Preparing the workplace

 

In response to the government guidelines issued this week, we have redesigned our office in line with their recommended alterations. The overall objective ahead of reopening the workplace is to reduce Covid 19 transmission risk to the lowest level reasonably practicable.

We wanted to share our floorplans and the procedures that we are putting in place to help you in your own return to the office.

The ‘new normal’

Social distancing measures continue to apply and are required in all areas of the workplace, including the entry and exit points. As you can see from our plans, we have implemented a one-way system from arrival to departure.

Similarly, the addition of hand hygiene and foot-wash stations helps to minimise the risk of transmission alongside reducing access between different areas of a building or site. As detailed in our blog last week, the use of free-standing hygiene screens to create Temperature Testing Stations will also be implemented at the entrance.

Staggering a workforces’ start and finish times has been advised to reduce crowding and to further support any members of the team with protected characteristics. To minimise surface transmission on entry, distanced pass checks by security personnel is favoured over turnstiles and coded entry systems, for example.

 

Roaming restrictions

Various areas of our build are temporarily closed, following guidelines in discouraging and reducing movement throughout. The use of telephones and/or radios have been advised whilst ensuring these are cleaned between use.

Numbers in lifts are to be minimised, prioritising access to those with disabilities and providing hand sanitiser for use following the operation of such. Other high traffic areas such as corridors should be regulated to maintain the 2m social distancing rule. The addition of a one-way route and personal protection screens as a boundary to workspaces can aid this.

Hot desks temporarily not desks?

Individuals should be assigned a specific workstation to adhere to necessary distancing during this period. Where it is not possible to move desks further apart, the space should be adapted so team members can work side by side or facing away from each other. Our new plan details now dormant furniture as an example of the recommended layout.

Where the lack of hot desks and spaces is not possible, for example in call centres, it must be ensured that all stations and equipment are cleaned between change in occupant.

Socialising with a distance

No doubt many of us are now accustomed to virtual team meetings and webinars in place of in-person gatherings and the continuation of this is advised. However, where necessary social distancing and hand sanitising protocol must be followed to adhere to current guidelines. It is noted that meeting should be held outdoors or in well-ventilated rooms where possible.

As seen in supermarkets of late, the inclusion of floor signage in the workplace has been advised to help everyone maintain the correct social distancing. Similarly, screens should be installed to protect staff in reception or similar areas.

Alongside staggering start times, the same should be done for breaks and lunches to reduce congestion in designated areas. Our plan highlights how seating has been reconfigured allowing for adequate spacing and reduction of face-to-face interactions. Alternatively, as with meetings, the use of safe outside areas for breaks is encouraged.

It is important to note that in emergency situations such as a fire, the 2m rule is not applicable if it would be unsafe. However, designated First Aiders should be thorough with sanitation measured immediately after assistance.

Hosting hours may be affected

Like with team meetings, virtual visits are encouraged. Where required, site guidance on social distancing and hygiene measures in place should be explained to visitors on or ahead of arrival. It is recommended to display this guidance on your website or run through it via email or phone to any potential guests.

When travelling to sites, the number of people in one vehicle should be minimised and fixed travel partners adopted. When overnight stays are required, accommodation must meet social distancing guidelines.

Visitors physically signing in with the same pen should be revised by, for example, assigning the monitoring responsibility to one member of the team. Contactless payments and electronically signed documents are to be considered to minimise contact in these instances. Any necessary training should be provided to those who act as hosts for visitors and responsibilities established.

Adopting the use of schedules for essential services and contractor visits will reduce an overlap and adhere to the guidance of limiting the number visitors at any one time.

Keeping it clean

Ahead of reopening, the government have asked any necessary services or adjustments to ventilation systems are carried out and that advice is requested from specialist heating or air conditioning engineers should the systems serve multiple buildings.

Following the return to the office, staff must clear workspaces and remove both waste and belongings from their work area at the end of a shift. Frequent cleaning of work areas and equipment during working hours with your usual cleaning products must be implemented.

Thorough handwashing must continue and the addition of signs and posters where applicable is recommended to build awareness. Similarly, providing hand sanitising stations in multiple locations allows for enhanced cleaning in busy areas, as you can see from our plans.

Our showers have been closed temporarily to minimise transmission, but should your setting require usage, the guidance is to maintain social distancing and ensure they are kept clean and clear of personal items.

Handling goods

The government guidance advises limited or restricted use of ‘high-touch’ items such as printers, scanners, whiteboards etc and notes items touched regularly, such as door handles, should also be frequently cleaned.

Procedures should also be in place for cleaning goods and merchandise entering the site as well as restricting non-business deliveries such as personal postage. Pick-up and drop-off collection points should be revised to maintain social distancing and avoid surface transmission. Increased facilities for either handwashing or sanitising should be introduced to further protect those handling goods.

The same individual or pair should be assigned to loading or unloading vehicles where necessary and drivers should be encouraged to remain in their vehicles where this does not compromise their safety. Consideration should also be taken on the frequency of deliveries by, for example, ordering larger quantities less often.

An update on Personal Protective Equipment (PPE)

The government guidance details the use of PPE to protect against risk unrelated to Covid 19 should continue.

They highlight the most effective measures to manage the risk of Covid 19 in the workplace include: working from home where possible, remaining 2m away from others, increasing frequency of handwashing and surface cleaning, using protective screens to separate individuals, introducing ‘fixed teams or partnering’, avoiding face-to-face seating arrangements.

The use of facemasks is still deemed as optional but ‘marginally beneficial’ in enclosed spaces to protect others. Employers are advised to support workers in using face coverings should they choose to do so and further guidance details: thorough handle washing after removing, changing the covering daily, replacing the covering if it becomes damp alongside continuing with the above measures.

As always, clear and consistent communication with guideline updates and changes should continue and compiling training materials for workers ahead of returning to site is recommended.

If you need help in your redesign to action these newly released measures, please get in contact to discuss further!