Colony COVID Response Plan

 
THE COLONY EXPERIENCE:

OUR COMMITMENT TO YOU

COVID-19 RESPONSE PLAN

At Colony, our mission has always been to elevate your experience at work and that means making sure that we provide a safe environment for you when you come to work. So when we sat down to put new safety measures in place, we went beyond just the guidelines on the new changes we made on all our centres.

[Update] Following the MCO announcement by the Prime Minister at 6pm on 11th of January 2021, we will be temporarily closing our spaces from 13th to 26th of January 2021. During this time, we will be monitoring the situation closely and any additional information will be communicated via our social media platforms. For assistance and live updates on our response to COVID-19, kindly follow us on Twitter page @ColonyUpdate.

 

COVID -19 IMPORTANT UPDATE

LAST UPDATE AS OF 1:07 P.M. THURSDAY, 31 DECEMBER 2020

The timeline presented below are the series of events that have occurred at our spaces. For your easy reference, we’ve mapped out our actions below for you to discern:

On 23rd December 2020, we received news that a guest from Colony @ Vipod Residence, KLCC has been tested positive for COVID-19. Details of the case along with the procedures and actions we've taken are listed below for you to discern:

    • The guest has been officially discharged without the need to place a wristband on self-quarantine.

    • The guest developed symptoms while on home quarantine and was brought to Sg Buloh Hospital Quarantine Centre for further quarantine and isolation.
    • Staff in close contact underwent PCR (polymerase chain reaction) test and result came back NEGATIVE.
    • Remaining staff that were not in close contact remained working from home.

    • Sanitisation was conducted out at Colony KLCC, Vipod Residence
      1. Level 1 – Office Internal, Toilets, Common Areas and Lift Lobby: Deep Sanitization (Nano Misting, Surface Deep Clean)
      2. Received official certificate of completion from disinfecting procedure carried out on 24th December 2020.
      3. Sent out an email to all of our guests at Colony @ KLCC on the updates pertaining procedures and further actions we’ve soughted out from the case and described our heightened efforts moving-forth from this situation.

    • The Colony team was informed that one of our guests at Vipod Residence, KLCC has tested positive for COVID-19. Details of the case as follows:-
      • The guest was last seen at Colony @ KLCC on Monday, 21 December 2020 from 9:30 am to 4:30pm. He did not access other areas of the vicinity except for the male toilet and his office at the location.
      • Routine swab test performed on 22th December 2020 and confirmed test result received on 23th December 2020.
      • The guest was shown to be asymptomatic (did not show any COVID-19 symptoms).
      • Upon receiving the positive test result, the guest was immediately quarantined at home and awaited further instructions from KKM.
      • The guest was in close contact with one employee a week before he was tested positive.
      • The employee that was in close contact with him is currently under home quarantine and will undergo a test as well.
    • Colony KLCC outlet prepares for centre closure for 1 days (on 24th of December) for deep sanitization of all office levels and public areas.
    • A comprehensive contact-tracing investigation was conducted – establishing the exact dates and times the guest visited Colony and who are in contact with them.
    • Liaised with the Kementerian Kesihatan Malaysia (KKM).
    • All KLCC guests are immediately informed via Whatsapp and phone calls regarding the positive case.
    • All KLCC guests are then followed-up with an official circular pertaining the situation via Email

    • Guest has been officially discharged without the need to place a wristband on to self-quarantine.

    • Received official certificate of completion from disinfecting procedure carried out on 30th October 2020
    • Sent out an email to all of our guests at Colony @ Eco City pertaining to the details and actions we’ve sought and described our heightened efforts moving-forth from this case.

    • Case Update:
      • Guest is still in hospital but this morning PCR (polymerise chain reaction) test result is negative. He will undergo one more blood test before being discharged.
      • 2 remaining KL Staff (Close Contacts A & B) will be undergoing tests today and results should be out tomorrow.
      • Penang Based Staff (7) who came in contact with the guest in – all tested negative.
      • Johor Bahru based Staff – all tested negative

    • Sanitisation is carried out at all floors at Colony Eco City:
      1. Level 12, 19 and 20 (Office Internal, Toilets, Common Areas and Lift Lobby): Deep Sanitization (Nano Misting, Surface Deep Clean)
      2. Level 15, 16, 17 and 18 (Office Internal, Toilets, Common Areas and Lift Lobby): Nano Misting

    • Colony team was informed that one of our guest at Eco City (Level 12) has tested positive for COVID-19. Details of the case as follows:-
      • The guest was last at Level 12 briefly on Tuesday, 27 October 2020. He did not access other floors of Pillar 11/B-01-D or Colony @ Eco City, apart from the main lobby floor.
      • Routine swab test performed on 25th October 2020 and confirmed test result received on 28th October 2020.
      • The guest does a lot of meetings so he routinely does a swab test every 2-3 weeks as he has a baby at home as a precaution.
      • The guest was asymptomatic (did not show any COVID-19 symptoms).
      • Upon receiving the positive test result, the ambulance has picked up the guest and he is now undergoing treatment at Sg Buloh Hospital.
      • The Anchor Tenant has only 3 employees (including the guest who tested positive) working on site at their Level 12 office since the start of CMCO on 17th October 2020.
      • The remaining 2 employees are currently under home quarantine and will undergo testing.
      • Level 12 will remain empty as all other employees are working from home, until the other 2 employees quarantine order is completed.
    • Colony Eco City outlet prepares for centre closure for 4 days (29th to 1th Nov) for deep sanitization of all office levels and public areas.
    • A comprehensive contact-tracing investigation was conducted – establishing the exact dates and times the guest visited Colony and who are in contact with them.
    • Liaised with the Kementerian Kesihatan Malaysia (KKM).
    • All Eco City guests are immediately informed via Whatsapp regarding the positive case.
    • All Eco City guests are then followed-up with an official circular to all Eco City guests regarding the situation via Email
    • Updated @ColonyUpdate Twitter page on the situation with detailed action plan.
    • Community Team worked on inventory assignment for guests requiring alternative workspaces.

    • Colony COVID19 Response Update (@ColonyUpdate) Twitter page was created as a platform for real-time updates on any COVID-19 related events, such as standard operating procedures practiced, Movement Control Order (MCO) protocols, and more.

    • COVID Task Force was formed within the Colony team
    • An Emergency Response Plan was created with specific protocols and detailed action plan in case of a positive case

OUR EFFORTS

The safety of our guests and visitors has always been our top priority, and that’s why we felt it was important for us to share with you the safety measures and protocols that have been implemented into our daily operations. Here are the changes that we’ve been implementing since the beginning of the Movement Control Order (MCO) till date:

4

WORKSPACE
CHANGES

Adjusting seating arrangement, introducing virtual tours and communicating the latest COVID-19 updates to our guests and visitors.

3

HYGIENE
PRACTICES

Increased our frequency and intensity of our hygiene and sanitary measures.



COVID-19 Response

PARTNER
SUPPORT

We’ve shifted our entire workforce to work from home policy and ensuring that all our employees and contractors are well taken care of.

2

FUTURE
EVENTS

Making changes to the way we host events and introducing the future of events - webinars.


WORKSPACE CHANGES

Adjusting seating arrangement, introducing virtual tours and communicating the latest COVID-19 updates to our guests and visitors.

Adjust seating arrangements
· Our Community Managers have re-adjusted seating arrangements at our common areas, meeting rooms and high traffic areas to ensure the safe practices of social distancing are being complied. This includes the removal of seats at the Hot Desk and Reserved Desk areas for larger distance between workstations.


COVID-19 Tracker Notice Boards
· Notice boards are placed in and around our centres with live updated information related to the COVID-19 outbreak. We rely on official and verified sources of information released by the Ministry of Health, Malaysia and the Director General of Health.


Clear Communication Channels
· We’ve created a dedicated Twitter account to inform and update all guests and followers on news related to the COVID-19 outbreak specifically related to Colony.


Creation of Virtual Tours
· We have created Virtual Tours for all locations prior to the MCO announcement on 18 March 2020. Virtual Tours of our spaces are available for guests who are interested to experience our spaces but are not able to do so due to the national Movement Control Order. You can request for our virtual tour by filling in your details here.

HYGIENE PRACTICES

Increased our frequency and intensity of our hygiene and sanitary measures.

Protective Equipment Available
· We have hand sanitisers and disposable face masks available at the Concierge for our guests. These face masks are available for guests who may have runny noses from existing sinus conditions and for high-priority guests such as pregnant women, children and guests with underlying medical conditions.


Frequent Sanitization & Disinfecting high-touch surfaces
· Our team has increased the frequency and intensity of our hygiene and sanitary measures, including and not limited to: garbage disposal, cleaning, disinfecting door handles, handrails, lockers, washrooms, front desks, and business equipments at all common areas, and changing hand soaps and dishwashing liquids to antibacterial formulations.


Temperature Screenings & Contact Tracing
· Temperature screening for all guests and visitors who visit our space are recorded along with contact details in accordance to the guidelines from the Ministry of Health.


Motion-activated Hand Sanitizers
· Motion-activated stations will be placed at our entrances and high traffic areas. These hand sanitizer will reduce minimal contact whenever in use.

PARTNER SUPPORT

Understanding that it will be a difficult period for all our stakeholders, Colony has put down initiatives in place to ensure all our employees, vendors, and partners are taken care of.

Pre-paying our contractors, vendors and hourly workers
· Colony continues to pay for their labour costs and have provided an upfront payment to a few vendors to help navigate their businesses as well. We’ve also ensured that our cleaners who checked in to work during the MCO were paid on time and has provided free meals delivered to reduce risk of infection.


Advanced Salary For All Staff
· All employees are paid with advance salaries before the first day of the Movement Control Order (MCO) to ensure sufficient funds to purchase daily necessities enough to weigh through the MCO period.


No Layoffs or Salary / Annual Leave Deductions
· No layoffs, salary cuts or deduction of any benefits or annual leaves were imposed to our employees at Colony. We’ve ensured and communicated with all staff on clear response and action plans for all departments, given the circumstance on each situation.


Implemented Work-from-Home (WFH) Protocol
· Post-MCO, we still strongly encourage employees working back-of-the house to work from home if they’re able to during the Conditional Movement Control Order (CMCO), to reduce risk of infection.


Virtual Workouts & Hangout Sessions
· Throughout MCO, we’ve checked in with employees, hosted weekly virtual workouts and e-hangout sessions with our team members to ensure employee wellbeing.

THE 'FUTURE' OF EVENTS

Making changes to the way we host events and introducing the future of events - virtual.

Meal Arrangements
· Catering services will be considered according to the number of people attending for the event and pre-packed foods are a new available option that everyone can choose from. Buffets are strictly prohibited and bottled drinks will be provided during the event.


Visitor Registration System
· All visitors are required to undergo a temperature screening and registering their contact details at our Concierge. Any participant with high body temperature or showing any symptoms of COVID-19 will be denied access to our spaces.

. This list, in the event of a risk of a suspected case within Colony, will assist the Crisis Preparedness and Response Centre (CPRC) with their efforts to minimize the spread by contacting the people who may have had close contact with the suspected individual.


Creation of Webinar Packages
· During this pandemic, we understand events must still go on, but virtually. We’ve partnered up with professional webinar providers to help you host a professional webinar that is tailored and customizable to your brand and purpose. Find out more here.


Re-arranged Furniture Layout & Social Distancing Measurements
· We have reduced the capacity of our meeting rooms and arranged the layout of our furniture in common areas according to the compulsory guideline. All visitors or attendees of any events must maintain a distance of 1 (one) metre from each other.

. Visitors or event attendees are required to wear their face masks throughout the entirety of the event depending on the number of participants.

EVENT LAYOUT

All events held at our event spaces will adhere to the social distancing guideline, below are some example of recommended seating arrangements:

 

OUR COMMITMENT TO YOU

Moving forward, we’re continuing to monitor the situation

While we’re taking every precaution to keep all our guests safe, we’re acutely aware of and highly prepared for the possibility of a second wave.

In the event that there is a reported case of COVID-19 in any of our locations and you were potentially in contact with the individual, you’ll be notified immediately. And our COVID Guidance & Safeguard Procedure will immediately be triggered (more about our COVID guidance procedure here.)

Whether you plan to join us at our coworking spaces, or feel more comfortable staying home, we’re here for you. If you have questions or concerns, do reach out to us on our live chat or email us at [email protected], we're happy to provide any clarifications or assistance.
 

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