How do architecture studios function during the prevailing pandemic? How do you organize remote work for your team? And finally, how do architects deal with home office? Answers to these questions can be found in an interview with Grzegorz Tacakiewicz, owner of the Tacakiewicz Ferma Kresek design office.
Is the office still operating during the pandemic period?
Grzegorz Tacakiewicz: Yes, of course. Like many other offices providing miscellaneous business services, we have been placed in a very unusual crisis situation. This is a challenge that we must meet if we want to survive this crisis. Tacakiewicz Ferma Kresek is a design office specializing in the design of industrial facilities - from complex industrial buildings, distribution centers and logistics facilities, to office buildings. Our design team includes 55 architects, 3 environmental specialists and administrative support. The main office is located in Poznań, but two smaller offices also operate in Wrocław and Kraków. We are in the fortunate position of being able to continue to operate unlike other companies or service providers. We operate. We carry out commissioned projects on an ongoing basis, and we try to acquire new orders. Despite the changes made in daily operations related to preventing, countering and combating COVID-19, our company is now operating without much disruption, although it requires more effort from everyone.
What was the process of implementing these changes, what did they consist of?
Grzegorz Tacakiewicz: As we well know, the situation has been extremely dynamic from the beginning. Caused by the epidemic threat, changes in social life occurred extremely quickly, and it was necessary to react immediately to adapt the organization of work to the restrictions introduced. We introduced the first precautions as early as February, when there were reports of the situation in China. At that time, we purchased and installed dispensers with disinfectants in our offices and conducted an information campaign on how to behave when dealing with investors from abroad. As the situation developed, we reacted on an ongoing basis, that is: we reduced the number of trips, face-to-face contacts with outsiders, and switched to the mode of meetings in the form of teleconferences. Since the beginning of March, we began to switch to remote working.
What did this look like?
Grzegorz Tacakiewicz: Our management and HR department instantly created and implemented a contingency plan, which allowed most employees to transition to remote work. The basic tools of our designers are computer hardware, professional software and telephone. This was the least of the problems - these tools were simply delivered to our employees' homes. The key, however, is access to the designs on our server and working together on projects. And here I think that not only we, but also the majority of the public has come to appreciate even more the role of the Internet, which until now was taken for granted and something that accompanies us every day. However, it is now primarily an indispensable work tool. It has been somewhat of a challenge to ensure that employees doing remote work have access to our network resources. Team managers developed a functioning system for exchanging project files based on server access tunnels and NAS drives. At the same time, we implemented the BIM 360 platform for file sharing, which is particularly important for team-based remote work. Employees remain in constant contact with each other and the office via business phones, and the internal instant messaging service Microsoft Teams. As it was before the changes: employees in groups of several people are supported by coordinators, and whole teams are supported by managers. Our employees form a close-knit team. So far, everything is running without major problems.
© Tacakiewicz Ferma Kresek
Do all employees do remote work?
Grzegorz Tacakiewicz: Most of the architects and specialists do. However, due to the necessity of the company's operations, administrative and financial employees still do their work in the office. It's thanks to them that our office can function stationary and, very importantly, provide technical support to remote employees so that they can seamlessly serve our clients, despite the difficult situation we find ourselves in. This includes access to correspondence, plotters, printers and other equipment for the completion of project documentation. This is a small group of people to whom we provide the necessary safeguards. Our HR department ensures that security is maintained at all times. On an ongoing basis, we provide guidance from a health and safety specialist to all employees, both on how to take precautions in office work and on the safety of remote work. In particular, we pay attention to ensuring that workstations in the office maintain a safe distance from each other. Disinfectant dispensers, gloves and a non-contact thermometer are provided, and handles and handrails are regularly disinfected. For the duration of the outbreak, all company cars have been put at the disposal of employees for rides home, to allow them to avoid public transportation as much as possible.
How do architects deal with the home office?
Grzegorz Tacakiewicz: From the employer's point of view, they are coping flawlessly. They perform all their duties as before - professionally and on time. There hasn't yet been a situation where increased scrutiny by managers would be necessary. However, I have heard that the employees are missing direct contact with their co-workers, whom they have seen every day so far and between whom they have formed bonds of camaraderie, not infrequently friendship. Our company has always had a family atmosphere and our employees form close-knit groups. I think that in times of isolation, we all face this problem. For the time being, unfortunately, we are left with only telephone and online contact, which of course we use, also, to talk about more than just work. We all need to be patient and present a responsible attitude. We are looking forward to meeting everyone in the office again and having lunch together, as we have done so far.
What do you notice as the biggest difficulties in the work of the project office during the pandemic?
Grzegorz Tacakiewicz: These are situations that were not a problem before - that is, direct contacts with investors, subcontractors, appraisers, trips and visits to construction sites. However, the biggest impediment is contact with authorities and public administration bodies. In connection with the introduction of the so-called crisis shield, the officials in charge of our administrative procedures are increasingly drawing our attention to the significant changes resulting from the new regulations. Of course, we realize that the introduced law was necessary in the fight against the pandemic, but for us and for investors it is unfortunately burdensome, because in many cases it makes it practically impossible for us to obtain decisions, for example, environmental decisions or construction permits. The running of procedural and judicial deadlines in administrative proceedings does not begin now, and those that have begun are suspended. The deadlines in effect until now, by which the bodies and entities conducting the proceedings were bound, are now no longer in effect. In addition, new proceedings will be suspended until all parties exercise their rights or the pandemic ends. The offices are not undertaking the termination of the proceedings on the grounds that they are unable to provide safe conditions, for example, for the parties to familiarize themselves with the case files. This will involve prolonging investment processes. In spite of everything, we try to keep in touch with officials, who also in many cases work from their homes, and solve together the problems we encounter. Many officials don't yet know what the various procedural steps are supposed to look like, as this is all being determined on an ongoing basis. For the time being, we are all coping with the situation as much as the introduced law allows us to.
How has the current situation affected the construction market from your perspective as a design office owner?
Grzegorz Tacakiewicz: I think it is too early to make judgments at this point, as we will only feel the effects of the current situation in a few weeks or months. Despite the growing concern in the world about the impact of the epidemic on economic life we continue to implement the projects we have started, and we are also creating concepts for new investments. However, as I said earlier, the epidemic will certainly affect the timing of planned investment processes. Hopefully, however, this downtime will not last long and soon all planned investments will be able to be implemented without problems. However, it will certainly be a different, new reality that we will have to face.
Can you see positive "side" effects of this crisis situation?
Grzegorz Tacakiewicz: Undoubtedly, it is an increased awareness of many hitherto obvious issues, a certain change in thinking, and the recognition and appreciation of many aspects. I have observed the excellent attitude of our employees, who, despite the difficulties, continue to do their work without complaint. They are fully mobilized and motivated to work, supporting each other. I am very pleased and proud that over the years we have managed to build such an amazing, loyal team of employees, and to create such a system of work, and a company structure that works well even in these difficult conditions. We have all realized how much we had previously overlooked certain comforts of work and everyday life, and I am convinced that in the future we will definitely appreciate these seemingly ordinary things and each other more.
The Easter holidays are ahead of us, and I think this is a good time for some reflection. It will be a difficult time for all of us, for friends and families who will not be able to meet together at the Christmas table. All the more so, on behalf of myself and the entire Tacakiewicz Ferma Kresek family, I would like to wish everyone a peaceful and nevertheless joyful Easter and, above all, good health. Most of the time we will be apart, but it is worth remembering that we are all in this together, and that fortunately there are computers, smartphones, which we can use to spend this holiday, in a limited way, but nevertheless, with our loved ones.
