Coronavirus: How workplaces need to prepare for a global pandemic
Keeping your staff safe during an outbreak.
In every workplace, employers are responsible for providing a healthy and safe work environment for their staff. With the threat of COVID-19 and the rapidly changing circumstances, employers must ensure they are prepared to handle a continuously evolving situation. If there is a risk of exposure to the coronavirus for employees while working, employers must identify, assess the risk and implement proper controls.
Here are ways workplaces can prepare for a global pandemic:
Workplace Travel: As the virus continues to spread to different regions, it will be important to determine what is deemed non-essential workplace travel. Your HR team should stay up to date on where the virus is spreading and create measures to restrict workplace travel to specific countries. It is also wise to create a contingency plan for any staff who are traveling in a non-restricted country which may become problematic during their visit. Consider what type of quarantine staff are expected to adhere to once they return, how that time will be tracked (paid or unpaid), and what that means for continuity of work.
Vacation: HR should encourage staff to reduce personal travel to certain regions where the spread of COVID-19 is more aggressive. If travel to these regions by employees or their family members does occur, create a practice where staff must notify their manager or HR upon return, and determine whether you want to implement a mandatory 14-day self-quarantine before they return to the office.
Remote Work: In different parts of Asia, many offices have already shut down operations but allow staff to work remotely, if possible. If your company doesn’t already have a work from home policy, now is the time to put one together. You’ll need to consider providing staff with equipment like laptops, and services like video conferencing. It’s equally important to educate your people managers on how to keep their teams unified and how to ensure the work stays on track should offices remain closed for long periods of time.
Time Off: In Japan, not only are businesses impacted, but schools are cancelled for one month. If the Canadian government decides to take a similar approach to help curb the spread of the virus, you will need to create a plan that supports your employees who have children in school or daycare. Some employers may allow staff to bring children into the office, while others plan to create a new type of leave which provides employees time off for childcare disruption, or even to care for family members who may have contracted the virus.
Central Network: Create a central place for staff to obtain information about COVID-19 that provides up to date information from reliable sources. Outline the list of countries that have been impacted, the number of cases, a list of symptoms, and what staff can do to protect themselves and others. Consider putting together an FAQ with answers that may address some immediate concerns staff are having, and outline a process where dedicated resources will respond to questions surrounding the coronavirus. Staff need to know what they should do if they are not feeling well, how to report any suspicious symptoms, and what are next steps if they test positive for the virus. Remember to provide a safe channel of communication for employees that protects their privacy and safety.
Combat Stigma: Some of your staff may be victims of stigma associated with the coronavirus. Employees could be targeted because of their race, if they have recently traveled, or if they have been quarantined. Create an environment where staff feel supported and educate employees on the virus so they are not reacting to rumours. Also, ensure your workplace harassment policy is updated and encourage staff to report any unwelcome remarks and behaviour.
Business Continuity Plan: If your business remains open and continues to operate, you should put together a business continuity plan. Think about how you will carry on work and deliverables if an employee falls ill, or needs to be off work for a period of time to self-quarantine or to care for a family member. Consider split team work arrangements where one team works remotely while the other is on site, and then swapping locations. Do your best to stay operational given the uncertain nature of the virus, but most importantly, ensure your continuity plans are flexible and can be amended as the nature of the outbreak continues to change.
The health and safety of your staff is of utmost importance so remember to take an empathetic approach. People may be afraid and many have family in countries that have been hit hard by the coronavirus and are worried about the health and safety of loved ones. The situation is being closely monitored by global health authorities but is constantly changing. While we haven’t seen COVID-19 in large numbers within Canada, Canadians are being asked to brace themselves for a potential spread of the virus. With these changing circumstances, workplaces need to remain flexible, follow the news for up-to-date facts, and adjust their policies and practices accordingly.
Need help building a workplace response to a global pandemic? Get in touch via hello@mondaymorning.ca
About us: At Monday Morning, we are a team of HR consultants in the Toronto area supporting businesses with their HR needs. With over 15 years of experience, we provide expert HR advice, build people and culture programs for some of the best workplaces, and develop customized solutions to meet your needs. We take the worry out of HR so you can focus on your business
