Costs to run an office rising
Companies can expect to pay more for services as employees return from working at home
The cost of office maintenance dropped significantly in the pandemic when workers went remote, as companies saved money on services like cleaning and security, as well as perks like dry cleaning and endless pantry snacks.
But as employees begin to head back to the office, the cost of running the workplace is increasing.
By December, about 40% of workers had returned at least part time, although the omicron variant of the coronavirus has put a chill on return-to-office plans. And developers still expect that employees will be back on site in the long run, even if hybrid work becomes more common.
Having fewer employees on site translates to less daily cleaning and trash collection, for instance, but those reduced janitorial services are often countered by directives for deep disinfecting, as well as higher labor costs for maintenance. And spending on supplies like coffee filters, pens and paper towels may be down, but they have been replaced by purchases like hand sanitizer and masks.
Because the coronavirus is spread through airborne transmission, one of the most significant changes in building operation has been a focus on air quality. Many companies are scrutinizing their ventilation, which could involve installing more robust air filters to screen out virus particles, for example, or replacing the building’s air more frequently.
The Centers for Disease Control and Prevention lists ways buildings can improve ventilation, like by running heating, ventilation and air conditioning systems at maximum for two hours before and after buildings are occupied.
Employers are paying attention to air quality as never before, said Nellie Brown, a health and safety specialist who provides training and technology assistance for New York state workplaces through Cornell University’s School of Industrial and Labor Relations.
“If you don’t spend money on upgrading your ventilation, you might be spending it on sick people,” Brown said.
She added that these upgrades could have helped reduce the spread of the seasonal flu in years past had they been in place.
Upgrading HVAC systems can be expensive and add monthly costs. New equipment for a typical 100,000-square-foot office building in Chicago might cost up to $100,000 to install, Mueller said, and can add 5% to 10% to monthly bills. For offices in milder climates, just opening the windows can increase air quality, although many office windows do not open.
Building managers are creating more rooftop and patio spaces for workers. Maintaining those spaces will mean additional costs, like heat or cooling. Some new designs focus on flexible indoor-outdoor spaces, like an airy lobby coffee shop with indoor seating and garage-door type walls that can be opened to patio space.
Adding outdoor spaces was a trend before the pandemic, but “now it is elevated in priority,” said Greg Smith, CEO of Urban Visions, a Seattle developer. He has three projects set to open in the next few years, and each one offers significant outdoor venues.
“The era of stuffing people into offices like sardines is over,” he said.
Before the pandemic, developers were already offering services like dry cleaning, shoe repair and grocery pickup. As employers compete for talent now, Smith said, creating an environment that has the right amenities is part of hiring and retention. These might include workout facilities, showers, health clinics or bicycle parking.