The following guidance is correct as of writing (4th June 2020).With some businesses returning to work and others awaiting more news from the 15th June announcement about the next phase of relaxation of lockdown, we are getting a lot of questions from our clients on how to prepare for the return to business. Employers and those who are self-employed and work with or near other people will need to put a lot of emphasis on thinking about Health and Safety at the moment. As an employer, especially, you must protect your employees from harm. This includes taking reasonable steps to protect your workers and others from coronavirus. Over time, it is likely that you will have to adapt and change your plans for working safely during the coronavirus outbreak. But you need to make sure you have measures in place to update people as they are adapted and changed.We’ve asked Andrew Price from Lighthouse Safety some questions about how you can protect your employees from coronavirus in your workplace and the considerations you need to make.Health and Safety FAQs What steps do businesses need to take to ensure the work environment is safe on return?It is always best practice to refer to the very latest issued government guidance.Staff that are re-entering the workplace are entitled to a COVID-19 test.Currently, there are 8 published guides to assist businesses with planning to ensure that their work environment is and remains a safe place. Following these guides, along with following the 5 Steps to Working Safely, will ensure that you fulfil your duty of care.The 5 steps of working safely are:1.Carry out a Covid-19 risk assessment: Before restarting work, you should ensure the safety of the workplace by:carrying out a risk assessment in line with the HSE guidanceconsulting with your workers or trade unionssharing the results of the risk assessment with your workforce and on your website2. Develop cleaning, handwashing and hygiene procedures: You should increase the frequency of handwashing and surface cleaning by:encouraging people to follow the guidance on hand washing and hygieneproviding hand sanitiser around the workplace, in addition to washroomsfrequently cleaning and disinfecting objects and surfaces that are touched regularlyenhancing cleaning for busy areassetting clear use and cleaning guidance for toiletsproviding hand drying facilities – either paper towels or electrical dryers3. Help people to work from home: You should take all reasonable steps to help people work from home by:discussing home working arrangementsensuring they have the right equipment, for example remote access to work systemsincluding them in all necessary communicationslooking after their physical and mental wellbeing4. Maintain 2m social distancing, where possible. Where possible, you should maintain 2m between people by:putting up signs to remind workers and visitors of social distancing guidanceavoid sharing workstationsusing floor tape or paint to mark areas to help people keep to a 2m distancearranging one-way traffic through the workplace if possibleswitching to seeing visitors by appointment only if possible5. Where people cannot be 2m apart, manage transmission risk. Where it is not possible for people to be 2m apart, you should do everything practical to manage the transmission risk by:considering whether an activity needs to continue for the business to operatekeeping the activity time involved as short as possibleusing screens or barriers to separate people from each otherusing back-to-back or side-to-side working whenever possiblestaggering arrival and departure timesreducing the number of people each person has contact with by using ‘fixed teams or partnering’ What do businesses need to include in their risk assessment? Generic Risk Assessment advice is provided by HSE guidance, however the construction industry has developed further guidance and prompts to assist:Construction Leadership Council Site Operating Procedures Version 4 with the direct pdf link hereCITB COVID-19 Site Safety Checklists and FormsCOVID-19 Site operating procedures compliance checklist COVID-19 – Health, safety and environmental risk assessment templateCOVID-19 – A toolbox talk for construction workersCOVID-19 – Weekly site operating procedures checklistIn simplistic terms, a Covid-19 risk assessment should follow ‘5 Step to Risk Assessment’ approach of:Identify the Hazard (i.e. Covid)Identify what work activity or situations might cause transmission of the virus. Consider high risk groups:Elderly or Pregnant WorkersShielded or clinically vulnerable categoriesEthnicityDecide how likely it is that someone could be exposedAct to remove the activity or situation, or if this is not possible, control the riskRecord your findings, communicate them, and revise as appropriate How can businesses minimise the risk of an outbreak at work? Follow the 5 Steps to Working Safely as mentioned above, however we would also advise employers to consider:Organise a rota for the office and/or site, using working from home options, if possibleConsider your employees in decision making and listen to their concernsInduct staff on return to work on special measures adopted, revising them when requirements changeConduct regular temperature checks, logging these for 7 days before destroying in the interest of GDPREnsure social distancing is carried out:Where possible develop one-way routes (even on sites) with floor markers if necessaryProvide extra welfare provisionClosing down of some seating/desks to prevent close contact, the same for urinalsStagger start timesProvide extra signage to encourage covid-19 safe behavioursLimit visitors and meetings being held indoors – consider outside options, or hold virtual meetingsDevelop a buddy system for travelling to and from work if vehicle sharing is requiredDevelop a reporting system and procedures for staff that need to self-isolateWhere necessary, ensure there is an ample supply of PPE & RPEProvide soaps and paper towels / electrical dryers and remove all normal towels and tea clothsArrange a covid-19 daily cleaning schedule of all surfaces, door handles and areas where touch free working has not been possibleTry not to share tools and equipment – where this is not possible, develop procedures for cleaningEncourage good hygiene including asking staff to disinfect areas they have touched and provide hand sanitisers for regular use. Preferably place these throughout the workplace or provide personal issue sanitiser for each staff memberUnderstand and communicate the current guidance for administering first aid and seek permissions. Some websites for guidance:https://www.resus.org.uk/https://www.sja.org.uk/get-advice/first-aid-advice/covid-19-advice-for-first-aiders/https://www.sja.org.uk/get-advice/first-aid-advice/unresponsive-casualty/how-to-do-cpr-on-an-adult/Establish controls for work that requires contact with othersDevelop suspected case procedures and support e.g. establish how people who are symptomatic return home / any added cleaning requiredEncourage staff, where possible, to avoid the use of public transport How can business owners ensure team members stick to the social distancing rules?This is an educational matter. Employers and employees have a legal and moral duty of care to look after themselves and the others they effect. Re-educate where necessary and where staff become disengaged, are in denial or refuse to comply then the HR disciplinary route may be the final option.It is ill advised for employers to ignore this requirement, not only can this increase the chance of transmission of, what for some, can be a fatal disease but also to avoid HSE enforcement.Where HSE identifies employers who are not taking action to comply with the relevant public health legislation and guidance to control public health risks, e.g. employers not taking appropriate action to socially distance or ensure workers in the shielded category can follow the NHS advice to self-isolate for the period specified, we will consider taking a range of actions to improve control of workplace risks. What should businesses owners do if they cannot keep employees at 2m distance? Where the social distancing guidelines cannot be followed in full in relation to a particular activity, businesses should consider whether that activity needs to continue for the business to operate, and, if so, take all the mitigating actions possible to reduce the risk of transmission between staff:1. Eliminate: Workers who are unwell with symptoms of Coronavirus should not travel to or attend the workplaceRearrange tasks to enable them to be done by one person, or by maintaining social distancing measuresAvoid skin to skin and face to face contactStairs should be used in preference to lifts or hoists and consider one-way systemsConsider alternative or additional mechanical aids to reduce worker interface2. Reduce (where social distancing measures cannot be applied):Minimise the frequency and time workers are within 2 metres of each otherMinimise the number of workers involved in these tasksWorkers should work side by side, or facing away from each other, rather than face to faceLower the worker capacity of lifts and hoists, to reduce congestion and contact at all timesRegularly clean common touchpoints, doors, buttons, handles, vehicle cabs, tools, equipment etc.Increase ventilation in enclosed spacesWorkers should wash their hands before and after using any equipment3. Isolate (keep groups of workers):Together in teams e.g. do not change workers within teamsAs small as possibleAway from other workers where possible4. Control: Consider introducing an enhanced authorisation processProvide additional supervision to monitor and manage compliance5. PPE: Sites should not use RPE for Coronavirus (Covid-19) where the two metre social distancing guidelines are met. What should you do if a member of your team falls ill with Coronavirus? Should a member of your team fall ill, they should be asked to return home immediately and follow the social distancing rules (see below). All surfaces and equipment that may have been touched should be disinfected, along with the advice for cleaning workplaces.If a team member does fall ill, ACAS’s advice outlines:An individual should not go to the workplace if they:are unwell with coronavirus symptomsare told to self-isolate by a government test and trace service, because they have been in close contact with someone who’s testing positiveneed to self-isolate because someone in their household has symptomsIf they are already at work, they should:tell their employer immediately and go homeavoid touching anything, and wash their hands regularlycough or sneeze into a tissue and put it in a bin, or if they do not have tissues, cough and sneeze into the crook of their elbowuse a separate bathroom from others, if possibleavoid using public transport to travel home, if possibleIf someone with coronavirus comes to workIf someone with coronavirus comes to work, the workplace does not necessarily have to close, but they should follow cleaning advice.Supporting staff who need to self-isolateIf someone needs to self-isolate, it is good practice for employers to:send them home immediately, if they are at worksupport them staying at home while they self-isolatearrange for them to work from home if they are well enough to workpay them any sick pay they’re entitled to while self-isolatingsupport their wellbeing and mental health – see more about supporting mental health during coronavirusDepending on someone’s circumstances, they might have to self-isolate more than once during the coronavirus pandemic. Employers should support them in the same way each time.For workplace advice about the government test and trace services in England see NHS Test and Trace workplace guidance on GOV.UK How should you communicate the importance of health and safety in your workplace with your team? The Health, Safety and Wellbeing (HSW) of your staff should always be a high priority for employers, for not just legal reasons but also for moral and financial reasons.Employers should provide suitable and sufficient information, training and supervision to their staff to enable them to conduct all their work activities confidently and competently, specifically with Covid-19 in mind. You should:Develop, document and publish a COVID-19 PolicyPublish your Covid-19 policy on the company website, especially if you employ more than 50 employeesCommit to the ‘5 Steps’ by completing and publishing the 5 Steps posterHold regular discussions with your staff, listening to their opinions and concernsMake maximum use of newsletters, emails and poster campaigns to support a sound understanding of the requirementsProvide mental health supportLighthouse Safety can assist employers to develop systems, policies and procedures and aide implementation if required. They are not however an authoritative source but remain abreast of the current situation to be able to advise their clients in an effective and timely manner. Call 01634 260 631 or email info@lighthousesafety.co.uk to get in touch. Contact me today!Ayse CooperInbound Marketing Manager Send me a message Ask me a questionFill in your details below and I’ll come back to as soon as I can! 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