On-site Planning Considerations

Space planning helps create effective and comfortable work and visitor spaces, while making the best use of valuable university space.

Workspaces can be at normal density, but units should try different space planning options as employees and managers work together to develop flexible work arrangements and workspaces. 

Space Planning Guide Contents


On-site Space Planning Considerations


1. Consider needs of a hybrid-remote workforce

Some employees will be uncomfortable with the return to the workplace and some of that discomfort may arise from concerns about COVID-19 exposure and sanitization.

Some recommendations on this front:

  • Advise employees to speak up if they have concerns about quantities of people in a space, distances, sanitization or any other potential safety concerns in the physical environment.
  • Update meeting rooms for on- and off-site attendees (display screens / monitors, mics, cameras, etc.)

2. Evaluate on-site space needs (e.g., staffing and meetings) & establish schedules

When a remote employee works on-site, a workspace (potentially shared and/or non-dedicated) will be made available to them. Schools, colleges and divisions should establish/update policies that ensure consistent provisioning of space and resources. 

  • Evaluate your on-site space needs and establish specific schedules as needed.

    Specific parameters will vary by school, college and division - check with your supervisor or Flexible Work Liaison for your unit's guidelines. 
    UC Davis recommends: 

    • Employees on-site more than 60% of time: assign a workstation or office, a ratio of 1 employee to 1 workstation/office (1:1)
    • Employees on-site 20% to 60%: provide a shared workstation, with a ratio of 1 workstation for every 2 employees (1:2)
    • Employees on-site less than 20% of time: provide drop-in “hoteling” space, with a ratio of 1 workstation for every 10 employees (1:10)
  • Document the number of people you plan to have fully on-site, fully remote or in a hybrid-remote arrangement.
  • Establish core hours of coverage and specific schedules for on-site time wherever possible, in order to:
    • Ensure coverage of core services
    • Provide opportunities for collaboration and connection
    • Ensure any remote/hybrid-remote staff who work on-site can access an ergonomic workspace that aids productivity
  • Departmental storage ideas

    • Can items be digitized in order to provide access for both on-site and hybrid or remote staff? Are there legal or policy requirements to keep hard copy files?

    • Do shared equipment or supplies need to be stored in a different way?

3. Design Shared Workspaces

You may need to establish shared workspaces and hoteling spaces, and both should have docking stations, monitors, keyboards, mice, power cords and cleaning supplies.

  • Definitions
    • Shared Workstation: Workspace that is assigned to 2 or 3 specific staff, with a schedule for usage.
    • Hoteling Space: Workspace that is available to any remote staff, with means to reserve space as needed.
  • Key Recommendations
    • Designate storage for employees
    • Provide necessary and ergonomic equipment
    • Establish sharing / scheduling etiquette and system (e.g., Outlook) to reserve space
  • Ergonomics: employee workstations and equipment must meet ergonomic standards

4. Update meeting rooms and meeting protocols

The expectation going forward is that meetings may have a remote participant. Review which meetings will take place in conference and meeting rooms, which will take place via teleconferencing and which will be a blend of both.

  • Technology
    • Ensure your conference/meeting room(s) can accommodate meetings with both remote and on-site participants, as needed
    • Work with your unit’s IT representative to figure out the equipment needed for conference rooms (e.g., hardware, connections, cameras, monitors, microphones)
  • Meeting Protocols 
    • Moderator should review attendees' Daily Symptom Survey results (affiliate and non-affiliate), in keeping with policy
    • Clarify options for attending the meeting
    • Consider off-site employees' needs and whether they can fully participate in the meeting

5. Space Planning Incentives

Campus teams who permanently release 2,500 assignable square feet (ASF) or more will earn $10 per ASF for up to three years. This means a budget credit of $25,000 or more per year for three years, which could be used at the discretion of a dean or vice chancellor. Additionally, up to 60% of standard per-person moving costs covered centrally