While no person, business, or industry has managed to navigate the current public health crisis unscathed, municipal staff and local governments are facing incredibly unique challenges in the wake of COVID-19. In order to provide their residents with safe, healthy, functioning communities during and after this crisis, municipalities have been charged with the strenuous task of maintaining critical infrastructure and completing essential projects while protecting the health of their staff and residents.
As we’ve worked with our partner communities to help them keep our roads paved, clean water running, toilets flushing, and life moving during this unprecedented time, we’ve found the following tips to be helpful. This is by no means an exhaustive list, and we plan to keep you updated on best practices as we traverse this new territory together.
Set clear guidelines for your staff
We know this is already at the top of your mind, but we think it’s important to list first anyway. The best way to keep your projects moving and protect your community is to keep your staff healthy and safe, and the best way to keep your staff healthy and safe is to set clear, detailed guidelines and protocols to follow. These may include (but are certainly not limited to):
pc: CDC.org
Updates on current CDC social distancing guidelines
Staff rotation and remote work schedules/guidelines
Requests for all internal and communications to be electronic
Rules on travel (no shared vehicles)
When and what personal protective equipment (PPE) should be worn
Limited/prohibited visits to offices, or office visit schedules
Directions for employees who may have been exposed or think they are sick (who to contact, how to get support, etc.)
Equipment sanitation schedule/guidelines
Rotate DPW staff in shifts (working remote/in the field)
Many of our partner communities are currently rotating their DPW staff in order to minimize potential employee exposure to the virus and prevent a debilitating outbreak within a single department. Although this change can put a strain on normal day-to-day processes, it also provides a unique opportunity for your remote staff to catch up on the work that often takes a backseat to more urgent field projects (we’ve never heard anyone complain that their paperwork was too up-to-date!).
Take advantage of virtual training and continuing education opportunities
We’ve heard from several communities interested in using this time to help update their remote staff on current best practices in their field, or to catch-up on continuing education credits. Fortunately, there’s no shortage of virtual training opportunities out there (and most of them are completely free). Looking for a great place to start? The R/M Video Gallery has a robust library of on-demand webinars, seminars, and articles for municipal staff of all disciplines.
Master the virtual meeting
Working teams around the world have been forced to employ technology in all kinds of new ways with very little time to prepare. No matter what your learning curve may be, it’s time to embrace and master the now-essential art of the virtual meeting.
There’s a seemingly unlimited number of services to choose from when it comes to video/teleconferencing (here are some recommendations if you’re just starting out), but no matter what provider you prefer, we suggest to always:
Test your software beforehand and ask others to do so as well
Test your camera and microphone!
Have a clear agenda and share it with meeting attendees beforehand (it can be easier to get off task during a digital meeting).
Use video when possible. This helps everyone feel more connected and engaged in the discussion.
Pay attention to your mute button. Depending on the size of your meeting, it can be helpful to mute your microphone when others are talking to avoid too much outside feedback and noise in the call (just make sure you unmute yourself before you talk again!)
Try to have your meeting in a well-lit room with limited distractions, preferably with a window for natural lighting.
Communication, communication, communication
The impact of COVID – 19 within our communities changes on a daily basis, and misinformation is rampant. Now more than ever, it’s important to maintain consistent, open communication with your team and your community in order to keep everyone safe. Update your website, phone on-hold messaging/voicemail, and social media as often as possible (not using social media to communicate with residents just yet? Now’s a great time to start!). Try to include information like:
Limited/restricted public access to municipal buildings
Updates on any temporarily suspended services
Public guidelines for interacting with DPW staff
Changes in public parking regulations
The policies you’ve established to help keep your staff and the community safe
Tips on how residents can help (like not flushing reusable wipes)
LEARN MORE
This time is overwhelming for everyone, but we know it is especially difficult for the professionals we rely on to keep our communities functioning, healthy, and safe. Now more than ever, R/M is your Infrastructure Ally. If you have questions or need assistance, please contact us and we will do what we can to help.
