Though there are many factors to consider in light of the ongoing restrictions, planning for a return to work does not need to be overwhelming. There are many lessons to be learnt from the best practice adopted by organisations throughout the various lockdowns.
Whether you are planning to resume operations shortly or you are wisely planning ahead, here are our top tips to consider when preparing for a return to work.
1. Business, but not as usual
While it might be tempting to strive for a return to ‘business as usual as soon as possible, it’s important to remember that the priority must always be the health, safety and wellbeing of your employees. Employers have an obligation under section 2(1) of the Health and Safety at Work Act 1974 to ensure the health and safety of their employees so far as is reasonably practicable.
Organisations should consider whether it’s necessary for all employees to be at their place of work at once. The guidance requiring people to work from home where possible is removed. It is now up to the individual companies to decide their working arrangements.
2. Returning to work: review all relevant risk assessments
The coronavirus crisis has changed the way we work indefinitely. In planning for employees to return to work, businesses must:
- proactively review all relevant risk assessments well in advance of their workers’ return
- take any actions necessary to mitigate the risk of infection
- identify and control any new risks that could have arisen during the lockdown
For example, Public Health England anticipates a significant increase in reported cases of Legionnaire’s disease when employees return to their usual places of work, as restrictions have meant that many buildings have been left unoccupied (or minimally occupied) for months, potentially leading to a build-up of legionella in stagnant water.
Businesses should share the results of their risk assessments with their workforce and relevant stakeholders. If possible, businesses should also consider publishing the results of their Covid-19 risk assessments on their website. The Government has made clear that it expects businesses with over 50 workers to do so.
Businesses that identify risks and take appropriate steps to address issues that arise, will be in the best possible position to resume operations as soon as they are permitted to do so.
3. Returning to work: Risk assessments and health and safety measures
As the pandemic has not yet ended, employers must continue to update risk assessments and risk management approaches to safeguard employees’ health and minimise the risk of infection, basing plans on up-to-date government and public health guidance. Employers can use their Coronavirus specific risk assessments to assist in their decision-making process, considering the factors referred to above, including the feasibility of implementing social distancing, staff vaccination status and local outbreaks (if any). As employers with workforces that cannot work from home have found, adapting premises to accommodate all staff returning on a socially distanced basis is highly challenging.
The Government has reiterated that we cannot simply pick up where we left off, and it is clear that adaption will be key as businesses slowly resume operations.
Where it is not possible for employees to continue working from home, employers should use their risk assessments to identify suitable and sufficient measures to control the spread of the virus. Subject to their risk assessment and the latest guidance, organisations may wish to consider some of the following measures:
- A phased return to the workplace with staff being brought back in appropriately-sized ‘waves’
- Staggered working hours and break-times to facilitate social distancing and minimise the risk of overcrowding
- Limit the use of shared equipment
- Keep staff and customers safe by installing protective screens, reducing stock, providing hand sanitiser and restricting how many clients can enter premises at any one time;
- Contact staff in advance of their return and assess whether they are fit to return to work. For example, to assess whether it is safe for an employee to return to work, employees could be interviewed over the telephone to assess whether they are shielding or vulnerable, or live with anyone who is. This interview may also provide an opportunity to inform employees of the control measures that will be put in place;
- Rearrange work areas or where it is not possible to move workstations further apart.It could be arranged for people to work side by side or facing away from each other rather than face-to-face;
- In shared offices, avoid hot-desking as much as possible and/or implement a strict system that prevents workers from using desks that have not been cleaned since they were last occupied.
4. Longer-term planning: looking to the future
Employers have already been considering whether to retain any social distancing and other measures once these become voluntary. However, planning will need to be agile and flexible enough to meet the requirements of any significant outbreaks. The pandemic is not over and the government have not ruled out future restrictions. The CIPD is also calling on employers to take this opportunity to build upon the period of remote working and to adapt and learn to make hybrid working a success.
At Radiance, our Health & Safety Services are designed to allow your organisation to create a safer work environment for your employees, as well as staying compliant with UK legislation. We use our expertise to ensure we provide you with the most cost-efficient recommendations. Get in touch with us today to discuss your business needs.
