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COVID-19 Resources For Long Island Facility Managers

COVID-10 Resources For Long Island Facility Managers

Our understanding of COVID-19 shifts from day to day as doctors and researchers gain a better understanding of this novel virus. Keeping a facility up and running poses enough challenges on an average day as it is, so it is understandable that these circumstances have thrown facility managers for a loop. Here are some resources for Long Island facility managers, property managers, and business owners to help you keep your facilities running safely and smoothly during the pandemic:

OSHA's “Guidance on Preparing Workplaces for COVID-19”

The Occupational Safety and Health Administration has released a 32-page guide that explains how an outbreak of COVID-19 could impact business and offers information on symptoms and transmission. It also outlines steps employers can take to minimize the danger to their workers, depending on their level of exposure risk (low, medium, or high), with special instructions for workers traveling abroad.

OSHA's COVID-19 Safety and Health Topic

The COVID-19 page on the United States Department of Labor website explains how the virus spreads, and how OSHA standards apply when it comes to protecting employees from the virus. It provides tips for employers and employees alike, with specific guidance for employees of certain industries. This is a must-read for managers of healthcare or deathcare facilities, laboratories, or sanitation facilities.

The CDC's "Interim Guidance for Businesses and Employers to Plan and Respond to Coronavirus Disease 2019 (COVID-19)"

This COVID-19 guide by the Centers for Disease Control provides guidance on cleaning and disinfection and social distancing, designed for non-healthcare settings. It explains how to reduce the risk of transmission between employees, maintain healthy business operations, and keep up a healthy work environment.

The CDC's Long-Term Care and Other Residential Facilities Pandemic Influenza Planning Checklist

Long-term care and residential facilities often house the people most vulnerable to illnesses like COVID-19. This pandemic planning checklist highlights important areas for pandemic preparedness and response planning, geared specifically to the challenges these facilities face.

The WHO's "Getting your workplace ready for COVID-19"

The World Health Organization has also released a COVID-19 guide for businesses. It outlines ways to prevent the spread of the virus, managing risks in group settings like meetings, managing risks during travel, and preparing your facility for a local outbreak.

The IFMA's Pandemic Preparedness Manual

The International Facility Management Association's Pandemic Preparedness Manual covers instructions for maintaining business continuity, planning checklists, response checklists, and instructions for controlling and mitigating the spread of a viral outbreak. Though the information is geared toward avian influenza, much of it is applicable to other viruses.

New York State Department of Health

The NYS Department of Health COVID-19 website explains which businesses are experiencing mandatory closures, and links to guidance for businesses considered essential services. This is intended to help employers determine if they meet the criteria for an essential business, and follow the necessary steps to obtain the designation.

COVID-19 Resources within Nassau County

Nassau County has a dedicated coronavirus hotline at (516) 227-9570. The Nassau County COVID-19 website provides helpful infographics with instructions for applying for aid, important links and numbers for Nassau-area individuals and businesses, and simple instructions for limiting the spread of the virus.

COVID-19 Resources within Suffolk County

Suffolk County also has a COVID-19 resources portal, with the most up-to-date news on cases within the county, information from the CDC, and links to guidance for individuals who may have come in contact with a carrier.

The ISSA's "Coronavirus: Prevention and Control for the Cleaning Industry"

The International Sanitary Supply Association offers webinars by the Global BioRisk Advisory Council, tip sheets, and information geared toward those employers that work within the cleaning industry.

The EPA’s List of Anti-COVID-19 Disinfectants

Not all cleaners are effective against viruses, COVID-19 included. When purchasing a disinfectant to combat a specific disease-causing agent, it's important to cross-reference it with the products on the EPA's recognized anti-COVID disinfectants list. This list gives the registration numbers, product names, manufacturers, and formulation types of all of the currently recognized anti-COVID disinfectants.

Dealing With Coronavirus (COVID-19) as a Facility Manager Whitepaper

This Dealing With Coronavirus Whitepaper is written for facility managers, to offer guidance on how to prevent, contain, and mitigate outbreaks in the workplace. It covers reducing the number of workers, increasing the distance between workers, disinfection strategies, and keeping everyone in the loop.

This novel coronavirus is presenting challenges that are testing the limits of everyone's disaster preparedness plans. If you are a facility manager in New York state, these resources can help you keep your employees, clients, and guests as safe and healthy as possible.

Work At Home Checklist For Employers

This Work At Home Checklist is a handy reference for employers working to maintain business continuity by having employees telework.

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How Facility Managers Should Be Responding to Coronavirus

How Facility Managers Should Be Responding to Coronavirus

The emergence of any new disease is scary, especially when there's a lot of misinformation circulating about it. Right now, officials in the U.S. and overseas are talking about closing down schools and other public places in order to prevent the spread of coronavirus (COVID-19), and it has facility managers rightfully concerned. Here's what you should be doing to help keep yourself, your employees, and your visitors safe:

Enforce hand washing protocols.

The news is full of stories about stores running out of antibacterial soap, hand sanitizer, and even masks, but the best defense against diseases like influenza and COVID-19 is regular old hand washing. Coronavirus is believed to be transmitted through contact with respiratory secretions. Train employees in proper handwashing techniques, post new signage as a reminder and make sure bathrooms are properly stocked with soap and alcohol-based hand sanitizer.

Encourage sick employees to stay home.

It's a sad fact that many people don't feel that they are able to stay home to rest when they are ill. Avoid scheduling any shifts that can't absorb a loss or two if someone needs some sick time, and make sure employees know that they can and should leave work or stay home if they begin experiencing upper respiratory symptoms. If sick employees insist on coming in anyway, send them home. The minor addition to productivity they would bring is not worth jeopardizing the rest of your employees, tenants, or visitors. This is especially true of workers in hospitals, nursing homes, or other areas with a high concentration of potentially vulnerable people.

Review sick leave policies.

One of the biggest reasons that sick people don't stay home is that they fear being penalized for doing so. Go over your company's sick leave and paid time off policies, and make sure that employees aren't in a position that disincentivizes reporting symptoms or responsibly taking sick leave. Put policies in place that cover furloughs or workplace closure.

Promote good coughing or sneezing hygiene.

If you are managing a store or office building, your visitors and tenants may not have the things they need to prevent infection, so provide them -- within reasonable expectations. Set up stations with hand sanitizer, disposable tissues, and a wastebasket, and keep them stocked and cleaned. If you are managing a hospital, keep stations stocked with masks, and post signage encouraging anyone with respiratory symptoms to use them. Masks don't protect the wearer very well, but they are excellent at protecting others from the wearer.

Go over cleaning procedures.

Contaminated surfaces can transmit illness when people touch them and then touch their eyes, mouths, or noses. Make sure your policies outline the procedure for sanitizing each area of the facility, what products need to be used, and protocol for avoiding cross-contamination. Make sure that any disinfectant products used have EPA-approved claims against bacteria and viruses of concern. There haven't been any tests specifically on COVID-19 yet, but the EPA's Emerging Virus Protocol offers information on products that are effective on similar pathogens.

Keep some extra inventory on hand.

It's not a good idea to hoard supplies, but it's reasonable to expect some supply chain disruption. Public health experts recommend that households have some extra non-perishable staples on hand in case of store closures or problems restocking, and this can be extrapolated to facilities, too. Take inventory on your most-used supplies, and stock 10-15% extra. It should be enough to get you through a minor disruption, but not enough to cause problems with purchasing or storage.

Keep tenants and employees informed.

Epidemics are frightening, and being kept in the dark only intensifies those fears. Keep tenants and employees up-to-date on the latest information and recommendations from the Centers for Disease Control, as well as all of the steps you are taking to protect their health. Go over employee and tenant contact information, and make sure it's up-to-date. If there isn't a good communication system already in place, set one up.

Train supervisors or other key employees in infection control and reporting.

As new cases of COVID-19 emerge, it's imperative to report exposures to local public health departments. Educate key employees in the potential impact of the virus, make sure they have easy access to relevant company policies, and give them the contact information for the public health authorities in your area.

Don't panic.

The media tends to sensationalize stories and play on the public's fears. Make sure you're getting your information from a reputable, expert source, and don't succumb to the temptation to panic. It isn't necessary to stockpile bottled water and food, and many of the most-frequently stockpiled items (like triclosan hand sanitizer and surgical masks) aren't effective against viruses anyway. Remember: Right now, the flu is a bigger threat than COVID-19. If the flu isn't triggering a panic, that shouldn't either.

When most companies plan for disasters, they think of tornadoes, fires, explosions, and floods. Illnesses can easily become emergencies, too, and it's vital that facility managers have policies in place to help mitigate the damage they can cause. By following these tips, you can keep your employees, tenants, and visitors safe, and business running smoothly.

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Hurricane Preparation Planning For Facility Managers

Hurrican Preparation Planning For Facility Managers

We all know that hurricanes are violent storms with the potential to cause severe damage and destruction to anything within their range. The good thing is, with today’s technology meteorologists are able to forecast hurricanes well in advance of their approach. Thankfully facility management can make it a point to take advantage of these insights. Advance preparation can leave facility leadership with a solid framework by which to weather the storm and protect their facilities, and the businesses and employees therein. We encourage facility management teams to refer to the following guidelines.

Assess What’s Most Important

There are three key elements that keep a business up and running: its employees, assets, and location. Taking swift action early enough to protect these elements from the threat of a hurricane will help you to maintain order and rebound quickly after the storm has passed.

Protecting Your Employees. When facing a potential crisis, an organization’s workforce looks to management for leadership and guidance to help keep them safe and informed. There are challenges to this that exist in today’s highly mobile workforce that didn’t exist even just ten years ago. Several factors to take into consideration are:

  • Where is each staff member located (in real-time)?
  • Which employees travel and what is their current schedule?
  • If you have remote workers, do you know where they are in any given moment?
  • Do you have a mass notification system in place to quickly and easily notify your people?
  • Is each employee being tracked by HR, travel, and/or building badge systems so they can be reached immediately?


Inventory Your Assets. 
The potential for flooding, high winds, gas shortages, and power shortages pose a threat to all kinds of business assets, including network, data, equipment, technology, supplies, products, and overall facilities. Identifying the following assets now can help to prevent stress later on:

  • Where are your assets located?
  • What kind of physical protection is available for each asset?
  • Which assets are critical to running the business?
  • Are these assets owned or insured?
  • What assets are leased, and what is your responsibility if they’re damaged?


Note: To help businesses “prepare for and adapt to changing conditions and recover rapidly from operational disruptions,” the Federal Emergency Management Agency (FEMA) recommends referring to their Continuity Tool Kit.

Fortify Your Locations. Geographic location can certainly influence a property’s vulnerability to disaster by a hurricane. That said, while severe flooding is more likely to occur in coastal regions, facilities located inland are still susceptible to great danger. Hurricanes may weaken, but even slow-moving systems can hover over populated areas and cause catastrophic flooding and water damage. Whether your facility is comprised of a single unit or multiple buildings, you’ll need to consider how to reinforce each individual location. Consider the following questions:

  • What is the address of every location under your company umbrella including storage facilities and transportation lots?
  • What is the evacuation plan for each facility? For example entrances/exits; stairs, elevators and escalators; parking lots; and access to the closest hurricane evacuation route.
  • Which people/teams work at each location?
  • What are the biggest risks for each facility and how fortified are they to withstand potential damage?
  • What types of materials are in place necessary to getting the facility up and running again?


Draw Up an Emergency Plan

Having an emergency plan in place is vital to minimizing the panic and confusion that hurricanes can cause. Your plan should maintain some flexibility in case of unforeseen circumstances, but it should certainly incorporate core infrastructure elements that are unlikely to change as the company grows. Here’s how you can plan ahead to protect these elements:

Back-Up Your Data. To safeguard against on-premise damage, like flooding or fires which can destroy on-site servers, you’ll want to ensure that all company data is backed up offsite. Backing up data regularly should ideally become a habit so that, in the case of a hurricane or other weather event, your business won’t suffer loss should your server go down.

Set Up Cloud Systems. Cloud-based systems can expedite the disaster-recovery process. Converting key business systems and mobile device data to the cloud, including payroll, CRM, and HR systems, will allow these systems to be accessed remotely in the event your company needs to work from a different location.

Create Checklists. A checklist of tasks that need to be performed before, during, and after a hurricane can help to ensure that nothing is missed. The list should be both stored on a cloud application for easy access, and also physically posted for easy reference in the case of a power outage. Also, be sure to communicate this list to key stakeholders if you’ll be out of the office or unavailable at the time a hurricane is expected to touch down.

Review Contracts. Don’t wait for the aftermath of a major storm to review your contractual obligations with vendors, insurance providers, and landlords. Take the time to review contracts for specific mentions of weather-related events, damages, and complete loss. If a contract doesn’t reference these potential situations, contact contract owners directly to find out what their weather-related clauses and policies are.

Map Evacuation Routes. Safety is the number one priority in the event of any threat, and hurricanes certainly qualify here. An explicit plan to help employees promptly locate the safest way out of their facility will minimize chaos. You’ll need to determine which stairwells and doors should be used, identify parking lot exits, and what surrounding streets should be taken. Posting physical maps on each floor will help to familiarize your staff with approved evacuation routes. Holding drills on regular days when no weather-threats are posed will also help to acquaint employees with proper evacuation procedures.

Implement a Two-Way Communication System. It can’t be emphasized enough how important communication is. In the event of a hurricane, good communication can potentially save lives. You’ll want to ensure that every staff member is safe and able to communicate with leadership and with each other. You should not rely on the internet alone, as it can be rendered inaccessible during a power outage. Implementing emergency communication software can enable a company’s leadership to deliver real-time information to employees across multiple channels and devices simultaneously. Such a system can also be used to check in with employees for status updates, and to provide evacuation details. You’ll want to optimize this system by regularly updating your company directory with accurate contact information for each employee. Many systems include pre-set templates to help administrators pre-emptively prepare so that during a weather event they will be able to relay information swiftly with only a few clicks. Messages created in advance and stored on these templates eliminate the need to create a message from scratch, which can save precious minutes in the face of a dangerous storm. Ideal templates to use should include email, voicemail scripts, SMS texts, and push notifications.

Create Emergency Response Teams

It takes a proverbial village to protect your people, assets, and locations. Once your plan is in place, it’s time to delegate responsibilities and practice its execution. Here are three steps necessary to provide everyone with a thorough understanding of what to do in the event of a hurricane:

Define Clear Roles and Responsibilities. Your plan will have moving parts involving multiple people, so be sure to designate roles to employees you trust can handle the challenge. Communicate specific responsibilities with each individual stakeholder and ensure that they have the resources and technology they’ll need. Be clear with everyone about who is on each team, and who they can turn to for specific information.

Train Teams. Gather the team to review protocols and answer any questions they may have. Be sure to modify the plan as the company evolves should new locations be acquired, expansions be built, or facilities be changed.

Role Play. Hold mock drills to practice your plan. Though role play may feel silly, rest assured that when actually faced with the dangers of a hurricane, team members will be more likely to remember a drill than an office memo. You can opt to give the team notice, or to conduct impromptu drills to mimic a real-life emergency.

As you can see, careful planning in conjunction with these guidelines can make all the difference. Taking proactive steps now, before a hurricane hits, can help to ensure everyone’s safety in the midst of one. It will also give weather-damaged facilities accessibility to a quicker recovery process and can help protect businesses by minimizing their total losses.

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How to Prevent Slips and Falls in Your Facility

How To Prevent Slips and Falls in Your Facility

Facilities with high-traffic areas, such as schools, healthcare, and commercial facilities, are the most at risk for people taking a sudden slip, trip, or fall. According to the National Safety Council, these types of mishaps lead to the most costly types of injuries as they’re not only the leading cause of workers’ compensation claims, they also represent the primary cause of lost days from work due to an accident.

While the risk for these accidents may be increased by human factors, such as age, failing eyesight, and other mobility impairments (such as using a cane or a walker), it’s important for facility managers to note the non-human factors that reflect accident-prone statistics: floor surfaces.

Floors and flooring materials contribute to more than 2 million fall injuries per year, usually due to them becoming wet from leaks, spills, snow, rain, mud, wet leaves, and other floor contaminations. Thankfully, these issues are easily preventable with the implementation of a tight floor maintenance problem. So, while you may not be able to control the weather or how people walk, you can start by identifying problem areas in order to minimize the chance for slips, trips, and falls.

The Five “Danger Zones”

Lobbies. As a welcome space, lobby areas tend to be shiny and attractive -- but this doesn’t come without a cost. Lobbies are often buffed and waxed, in an effort to offer optimal appeal for visitors and workers. Also, as the point of entry, lobbies are often subject to shoes, umbrellas, and the debris that both track in.

Breakrooms/cafeterias. As a space where food and beverages are prepared and consumed, spills are more likely to occur. Coffee machine areas are especially susceptible to drips and spills, where occupants tend to pass through with uncovered mugs full of the hot beverage.

Restrooms. It goes without saying that wherever there is water, there is an increased risk for slips, trips, and falls. Restroom floors are subject to becoming wet in numerous ways – everything from the slightest hand-dripping, to overflowing sinks and toilets, and plumbing problems.

Piping. Corrosion and wear can cause piping to leak. Preventative maintenance is key when it comes to piping, especially if it’s in close proximity to where occupants are.

Roof. Both cold or inclement weather can make any roof vulnerable to leaks. On top of that, buckets that are left on floors to collect liquid from roof leaks are also susceptible to being tripped over by a distracted occupant.

Five Tips to Prevent Accidents

Fortunately, there are several ways that facility managers can plan ahead in order to prevent these various flooring/area hazards:

Watch the Weather. Preparation for storms, snow, rain, or any other weather event that could leave debris on your facilities’ floors is of utmost Have signs handy to make building occupants aware of potential hazards, and have floor blowers on hand to dry up rain water.

Use Matting for Liquid Absorption. Floor matting can help absorb water and other liquid debris. However, matting comes with its own set of hazards. Avoid matting that gaps, wrinkles, or easily moves around. Ideally, your matting should have an adhesive backing to keep the mat flat and in place.

Analyze Past Problem Areas. Examine any previous slip or fall claims and use them as a map to help you identify high-risk zones in your facility, or to help you determine primary areas for potential hazards. By looking at “root cause” errors of the past, you can help to ensure a safer present and future.

Use Proper Cleaning Aides. Be sure to purchase the right cleaner for the right contaminant and floor surface. For example, what you use on tile may be quite different than what you’d use on wood or concrete. Work with your janitorial supply company to determine which chemicals are best to use on the various surfaces of your facility. In addition, be sure to carefully read the directions on all chemical products in order to use these cleaners correctly. Take special note of any dilution ratios and water temperatures required.

Have a Floor Maintenance Management Program in Place. An established program is an important preparation tool for proper floor maintenance. Your program should include ways to properly store cleaning products and equipment, training staff, regular floor inspections that are shared with supervisors, and specific procedures and protocols for various areas.

Slippery flooring is unsafe for building occupants and can turn into expensive claims for your facility. Getting ahead of these potential problems can go a long way to eliminate risk, and make for an all-around safer, happier workplace for everyone.

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Keeping a Facility Running During Expansion or Renovation

Keeping a Facility Running During Expansion or Renovation

Most buildings at some point need to undergo renovations or expansions. Few older buildings can accommodate the hectic pace and increased volume of today's consumers. They must be renovated and expanded in order to serve the public better.

When you plan on renovating or expanding the building in which your own organization or company is located, you might wonder how you can remain open for business without impeding the construction projects. By keeping these tips in mind, you could keep your doors open while meeting the demands of your public and still affording the construction crew the room they need in which to work.

Coordinating Your Daily Operations around Construction

During the renovation or expansion work, you will need to figure out how to run your organization or business without getting in the way of the construction workers. If possible, you could simply relocate some or all of your business's operations to another part of the building. If you have rooms in the building currently not being used, you could move your employees, equipment, and other daily operations to these areas while allowing the construction crew to work in parts of the building where you normally have operations set up.

If you cannot completely relocate to another part of the building, you may need to do mini-relocations during the expansions or renovating. While one hallway or corner of the building is being worked on, you could have your employees share office spaces until the work in that part is finished. You can continue in this way until all of the construction work is done.

If it is impossible to relocate even small areas of the building during the construction work, you may need to ask the remodelers to do their work during the evening hours or on the weekends. This accommodation would allow you to continue to run your business during normal working hours and remain completely out of the way during the after hours when the construction crew is on site.

Reasons to Stay Open during the Work

You might wonder if it is best for you just to shut down during the construction project. Depending on the industry in which your business or organization operates, you may not be able to and may even be required by law to keep your doors open.

For example, if yours is the only hospital or medical clinic in the county, you may not be able to safely close your doors until the remodeling work is finished. Patients who come to your facility for care could experience dire illnesses that could put their health at risk. In this instance, you could incur fines or penalties from government regulators and the state medical board if you shut down during the construction.

Likewise, if you run a school, you cannot really shut your doors during the school year. By law, students have to be educated. They cannot transfer to another school until your building is renovated. You have to remain in operation even while the work is ongoing.

Finally, if you are a business owner, you may not be able to afford to shut down if you want to continue to make a profit. You still have bills and employees to pay. How can you do that when the doors of your business are closed and you have no money coming in? Staying open during construction work is the only way you can generate revenue. 

Hiring a Contractor

You might be able to minimize the amount of time you have to coexist with a construction crew by vetting contractors for the job thoroughly first. Before you hire one to do the renovation and expansion work, you may want to find out details like:

  • Whether or not the contractor has done projects like yours before
  • What kind of network of subcontractors the contractor has access to
  • How flexible the contractor's work plans can be if your business or customer demands change
  • How the contractor can make future renovations or expansions seamless


These details can let you know if the contractor can get the work done in a timely manner and accommodate you as a building owner.

Expansions and renovations are part and parcel of owning and operating a business or organization in most buildings today. At some point, you may need to hire a construction crew to make improvements to your building. You can outlast the projects by knowing how to coexist alongside a renovation crew and how to hire a contractor who is qualified for the work.

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Rubber Flooring: Pros and Cons

Rubber Flooring

When it comes to selecting the best flooring for your facility, you want something that will give you a good return on your investment and last for a long time. At the same time, you want a material that is visually appealing and easy to maintain.

You could find the ideal solution for your building by choosing rubber with which to cover your floors. You may be further convinced by learning about the benefits of rubber floors.

Popularity

You would not be alone in your admiration for rubber flooring. In fact, it is becoming more commonplace in all sorts of buildings. While it is typically used in settings like gymnasiums, fieldhouses, and weight rooms, it also is being used more in commercial and residential settings.

It is true that rubber tends to be a bit higher priced than conventional choices like tile or vinyl. However, it also lasts longer and gives a better return on the initial investment than other types of materials. You may not have to repair or replace it as often or as quickly than if you had chosen vinyl, carpeting, or other materials.

Durability

Rubber is also extremely durable. When you are in the market for a material that will be an overall asset to your building, you could find that rubber exceeds your expectations of durability alone.

It can tolerate a high amount of foot traffic without succumbing to damages like cracks and breaks. It also is water resistant and simple to clean up if you spill something like water or coffee on it.

Because of its natural elasticity, it maintains its original appearance. It also has natural shock absorber qualities and can provide more cushion for your feet, which can be crucial if you spend most of the day standing and walking. Its ability to absorb shock and weight also allows it to withstand heavy things being dropped on it.

Low Maintenance

Rubber gets favorable reviews for its low maintenance qualities. When you do not want to spend most of the day mopping and sweeping your facility, rubber may be your ideal choice. It takes minimal effort to keep it looking pristine and new.

Taking care of a rubber floor can be as simple as vacuuming it on a daily basis. You also should mop it with a mild detergent and warm water. You should not use harsh chemicals like bleach or ammonia on it because chemicals can cause damages like fading and cracks.

Slip Resistance

If preventing slips and falls is a priority, you may want to invest in a rubber floor. Rubber is especially common in medical facilities like hospitals and nursing homes where patient and employee safety is the main concern.

Rubber exceeds the minimum standard for the coefficient of friction, meaning it prevents people from slipping and falling even when they track in water and mud from outside. Its non-slip qualities also make it ideal for use in places like gyms, weight rooms, and fieldhouses where athletes run and train. It prevents them from falling down and getting injured.

Environmentally Friendly

Rubber also has a reputation for being one of the most eco-friendly flooring choices on the market. Unlike wood and marble, which are not sustainable or renewable materials, rubber is made from the sap of a rubber tree. The sap is gathered in a way that does not harm the tree itself nor impedes its growth.

Once the rubber floor becomes worn out and needs to be replaced, it can be recycled and made into entirely new products. It can also be shredded and used in places like playgrounds. It does not have to be thrown away or end up in a landfill.

Other Benefits

Rubber floors also offer additional benefits that might appeal to you as a facilities manager. For example, it: 

  • Does not contain PVC
  • Can absorb sounds
  • Resists static
  • Resists damages like scuffs marks, cigarette burns, and scratches
  • Prevents the growth of fungi like mold and mildew
  • Resists stains
  • Comes in uniform colors


These factors could make rubber flooring the ideal choice for covering your floors. 

Choosing the right material for your floors is critical to the comfort and safety of your building. You could get the best return on your investment and get the performance you expect by choosing rubber. Rubber offers a host of benefits that could make it the ideal choice for you.

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Parking Lot Maintenance Tips for Facility Managers

Parking Lot Maintenance Tips for Facility Managers

Parking lots may seem like unassuming fixtures that have no great influence over the integrity or accessibility of a business. In fact, they many times give the first impression to customers and can determine whether or not people will visit a business or pass it by in favor of a competitor. 

Because of its importance, Long Island facilities managers like you want to take all necessary steps to keep your parking lot in good condition. You can maintain yours and prevent costly and detrimental damages by using these tips for proactive parking lot maintenance.

Perform Regular Inspections

In many instances, costly damages can be prevented by performing routine inspections of the parking lot. A routine inspection does not necessarily have to take a lot of time or effort. In fact, it can be done simply by walking around the parking lot to look for signs of damages or disrepair like:

  • Cracks
  • Holes
  • Oil or gas spills
  • Standing water


By performing routine parking lot maintenance, you can head off damages that could cost your company a substantial amount of money in the future.

Account for the Weather

The weather in Long Island can vary significantly from day to day. When you are planning projects for parking lot maintenance, you have to take into account the weather and how it could potentially impact the integrity of the parking lot. 

For example, during the springtime, you may find it challenging to get maintenance projects done on your parking lot. The rain and humidity prevent materials like concrete and asphalt from setting properly. 

At the same time, extreme heat can cause new asphalt or concrete to dry prematurely or crack during the drying process. Before you decide what projects to undertake on your parking lot, you should check the forecast for Long Island and plan repair and maintenance work accordingly.

Do Spot Repairs

Whenever you find minor damages in your parking lot, you should do spot repairs to prevent them from getting larger. For example, a small crack or hole in the parking lot may not seem like that big of a deal. 

In fact, if water gets in these crevices, it can freeze and then expand the tear or hole as it thaws. In a short period of time, a small crack or hole could widen into a major crevice that cars and pedestrians cannot drive or walk over. Rather than allow these minor damages to spread, you could keep them in check by doing spot repairs whenever you find them.

Sealcoat Every Few Years

Every few years, you should make it a priority to sealcoat your business’s parking lot. Before you do this, however, you should make sure the sealcoat is environmentally friendly.

You also want it to match the color and appearance of the existing asphalt. The rate at which you sealcoat it will depend on a variety of factors like the weather and the rate of traffic that comes in and out of the parking lot.

Clean Up Gas and Oil Spills

As you inspect your parking lot, you should keep a close eye out for gas and oil spills. Gas and oil have chemicals in them that can eat away at the material that binds asphalt and cement. 

If these spills are not cleaned up in good time, they could cause significant deterioration of the parking lot. Rather than watch the asphalt coating on your parking lot erode away, you should clean up gas and oil spills as soon as you see them.

Check and Clean Out the Drainage System

Every sound parking lot should have a reliable drainage system installed on it. This system allows water to drain off the surface of the parking lot. It prevents the moisture from puddles and spills from eating away at the parking lot’s surface. 

If you see puddles of standing water or water that does not appear to drain as quickly as before, you should check the drains to make sure they are not clogged. If they are laden with debris, you should clean out the system right away so water can drain properly. A drainage system that is cleaned out on a regular basis is crucial to keeping your parking lot dry.

Use Striping

Another tip for keeping your parking lot in good condition involves using striping to indicate the location of parking spaces. When customers drive into the parking lot, they want to know immediately where they can park. If there are no stripes indicating where the parking stalls are, people may end up parking haphazardly. 

Striping can also indicate the flow of traffic in and out of the business's parking area. Once the paint starts to fade, you should repaint the stripes for the safety and convenience of your business.

These maintenance and repair tips can help facilities managers like you prevent damages in your business’s parking lot. They head off major damages that can cost the business a lot of money. They also make the parking lot safer and easier for customers to access.

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Outdoor Workers and Heat Safety

Outdoor Workers and Heat Safety

As a facilities manager, you bear the all-important responsibility of keeping your staff safe in all kinds of weather. During the hottest months of summer, this burden can take on a unique challenge, however. You can ensure your workers' health by knowing what heat safety precautions to utilize during this time of the year.

Learn about the Dangers of Hot Weather

As the summer months get underway, the hot weather poses a serious hazard to people working outdoors. Statistics show that dozens of outdoor workers die each year because of heat stroke. Thousands more are sickened and hospitalized as the result of heat exhaustion.

Further, every industry can be affected by heat dangers but especially those like construction. In fact, 40 percent of outdoor workers who die from heat stroke work in this industry.

Regardless, heat stroke can affect anyone of any age even those who are young and seemingly in good physical condition. As a facilities manager, it is critical that you appreciate the dangers that come with working in hot weather. You should never assume that your employees are safe from heat stroke or heat exhaustion simply because they are healthy, young, and in good physical shape.

Plan Ahead

Once you realize the dangers of working in hot weather, you must then devise a plan ahead of time in case one of your workers does suffer from heat exhaustion or heat stroke. Your plan should include calling 911 and using cold compresses on the affected individual until help arrives. You should practice this plan often with your employees so everyone knows what to do if or when this type of emergency occurs.

Your plan should also include an element of prevention, however. You should educate your workers on how to work safely in hot weather and help them understand the symptoms of heat stroke and heat exhaustion. By educating your staff, you can prevent this type of emergency and ensure everyone's safety while the weather is hot and humid.

Offer Plenty of Water

One of the most important things you can do as a facilities manager is making available cool, fresh, and pure water to your outdoor workers. You should place the container of water in a shaded or cool location so that it stays refreshing and cold for your staff. It should also be made available at no charge to them.

Likewise, you should encourage your staff to drink at least one quart of water on an hourly basis while they are outside. This precaution will keep them hydrated and could prevent them from suffering from heat stroke or heat exhaustion.

Offer Shaded Resting Areas

You should also make sure there is at least one shaded place where your workers can go to rest while they work outdoors. Even if you have to set up a tent, you need to make sure your staff has a shaded area where they can go to cool off and recuperate from working outside in extreme heat.

You should make sure that they rest for at least five minutes on a regular basis anytime the temperature reaches higher than 80 degrees Fahrenheit. It is important that you encourage them to rest before they start to feel sick or exhausted from the heat.

Use a Heat Safety Mobile App

Finally, you can keep your workers safe by downloading and using a NIOSH or OSHA heat safety mobile app. The app is available on both Android and Apple devices. It is designed specifically for outdoor workers who are exposed to heat while on-the-job.

The app also offers live-saving information for facilities managers, supervisors, and others in charge of outdoor workers. It alerts you to the precautions you should take to make sure everyone stays safe on the job site. The app is free to download and can be a valuable resource when you want to protect your employees from the dangers of working outdoors in the heat.

Working in heat and humidity can pose a serious risk to your employees' health. It is up to you as their facilities manager to keep them safe from heat exhaustion and heat stroke. You can prevent serious illness and deaths related to working in the heat by utilizing common sense heat safety precautions.

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How to Prepare for a Natural Disaster

The Federal Emergency Management Agency reports that an overwhelming 40 percent of small businesses will never recover and reopen after experiencing a major disaster. Facility managers are responsible for preparing for the worst and safeguarding the business from potential natural disasters. Facility managers play a pivotal role in formulating, communicating and updating preparedness plans.

Recently, a wave of natural disasters has adversely impacted businesses through the nation, and facility managers have been working together to formulate better strategies for emergency preparation. 


Emergency Preparations

One of the most immediate concerns for facility managers in natural disaster preparations should be equipping the office and staff with the resources and knowledge necessary for immediate survival. This means that evacuation routes, basic safety measures and company procedures need to be outlined explicitly and posted or distributed to all employees.

Managers should also compile a list of contact information for all staff members that is stored online and accessible in the event of a crisis. Facility managers should strongly consider installing emergency lights throughout the building. These lights need to illuminate exits and should be operational for at least 90 minutes during an emergency situation.

Facility managers are responsible for installing and maintaining smoke and fire alarms within the facility. Emergency kits should be assembled that include first aid items, emergency flashlights, chemical masks and any other essential items. Legal codes can provide a foundation for facility managers to begin creating a preparedness plan, but real-world practice runs are essential to help you identify weaknesses in your plans. 



Utilize Smartphone Apps

According to researchers, most modern-day individuals will pull out their phones when they don’t know what to do. Panic can cause people to completely forget procedures and plans even when they’ve been through practice runs. Facility managers should consider utilizing smart-phone technology to their advantage by creating an emergency app with instructions, evacuation routes and simple tips.

Apps can also be used for communication and real-time updates during crisis situations. Social media has been a major factor during recent disasters because people can communicate through their smartphones, request assistance and keep everyone updated on the situation in various locations. 



Data Protection

Although your company’s staff and property should be main priorities during disasters, it’s important for facility managers to protect company data as well. Protecting your data should involve making your physical facilities resistant to power outages, decentralizing data operations and having a solution in the event that the data center fails.

Physical preparations should include things like surge protectors and reinforced buildings. In the event that your centralized data center is inaccessible, it’s important to have a backup of important information stored online. While physical hard-drives can be damaged, data in the cloud is secure. Cloud services are a great solution that facility managers should consider. MIT experts argue that without a cloud service, “your original data could be lost forever”. 



Build a Telecommunication Strategy

Having a telecommunications strategy before an accident happens can be extremely helpful in the aftermath of a disaster because your business can continue operating remotely. Even if your office isn’t directly impacted by the natural disaster, it’s likely that some of your employees will be unable to make it to the office right away.

Throughout Hurricane Harvey, the International Facility Management Association had all of its employees work from home. Ideally, facility managers should consider how their employees could work remotely, formulate a plan and test the telecommunication strategy before it needs to be implemented. 

Strengthening your company’s emergency preparations, data protection policies, emergency apps and telecommunication strategies are all crucial in protecting your company’s employees, property and data. In the past few decades, emergency situations have been increasing.

Facility managers need to be aware of the increase in extreme weather, international terrorism and domestic violence to properly prepare for these unpredictable events. Facility managers act as coordinators during emergencies, and they are responsible for leading their team to safety. Is your business prepared to handle an extreme event?

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OSHA Announces Delay of Electronic Filing Deadline

Long Island Workplace Safety

Obama-era safety regulations, like OSHA’s “Tracking of Workplace Injuries and Illnesses”, have been coming under strict scrutiny in the new Trump administration. The final rule’s electronic filing components, which went into effect at the beginning of this year, have been highly criticized, challenged in court and now delayed. Under such conditions, facility managers are questioning the best course of action in pursuing compliance.

Filing Date Extended

In May of 2016, the Occupational Safety and Health Administration (OSHA) issued a new rule labeled “Tracking of Workplace Injuries and Illnesses”. The new regulations require employers with 250 or more employees to electronically file all recordable injury and illness information. The rules took effect in January 2017 and mandated that establishments file their submissions for 2016 by July 1, 2017. Additionally, employers with 20-249 employees that are considered “high hazard industries” by OSHA are required to file. The purpose of such electronic filing is to create a publicly available database that discloses each employer’s compliance with safety rules.

The Controversy

Recently, OSHA issued a Notice of Proposed Rulemaking and suggested extending the deadline for electronic reporting by five months. This would push the deadline until December 1st. The statement provided the reasoning for the extension would be to “allow affected entities sufficient time to familiarize themselves with the electronic reporting system which will not be available until August 1.” OSHA’s statement, along with pressure from the National Federation of Independent Business, suggests that the group intends to rework certain aspects of the rule. The National Federation of Independent Business has strongly urged OSHA to push the compliance date into mid-2018. The postponement would give OSHA time to reconsider and revise the final rule.

This all comes following a lawsuit that was filed against OSHA’s rule by the National Association of Manufacturers and other businesses. The lawsuit alleges that OSHA lacks the statutory authority to enforce the rule and that the real-world impacts and costs are too high to implement. Most importantly, the agency runs the risk of sacrificing employee and employer privacy. Linda Kelly, the National Association of Manufacturers Senior Vice President, explains “manufacturers take pride in creating safe workplaces and are supportive of regulations that increase transparency, but this regulation does neither, and we look forward to fighting this in the courts.”

Their requests for a preliminary injunction were denied by the courts, but the issues brought up by the plaintiffs can still be brought back to court. A similar lawsuit against the new regulations has been brought to the Oklahoma federal court arguing that they would violate employer’s First and Fifth Amendment rights.

OSHA’s new regulations are being heavily criticized by a large portion of the business community. Additionally, OSHA has failed to develop and launch a platform or website designed for uploading reports. The postponement of the filing date coupled with the fact that OSHA is not yet accepting any electronic submissions points to a possible revocation or major reconsideration of the rule itself.

What Facility Managers Can Expect

Around 466,000 employers will be affected by the electronic filing requirement under OSHA’s new rule, but facility managers remain unsure how to proceed with the swirling controversy. Union groups and workers safety organizations worry that the pending lawsuits combined with the unpredictable Trump administration may not adequately defend the rule. Attorney Joseph P. Paranac, Jr. explains “while some advocates may be worried about the grant program, it’s too early to mourn the initiative’s demise…companies should refrain from overreacting to reports…Instead, organizations may wish to continue to keep track of developments and consult with the legal or other advisors before committing financial or other resources to a course of action.”

It is too early to speculate about the future of the final rule, and the courts have also conceded that the complaints against the initiative may be changed with OSHA’s reworking of the final rules. For these reasons, the best course of action for facility managers is to consult with advisors and identify the steps and costs required to comply with the current rules. It is best to hold off on immediate implementation.

Edwin G. Foulke Jr., former head of OSHA, strongly believes Trump’s administration will re-examine the final rule. His feelings are validated by many in the business community, while others think it’s too soon to disregard the now in-place regulations. With such confusion, most experts agree that the best course of action for facility managers is to plan for the costs and developments of compliance but hold off on immediately implementing them until further details emerge.

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