Preparedness Plan

Welcome back to a safer workplace.

Have a team that needs space and flexibility? We know it’s not an easy time for long term office commitments.
 
Take a fresh look at the The Port Workspaces, Oakland’s multi-location flexible office solution for your clients. 4 locations to choose from with private offices for teams from 4 – 25 members. and plenty of space for teams up to 60. All office tenants can access any Port location, including our beautiful outdoor spaces, for meetings or project work while still enjoying the amenities of their private office.
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Our Preparedness Plan

Mask Policy: We will require masks in all communal and circulation areas.

Mask Policy

We will require masks in all communal and circulation areas.

Sanitation Stations: Sanitation stations at entrances, kitchens, meeting rooms, and high traffic areas.

Sanitation Stations

Sanitation stations at entrances, kitchens, meeting rooms, and high traffic areas.

Cleaning and Disinfecting Protocols: Frequent enhanced cleaning of high-touch surfaces up to 5 times daily.

Cleaning and Disinfecting Protocols

Frequent enhanced cleaning of high-touch surfaces up to 5 times daily.

Reduced Density: All work seating properly separated. We will also offer members seating plans and options in order to best meet their needs.

Reduced Density

All work seating is properly separated. We will offer staggered and dispersed seating options at no extra cost to meet your needs.

Communal Amenities:  Shared utensils and supplies replaced with single-use items and touchless dispensers.

Communal Amenities

Shared utensils and supplies replaced with single-use items and touchless dispensers.

Safety Signage: Member safety protocols clearly visible and reinforced online and by on-site signage and staff.

Safety Signage

Member safety protocols clearly visible and reinforced online and by on-site signage and staff.

Partitions: Nonporous partitions will be available to all dedicated desks for enhanced member separation.

Partitions

Nonporous partitions will be available to all dedicated desks for enhanced member separation.

Temperature Checks:  Voluntary temperature checks will be available to all members.

Temperature Checks

Voluntary temperature checks will be available to all members.

Touchless Enhancements:  Foot-operated bathroom door openers, propped doors and other non-touch aids added where applicable.

Touchless Enhancements

Foot-operated bathroom door openers, propped doors and other non-touch aids added where applicable.

"As restrictions ease we are committed to making The Port not only safe, but an even more productive and enjoyable environment. We understand that, now more than ever, The Port isn't just workplace, but a key part of navigating back to work/life balance. Please drop us an email with any suggestions on how we can better support your business. Thank you for being part of the community we love.
Joel Pool
CEO

Get fresh air

Expansive outdoor spaces

Our roof terrace has 8,000 sq. feet of lounge seating, a tiki bar and sweeping views of Lake Merritt.

CNN Travel named our rooftop garden as “​One of the world’s best high-rise and rooftop green spaces​.”

FAQ's

All four Port Workspaces locations are open for members.

The Port is legally required to continue providing essential operations including building access, mail, and IT services. We have maintained access for all members throughout Shelter-in-Place, as some members conduct essential business. We continue to do this while maximizing telework for our staff whenever possible. 

Access is available by keycard only – no guests are currently permitted in the buildings. Each member can use their discretion and best judgement to determine if on-site activities comply with Alameda County’s health order, and its exemptions for conducting business outside of the home.

We are currently not open to guests. We will consider opening to guests based on guidance from state officials and recommendations from our local health department. 

Guests at the Port have always been asked to abide by the rules and regulations required of our members.

When stay-at-home orders ease restrictions, all guests will be reminded to comply with our enhanced health and safety guidelines, including wearing masks. 

We are developing new guidelines to ensure a safe environment for members hosting guests and holding meetings. Numbers of guests may be limited based on safety protocols. For example: meeting capacity for conference rooms. Members with private offices will need to monitor their staff and guest census to comply with social distance guidelines.

The California Department of Public Health released COVID-19 Industry Guidance for Office Workspaces in partnership with OSHA, in addition to a checklist for preventing the spread of COVID-19. We have, and continue to make modifications to our space and policies according to the latest guidance (released May 7, 2020) and monitor for updated recommendations from state and county officials for key prevention practices.

We are actively engaged in making these modifications, and anticipate the specifics to be implemented throughout the months of May and June, as public health guidance is released, as stay-at-home restrictions ease, and as we acquire the resources to put updated plans into action.

Details on our COVID mitigation policies are below and include:

  • Mask policy
  • Self-screening for symptoms 
  • Enhanced sanitizing
  • Maximizing fresh air ventilation
  • Modifying the physical space
  • Updating member rules
  • Changing communal amenities
  • Communication and signage to alert members to new community guidelines
  • Response plan for any potential confirmed cases
  • Training all Port employees in new health & safety measures

Alameda County issued an order requiring residents to wear masks or facial coverings on April 17th. It is in place until further notice, and the Port will comply with this ordinance. Members, guests, vendors, and staff are all subject to this requirement.

We will require people to wear masks in all shared common areas – specifically when entering our buildings, moving throughout the space, in lobbies, and in kitchen areas. 

Members should carry their mask or facial covering on their person at all times.

Masks are optional at dedicated spaces (like private offices and dedicated desks) only if 6 feet of distance can be maintained from others. 

We strongly encourage members to speak with each other directly when it comes to health and safety. When members are in close proximity, whether for conversations in open spaces, interactions at dedicated spaces, or meetings in offices or conference rooms, they are urged to obtain verbal consent before getting within 6 feet, removing a mask, or closing a door.

We are still determining these procedures. We are not requiring it at this time. 

Our facilities are open 24/7, so we do not currently have the staff or technological resources to perform temperature checks on all persons entering a facility. 

We urge all members and staff to self-screen at home before coming to physical Port locations, using CDC guidelines which include temperature and symptom checks. 

Our updated health & safety guidelines ask that anyone with the following symptoms stay home: frequent cough, fever, difficulty breathing, chills, muscle pain, headache, sore throat, recent loss of taste or smell, or if they live with someone diagnosed with COVID-19. 

For all locations:

We are in the process of developing new procedures for enhanced sanitizing at all locations. 

The new guidelines will outline how frequently we will clean communal kitchens, mailboxes, meeting rooms, coworking spaces, and other shared spaces, with a plan to disinfect frequently touched shared surfaces up to 5 times daily.

To reduce transmission risk we are actively reducing high-touch surfaces by replacing what we can with no-touch solutions. These include:

  • Touchless soap, dish soap, hand sanitizer, and paper towel dispensers
  • Foot-operated door openers

In shared spaces where touchless solutions cannot be identified, we will be implementing strict community expectations for member responsibilities, and installing self-service sanitizing stations to provide the necessary cleaning tools. Sanitizing stations will include:

  • Hand sanitizer
  • Sanitizing Wipes 

At City Center:

Current cleaning protocols already include:

  • Janitorial staff disinfect all common area high touch areas and bathrooms throughout the day. 
  • Bathrooms are disinfected at least twice a day, sometimes more depending on traffic and workload. 
  • Evening janitorial is disinfecting any high tough common areas throughout suites at night.
  • Private office members have the option of obtaining additional cleaning services for their private spaces. The Port is working with janitorial services to determine what else we may be able to provide.
  • Sanitizing supplies are available for dedicated desk members to use in their personal workspace.

At Kaiser Mall:

Current cleaning protocols already include:

  • Janitorial staff disinfect all common area high touch areas and bathrooms throughout the day. 
  • Bathrooms are disinfected at least twice a day, sometimes more depending on traffic and workload. 
  • Evening janitorial is disinfecting any high tough common areas throughout suites at night.
  • Private office members have the option of obtaining additional cleaning services for their private spaces. The Port is working with janitorial services to determine what else we may be able to provide.
  • Sanitizing supplies are available for dedicated desk members to use in their personal workspace.

At 317 Washington and 101 Broadway:

Current cleaning protocols already include:

  • Janitorial staff disinfect all common area high touch areas and bathrooms throughout the day. 
  • Bathrooms are disinfected at least twice a day, sometimes more depending on traffic and workload. 
  • Evening janitorial is disinfecting any high tough common areas throughout suites at night.
  • Private office members have the option of obtaining additional cleaning services for their private spaces. The Port is working with janitorial services to determine what else we may be able to provide.

Sanitizing supplies are available for dedicated desk members to use in their personal workspace.

At City Center:

Building Engineers have already changed out HVAC filters to the highest density our system can accommodate, and have already increased outside airflow to max capacity. They are continuing to monitor the system and will make changes as needed.

At Kaiser Mall:

  • Systems are being optimized to deliver higher than average rates of fresh air without sacrificing tenant comfort.
  • The air filters already in place meet ASHRAE guidance to minimize transmission through HVAC.
  • Hours of operation for HVAC systems are being extended to promote continued air circulation and purging of indoor air.

At 317 Washington and 101 Broadway:

  • HVAC systems have already been upgraded with higher density filters (MERV-13).
  • All exterior office spaces have windows that can open so members can adjust their fresh air 
  • The HVAC systems in both buildings do not use recycled air. 
  • There is a constant input of fresh air being pumped through the system.

Members who have a confirmed diagnosis within 14 days of being at a Port location should contact us immediately so we may take the necessary steps to secure the safety of everyone in the Port community. Email membership@portworkspaces.com to report a confirmed diagnosis.

Please use this form to report confirmed or suspected COVID-19 cases.

In the event of a confirmed diagnosis, we will inform all members of possible exposure as soon as possible. Privacy will be respected, and no personal information will be released to the community at large.

Our landlords require us to report any confirmed COVID-19 cases in the building, and will elevate it to local health department officials for recommendations and procedures.

We will take guidance from the CDC for sanitizing the space, which may include a temporary closure of the building.

We require all members, staff, and vendors who enter our buildings to badge in with our keycard or keyless entry systems, and require guests to be registered. This allows us to track who has entered the building in the event a confirmed case requires contact tracing. 

We will investigate any reports of confirmed COVID-19 cases in our community to determine if any work-related factors could have contributed to risk of infection, and will update our protocols as needed to prevent further cases.

  • The Port’s density averages 130 square feet of space per member. The industry average is 57, making Port Workspaces one of the roomiest options in coworking, already well-suited for distancing. Even still, we are reconfiguring open seating areas to maximize distance.
  • We have reduced density in seating and moved all seats 6 feet apart wherever possible.
  • Community Managers are available to further discuss 1:1 concerns about seating configurations with members.
  • Relocating to de-densify is not mandatory, but we will do everything we can to support it from members who request it. Teams that are comfortable having adjacent dedicated desk seats may continue to do so, but will be relocated to accommodate staggered seating if requested. 
  • Facilities Director Joseph Kent is collaborating with Sal Bednarz in the Product Lab to prototype plexiglass partitions and other space divider options.
  • Coworking spaces are being spaced 6 feet apart, if they weren’t already. In addition, coworking spaces will soon be reservable on the Member Portal. These reservations are same-day only, to help your fellow coworking members plan in advance having a confirmed seat that conforms to social distancing.
  • Members with private offices may use their own judgement and discretion about how many people may be inside an office at once. We encourage teams to have these important conversations with their staff. 
  • We are changing the occupancy limits in shared spaces like kitchens and meeting rooms, which will be posted at room entrances.
  • Communal amenities are being reassessed to reduce potential transmission.

During Shelter-in-Place, the Port continues to utilize telework options to the maximum extent possible, while allowing on-site work to modify the space in preparation for the return of more members as Shelter-in-Place restrictions gradually ease and eventually lift.

We are encouraging all members who are able to continue telework or who perform nonessential business to comply with the Alameda County order to shelter-in-place.

In the meantime, we are making changes guided by the recommendations of state and county public health officials.

We are reconfiguring seating options in open spaces to ensure workspaces are de-densified. 

We are establishing directional hallways and passageways for foot traffic and designating separate routes for entry and exit where possible to reduce members needing to pass by one another closely.

We are limiting the number of individuals riding in an elevator, and will post corresponding signage at each elevator.

We are limiting the number of people permitted in meeting rooms, and high traffic areas and shared break areas like kitchens, and will post corresponding signage at the entrances to these spaces. 

To protect others and comply with the county ordinance, we are requiring staff and members to wear masks or facial coverings in open spaces, and will be posting signage to clarify this requirement and related etiquette.

We encourage all staff and members to avoid handshakes and similar greetings that break physical distancing, and will be posting signage to reinforce these behavioral expectations.

We are removing high touch amenities for the time being, including: 

    • Snacks
    • Coffee pour-over stations
    • Pump dispensers for coffee flavorings
    • Personal hygiene stations (floss, mouthwash, q-tips)
    • Soft seating pillows without washable covers

Remaining amenities will be in contained areas to have minimal exposure. 

We are switching to single-use or reduced touch dispensers for creamer and sugar and sweeteners.

We are researching options for keeping member food storage organized and clean.

Our dishwashers can sanitize plates, glasses, and mugs, so these reusable communal supplies will still be made available. In addition, we will provide disposable options. Communal cutting boards will be temporarily removed from useage.

Microwaves will be included in our regular sanitizing rotations, and members will be provided wipes.

During Shelter-in-Place, the Port continues to utilize telework options to the maximum extent possible, while allowing on-site work to modify the space in preparation for the return of more members as Shelter-in-Place restrictions gradually ease and eventually lift.

We are encouraging all members who are able to continue telework or who perform nonessential business to comply with the Alameda County order to shelter-in-place.

In the meantime, we are making spatial modifications and policy changes guided by the recommendations of state and county public health officials. 

Signage will be posted in all shared areas and at building entrances. 

Signage will visibly communicate: 

  • new health and safety guidelines
  • capacity limits in shared spaces
  • required use of masks
  • reminders to wash hands
  • reminders to physically and socially distance

Members will also be notified by email and on the Member Portal of new guidelines. 

Community Managers and other Port staff will reinforce policy when on-site.

Membership is subject to termination for non-compliance.

Through coordinated efforts with our entire team, we are performing a comprehensive risk assessment of all work areas at each Port location. We are currently adapting the space ,and our policies, to reduce risk to everyone in the Port community.

All Port Workspaces employees are involved in the creation and implementation of our plans to prevent the spread of COVID-19, receiving training on new protocols each week through all-staff virtual meetings.

We will regularly evaluate the workspaces at each Port location for compliance with the plan, and document and correct any deficiencies identified.

All Port staff have reviewed the CDC information on COVID-19, how to prevent it from spreading, and are aware of which underlying health conditions may make individuals more susceptible to contracting the virus.

All Port staff are required to self-screen at home before coming to physical Port locations, using CDC guidelines which include temperature and symptom checks. Staff are not to come to work if they have a frequent cough, fever, difficulty breathing, chills, muscle pain, headache, sore throat, recent loss of taste or smell, or if they live with someone diagnosed with COVID-19. They are urged to seek medical attention if they have any of these symptoms.

Staff have been trained on the importance of frequent handwashing with soap and water, including scrubbing with soap for 20 seconds, or when soap and water are unavailable, using a hand sanitizer with at least 60% ethanol or 70% isopropanol.

Staff are trained on the importance of physical distancing, and understand this practice is important both at work and outside of work.

Staff will wear masks or face coverings when in the vicinity of others. They are aware face coverings can help protect people near the wearer, but do not replace the need for physical distancing and frequent handwashing. They have been trained on the importance of not touching their eyes, nose, and mouth, and will wear clean face coverings at each shift. PPE will never be shared, and staff will take every measure possible to avoid sharing work equipment and supplies.

Presentation Deck

Download our presentation deck from our webinar and learn about the many things we are doing to make our locations optimally safe and comfortable for increased member activity.  

Additional Resources​

Now you can manage your mail anytime, anywhere without having to personally come in!

We have compiled a comprehensive list of resources to help you, our members with local, state, and federal resources and support regarding COVID-19.

Grow your network and stay connected through our community channels and virtual meetups!