09 February 2021

5 tips for a welcoming organization during corona times

A warm welcome at the front desk, a good cup of coffee and a clean welcoming environment. Employees who greet guests in a friendly manner and portray the identity of the organization. A good first impression was quickly made on location. We regret that this has not been the case for a year now. Yet we still see many opportunities for an organization to give a hospitable feeling. How, in these times of distance, digital appointments and working from home, you can still be hospitable to your guests, customers, suppliers and your own employees is what Marije Wildenborg and Fenna van Ginkel tell you in this blog. Read their 5 tips and experiences here:

1. Tips & tricks for welcoming online appointments
We all know it. An online meeting where everything goes wrong. The start is uncomfortable, you hear noises in the background, someone is still in his jogging suit and another has a messy work environment. Working from home in a calm and professional manner is not always easy, but try to make the best of it together. Above all, don't let go of your company's identity. Think about that first impression you would otherwise make at the office and try to convey it. Draw up a guideline for "Hospitable online meetings" with tips and tricks on online meeting tools like Teams and Zoom, clothing choices and how to deal with backgrounds and background noise. For example, set up a nice uniform background. Think of a picture of the office, your company's logo or an image that shows what your company does or what you stand for.

2. Send something nice by mail to your appointment
A good cup of coffee with a delicious cookie or lunch together during an appointment? Then it's still possible! Send something nice in advance to an appointment. There are many companies that do this and it really does not have to be expensive. Use local entrepreneurs for this, they can really use that little support. With such a gift the ice is broken immediately when you start your online meeting. Giving a special presentation or almost ready to close the deal? Then think about how you distinguish yourself from others. Send a brochure or an example of a product you're going to name in advance. Having something tangible in your hands is pretty special these days!

3. Be hospitable to your own employees
Your employees who work from home individually carry out the promise of the company, now more than ever. So: practice what you preach! Don't lose sight of your own people and be hospitable to them as well. Not every company has the budget to provide its employees with drinks packages and other nice surprises. It can also be done in an accessible way. Send a handwritten card to show your appreciation. A company bus that is standing still? Drive around the country for a day and deliver office chairs and other aids. You can have a chat at the front door. Friday afternoon drinks party canceled? Just do it online with a fun quiz or bingo. Or think up a challenge and challenge departments to take a daily stroll. The app 'Ommetje' from the Dutch Brain Foundation is ideal for this. Which department will win?

Extra tip! Don't forget the employees who do have to go to the office every day and are therefore often left alone. Think about the receptionist, security guard or ICT employee. Are you at the office yourself? Then schedule an extra 5 minutes for a cup of coffee and ask how things are going. Of course at 1.5 meters distance.

4. Also think about the cleaners
It is also difficult for cleaners to find a rhythm because of the consequences of the lockdown and the curfew. Is a building less occupied? Then discuss with the cleaning company whether the cleaners can work during the day, for example. A win-win situation: not only do you do the cleaners a favor, but you also clean visibly for the people in the office. A nice and hygienic feeling!

5. The office deserves permanent attention
Despite minimal staffing, ensure a clean and fresh environment. People who do come to the office deserve attention and a safe, welcoming feeling. Make sure you have coffee and tea on hand and put something sweet in it. Don't forget to make this corona-proof. A long-life energy bar or packaged cookies are good examples. Facilitate sufficient opportunities to disinfect, ensure clear routing in the building and show which desks are clean by using desk cards.

Extra tip! Discuss with your cleaning company the possibilities of using a Hygiene Host during the day. A cleaning employee who puts extra focus on cleaning hand contact points, replenishing disinfectants and cleaning the toilets, but who also cleans up meeting rooms after use. Now more than ever, cleaning contributes to hospitality.

We are convinced that you can be hospitable even now! Are you looking for more inspiration? Please contact us.

Marije Wildenborg
mwildenborg@ew.nl
06 457 686 93