can help keep the air as virus-free as possible.

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Business slowing and shutdowns due to COVID-19 are having an impact all the way up the chain, from employees losing their jobs, to business owners closing down permanently, to real estate owners losing rent payments. In one survey, the majority of owners of retail space received rent from less than half of their tenants. On Long Island, this has led to a seller's market -- as businesses abandon high-cost properties elsewhere, many of them are looking to call LI home.

An April Bust

Early in the pandemic, the picture was less rosy. The Association for a Better Long Island and the Long Island Builders Institute surveyed their members and found that all of the respondents in the eastern suburbs of New York City experienced a loss of income in 2020's second quarter, and anticipated more losses for the rest of the year. At the time, more than half of respondents expected to experience losses over 20%, and 12% predicted losses over 50%. The majority anticipated that it would take at least a year for economic recovery, with a third expecting up to a five year recovery period.

Retail property owners, in particular, felt the pinch -- some expected nonpayment rates of as much as 85% -- but nearly half of the industrial property owners were still able to collect close to what they did pre-pandemic. Landlords faced the prospect of either floating non-paying tenants for an unpredictable amount of time or having unused space sitting in their inventory. Unfortunately, many of them didn't expect to have many choices in the matter -- 20% expected up to half of their tenants to go out of business and have to vacate. With the average survey respondent representing 1.57 million square feet of leased space, that's a lot of empty units.

With such a grim outlook in April, what changed? Why is Long Island's real estate market looking up now?

A July Boom

Long before the novel coronavirus hit the U.S., everyone from e-commerce entities to hospitals was buying up commercial real estate across New York, New Jersey, and Connecticut. With the COVID crisis, this trend has only accelerated.

Part of it is spurred by New York City's experience sheltering in place. Many families -- including some high-profile lifestyle influencers -- chose to leave the city and hunker down elsewhere. Others found that a city apartment was less than ideal for long periods of isolation. Still, others anticipate that working from home will continue far into the future, and, if they can work from home, why not do it in a more spacious area? While these factors are driving the shift from city dwelling to suburban dwelling, that shift is also going to have an impact on commercial real estate. With more people seeking less dense living arrangements, it means that there will need to be more hospitals, grocery stores, and offices in suburban areas to serve them.

The pandemic also highlighted the need for more hospital space, with impromptu care centers popping up in everything from convention centers to parks. George J. Kimmerle, head of the Kimmerle Group design firm, expects the number of suburban outposts for major city hospitals to double in the next few years -- including urgent care centers capable of handling all but the most intensive care cases.

Business owners may also be anticipating the cost of changes to floor plans and office design intended to reduce the spread of disease. As employees return to work, workers and employers alike have concerns about COVID-19 outbreaks and business shutdowns, and managers are scrambling to address them. While new construction would be ideal, retrofitting existing buildings with things like touchless work environments and indoor-outdoor spaces is much cheaper and less time-consuming. Given the amount of empty commercial space available on Long Island, coupled with its lower cost relative to New York City, it just makes sense.

An Uncertain Future

While the picture is overall optimistic for the Long Island commercial real estate market, some experts doubt that this future is guaranteed. Architect Mark Stumer, of Mojo Stumer, expects that, while residential real estate will continue to grow, the commercial market will experience a significant drop-off. The increase in employees working from home means that employers are likely to downsize their space as a cost-cutting measure, and real estate owners are likely to let them do it in order to avoid losing tenants. While some businesses may choose to either leave the city or expand onto Long Island, others may downsize and stay right where they are.

There has been much discussion of the way that the novel coronavirus has revealed issues with the way we live, work, and shop, from a shortage of ICU beds, to a lack of flexible teleworking accommodations for many employees, to the difficulty of effectively social distancing in factories. Real estate is only one of the areas impacted by this, but it's a major one. As hospitals seek to increase their reach, businesses downsize and leave the city, and urban residents look for greener pastures, COVID-19 has produced a major shift in what people want from their residential and commercial real estate.

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As more people return to the workplace after working from home, it raises a number of questions for owners, facility managers, and employees alike. Workers want to know if their buildings are going to make them ill. Owners want to know if they can keep their businesses open without having to worry about shutting down due to an outbreak. Facility managers want to know how to allay everyone's fears.

COVID-19 has forced us to reimagine what a workspace looks like. For many people, wearing masks and staying at least six feet away from others has become second nature. How is this "new normal" going to impact office space planning?

1. Reduced capacity.

Before the novel coronavirus, offices were planned for efficiency. Now, health is the number one priority. Following the CDC and WHO recommendations that people stay six feet away from each other, modern office spaces will shift to accommodate. Rooms will, by necessity, become lower capacity as facility managers move desks and conference seating to allow for space.

2. Changes in traffic flow.

Part of maintaining space between employees involves changing the way they navigate office spaces. If two people are walking toward each other, there comes a point where it's impossible to maintain a safe amount of distance.

In addition to changes in policy, this is going to lead to a shift in office layout. Avoiding sickness relies heavily on employee behaviors, but office planning can help change those behaviors. Some layouts make it easier to reinforce one-way navigation, and more and more offices are going to adopt them.

3. Changes in meeting spaces.

In the past, it was common practice for employees to hold meetings in their offices. Now, that may not be safe or comfortable for everyone involved -- offices are enclosed spaces, and disinfecting between meetings can create disruptive pauses in the middle of the workday. In the future, we're likely to see a new type of common room emerge: a room furnished with easy-to-sanitize materials and treated as an auxiliary office space just for holding meetings. These rooms could be thoroughly cleaned between uses, allowing employees the disruption-free space and atmosphere they need, while keeping everyone safe.

4. Touchless environments.

Washing your hands frequently, wearing gloves, using hand sanitizer, and not touching your face help keep you from contracting the novel coronavirus, but touchless environments are even better. They keep employees from coming into contact with each other's pathogens in the first place, so proper hygiene becomes added insurance against infection.

Increases in the automation of everything from doors to bathrooms, to HVAC systems help reduce the number of touchpoints in an office, thereby reducing the chance of a COVID-19 outbreak. In the near future, modern office buildings will be designed with minimal contact in mind, including the integration of app-based technologies to allow employees to enter, exit, adjust the lighting, open the blinds, and everything we currently rely on touch-based controls to do.

5. More flexible spaces.

Research has shown that fresh air and sunlight make it more difficult to contract COVID-19, and sealed-up buildings can develop sick building syndrome at the best of times. Modern office plans are probably going to become more of a compromise between the two -- offering increased fresh air and light, and flexible indoor-outdoor spaces for employees to work.

Before this, building design largely emphasized energy efficiency. This shift represents a compromise between saving energy and being healthy and more appealing. Fresh air spaces don't just reduce the risk of coronavirus transmission, they can entice remote workers to spend time at the office. This is important for maintaining a solid company culture; even employees who spend 90% of their time working from home benefit from a shared space for collaboration.

6. New furniture.

Studies show that the novel coronavirus is capable of surviving on certain surfaces, like glass and some metals, for up to 5 days. While surfaces aren't considered as important as airborne droplets in terms of transmitting the disease, choosing furnishings that are inhospitable to viruses and easy to clean is still important for maintaining a safe, healthy building. Materials like copper and aluminum, two of the least hospitable to SARS-CoV-2, are likely to become more popular in the future. We may also see the emergence of office furniture treated with continuously active antiviral coatings. While these coatings are still in the experimental stage, they have shown virus-inhibiting activity for 90 days at a time. That makes them a valuable addition to modern office furniture, doors, elevators, and other furnishings.

SARS-CoV-2, the virus that causes COVID, has changed everything about the way we live and work. Even with a vaccine and improved treatment for this disease, it's going to be with us for a while. By adjusting office planning and culture to accommodate social distancing and employee safety, facility managers can ensure that workers stay safe, and businesses stay open.

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From social safety nets to building technology, COVID-19 has forced us to notice a lot of the failings of things we take for granted. Smart building technology needs to expand and improve in order to help keep tenants and residents safe and comfortable in a post-pandemic society. Here are some of the ways that smart technology and tech policies can grow to fill these newly-uncovered needs:

Supply Chains and Cybersecurity

One of the biggest challenges that facility managers faced during the initial wave of COVID-19 was maintaining supply chains. With businesses closing left and right to protect their employees and customers, the need for agile supply lines came to the forefront. Smart building technology helps simplify inventory and ordering, streamlining the supply process. Unfortunately, as much as smart buildings and the Internet of Things has helped in this area, they've shown one glaring weakness: security.

Smart building technology makes buildings more efficient, improves physical security, and helps visitors and tenants socially distance from workers. At the same time, the interconnection that this technology relies on makes it a ripe target for hackers. The benefits outweigh the risks, but the future of smart building technology must include comprehensive cybersecurity strategies.

At-home Risk Management

Teleworking comes with unique cybersecurity challenges, too. Information security is no longer confined to office spaces -- it encompasses everywhere that employees might work. The Internet of Things comes with risks at home, from hackable security systems to internet-enabled refrigerators. This underlines the need for robust cybersecurity, not only from a technology standpoint but also from a policy and training standpoint. In the future, telework is likely to reshape the way people interact with smart building technology. Employees must be prepared to exercise good information security as a matter of course, but also exercise caution when using IoT-enabled objects in their homes, hotels, or airports.

Smart Disinfection

As people begin to return to work, anxieties run high. The more people gather in large numbers, the more likely they are to unwittingly transmit the novel coronavirus to someone. Building scientists are working to develop ways to incorporate disinfection systems into existing technology. Igor, a smart building's innovator, has developed a Power-over-Ethernet method of disinfecting using UV-C light. The PoE connectivity allows this UV-C system to be used in conjunction with other sanitizing methods, including air filters and gas vaporizers. Some sanitizers pose a health risk to humans, but occupancy sensors, motion detectors, and smart locks allow them to be safely automated.

Distributed Energy Systems and Disaster Preparedness

One of the major deficiencies exposed by COVID-19 was the lack of enough hospital beds to treat all of the afflicted patients. Emergency hospitals popped up left and right but were restricted by the availability of a stable power source. Distributed energy systems might provide an answer hereby generating and storing electricity near the locations where it will be used.

In addition to emergency hospitals, rapidly-deployable distributed energy systems could be set up to restore power to essential structures in the wake of hurricanes, tornadoes, or other natural disasters. Under normal conditions, these decentralized, controllable energy systems offer users a more robust, resilient way to get electricity, often without relying on the local energy grid. Areas with aging power infrastructure stand to benefit, too -- distributed systems can help take some of the load off of the grid during peak times, reducing the likelihood of brown or blackouts.

Social Distancing and Emissions

Telework helps reduce automotive and office building emissions by letting people stay home, but this comes with an increase in residential emissions. 74% of financial officers surveyed in March of 2020 stated that they expected a full 5% of their employees to work from home on a permanent basis. As more companies discover the benefits of allowing their employees to telecommute -- including reduced operating expenses -- this pattern may continue even after COVID-19 is no longer a threat. This can create challenges for owners of multi-tenant buildings.

Property technology, including artificial intelligence, can help reduce building operating costs by as much as half. These same technologies can be used to regulate indoor environments, keeping tenants comfortable, and improving their productivity. Sensors can monitor temperature, air quality, and even humidity, then upload these measurements to the cloud. From there, automated building hardware can adjust these attributes for optimal tenant health and productivity. Keeping carbon dioxide levels below 1000ppm, for example, can offset increased CO2 emissions from teleworkers, and help with memory, mood, and overall health.

As society learns to cope with all of the changes that came with COVID-19, building technology is working to keep up. With stronger cybersecurity, comprehensive disinfection strategies, distributed power systems, and improved residential property technology, smart buildings can help keep residents, guests, and employees safe, healthy, and productive.

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