Before your employees start returning to work onsite, you can help to define the new normal by revising your company handbook and by also creating new safety protocols and policies. Below are items to address in your handbook as well as protocols and policies to consider implementing. As always, make sure you comply with all local, state, and federal laws and mandates. Additionally, consider having your employees sign a document saying they have reviewed and understood your handbook, protocols, and policies before resuming regular operations.
Handbook Policies to Review
Telecommuting/Remote Work: The COVID-19 pandemic has caused many companies to have employees work remotely for the first time. Your handbook should address expectations and security protocols for your remote workers.
PTO and Paid Sick Leave: Companies should review existing policies on time off and sick leave to provide options for employees to stay home instead of coming into the workplace while sick.
Policies on Layoff/Furloughs: Including handbook verbiage on the potential for layoffs or furloughs can help define the appropriate process if you need to take such actions.
Leave policies: Evaluate your handbook for policies on leave for medical or family reasons. If you have fewer than 500 employees, you are subject to the Families First Coronavirus Response Act and may need to notify your employees of specific policies to ensure compliance.
Company travel policies: Consider reevaluating any policies around business travel to promote employee safety.
Accommodations for High-Risk Employees: Your handbook should address protocols and accommodations for individuals at high risk of severe illness from COVID-19.
Employees Refuse to Return to Work: Providing employees with information ahead of time for expectations and timing for returning to work for various situations, including health reasons, furloughs, and layoffs, can help mitigate issues in the future.
Group Benefit Plan Eligibility: Your handbook should include information on group benefit plan eligibility for employees and their families. Make sure to address various scenarios including furloughs, layoffs, terminations, and new hires.
Confirmed COVID-19Employee Protocol: You should have a defined protocol in the event an employee is diagnosed with COVID-19, including a process for notifying staff of their potential exposure and notifying public health authorities if required by your jurisdiction.
Safety Protocols/Policies to Consider
Physical Distancing: Before having your employees return to your workplace, consider alternative setups that provide space between employees and policies for shared spaces.
Staggered Work Shifts: Creating policies that can provide various shifts to your employees to avoid everyone being in the workplace at the same time can ensure that physical distancing is achieved. If someone contracts COVID-19 in your workforce, this permits your company to continue operations with the other shifts of workers after a thorough cleaning.
Revised Flow of Workspace: Before resuming operations, spend time reviewing the typical flow of workers within your workspace and if there is a systematic way of altering the flow to allow increased physical distancing.
Cross-Training the Workforce: Cross-training your workforce can help you proactively manage your operations to make sure if in the unfortunate situation that an employee can’t work, other trained workers can knowledgeably do that job or tasks.
Sanitation Protocol: Implementing frequent disinfecting protocols for your workers helps ensure that your workplace is safe for your employees.
Daily Checks: Consider performing daily checks on your employees to help mitigate exposed workers coming to work. These checks can include temperature screenings and/or questionnaires.
PPE/Supplies: Prior to reopening your workplace, review what PPE your employees are required to utilize, if you will be supplying the PPE, and how often the PPE should be replaced.
While resuming regular operations during an ongoing COVID-19 pandemic presents new challenges, you don’t have to develop these policies and changes alone. In addition to securing insurance programs, RBN is a resource for you and your organization for your company handbook and safety protocols and procedures. RBN can help provide samples of these policies and work with you and your company to create policies unique to your company’s needs.