Reopening Your Workplace

State and local governments are beginning to ease restrictions around the country, which means that businesses are starting to reopen. The decision to reopen will vary for each business, and will take into account a number of factors. Bringing your team back to work creates significant challenges, from health and safety, to employee management, and business operations. If you are allowed to reopen, it’s important to know there are several requirements an employer must follow prior to reopening, including the development of a comprehensive Health and Safety Plan. Here are some things to consider as you plan your next steps: 

Be Clear About State and Local Orders 

The first step is to determine what your state and municipality allow in terms of reopening. When these recommendations differ, follow the most conservative guidance to ensure you’re in compliance. This includes prioritizing which employees should return to the office. For non-essential employees, the general guidance is to wait until your geographic area is seeing a 14-day trend of decreased COVID-19 cases. 

Prepare Your Workspace  

Preparing your workplace will involve a few different areas: 

• Employee Safety -

  • Many businesses are requiring employees to wear face masks if and when they return to the office. If this is required, you must provide face masks for them. It’s a good idea (and may be mandated for some industries) to provide other personal protective equipment, including gloves. And stock up on hand sanitizer and soap for your employees to use. 

  • If you can, limit the number of employees in the office at any given time. Stagger employee schedules, or change work schedules so you can stagger their return to the office. Either way, encourage your team to practice social distancing while in the office, and eliminate contact with others (no handshakes with colleagues or visitors). 

  • Some businesses are conducting temperature checks on anyone who comes into their office, including employees. This can be useful if you have a workspace where guests or visitors frequently come by. 

  • Office configuration will be a key part of your return to work plan. Consider if you can change desk spacing to optimize your office space as well as making social distancing easier. 

  • Think about how you will address your communal areas - kitchens, break rooms and other common areas. Don’t overlook commonly shared equipment like a copy machine or storage units. Limit the number of employees that can use these areas at any given time, and require them to sanitize any high-touch areas before and after use (door handles, knobs, toilets, faucets, etc). You may want to consider closing these areas entirely, if possible, or limit their use. For example, in the kitchen, you could limit the number of people using it at any given time, require employees to use disposable dishes, or remove shared items like condiments or coffee machines.  

  • Enhanced Cleaning - This includes developing a plan for regular, thorough cleaning of the workplace. Disinfection has been shown to be critical to stopping the spread of COVID-19, so this should be a priority in your workplace safety plans. Educate your employees on how to properly clean and sanitize high-touch areas. Consider increasing your janitorial budget so you can have more frequent cleanings by a professional and specialized team. 

  • Guest and Visitor Access - If you have a space that is frequented by customers or guests, determine how you will schedule these appointments, or limit the number of people in your space at any given time. If you can provide virtual or phone-based service to your customers, consider doing so until your area is reporting a trend of fewer COVID-19 cases. 

Develop a Protocol for Confirmed or Suspected COVID-19 Cases 

Prepare for the possibility that after you reopen your office, you run the risk that an employee may contract COVID-19. A clear plan will help you act quickly and put guardrails in place to maintain the confidentiality of protected health information of your affected employee(s). Keep in mind that if an employee becomes ill with COVID-19 due to returning to work, the employee may have a workers’ compensation claim against the employer as well as paid time off due to them.

Communications

As with most areas of employment, communicating with your team will be key. A well thought-out and orchestrated communication plan will not only give employees the information they need, but will also instill a sense of calm and relieve employee concerns. Share information about the changes you’ve implemented in the office, and the expectations of them as employees in advance of reopening the office. Use a wide range of communication channels, if available to you, including email, your company intranet, posters, or in-person training. Provide signage around the office and in common areas to communicate your procedures and requirements.

Flexibility is the “New Normal” 

Take into consideration the reality that returning to work will be partially dependent upon your employees having access to reliable childcare options, so pay attention to when schools, daycares, and summer camps will open. And even if they do reopen, facilities may not be on full schedules, so your team may need additional flexibility. 

Some employees may be hesitant to return to the office, take public transportation, or interact with customers. This is understandable, and it would be advisable to be flexible. Partner with them and an HR professional to determine the best way for them to complete their work obligations without coming into the office if possible. 

Now more than ever, it’s important to rely on a trusted HR partner to keep your employees and customers safe, and your business in compliance. Contact us to learn about how People415 can help you craft a thorough and thoughtful return to work plan.