Office Reopening Policy, Procedures and Risk Assessment...

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Office Reopening – Policy,

Procedures and Risk Assessment Template Example

IMPORTANT

Please check with the latest government guidance on COVID-19 as this can vary in England, Wales, Scotland and Northern Ireland This template must be used in conjunction with government guidance safe working guidance which can be downloaded at:

https://www.gov.uk/guidance/working-safely-during-coronavirus-covid-19/offices-and-contact-centres

Date here: Version 1- Issued 27th May 2020 Copyright © 2020 – British Frozen Food Federation

All Rights Reserved

https://www.gov.uk/guidance/working-safely-during-coronavirus-covid-19/offices-and-contact-centres


Policy

COVID-19 Policy, Procedures and Risk Assessment

Summary

This document sets out the policy, procedures and risk assessment required to keep employees safe and healthy in line with government guidance when reopening an office while incorporating social distancing, good hygiene measures into this new way of working.

Target Readers

All Employees (Contractors, Visitors, general public)

Policy Number

001

Revision Version

1

Issue Date

TBC

Effective

TBC

Cancels & Supersedes

N/A

Issuer

Insert company director/CEO Name here:

Last Policy Review

Date Here:

Next Review Due

Date here: or reviewed in line with changes to government guidance


CONTENTS

1.0 COVID-19 POLICY STATEMENT ............................................................................................... 4

2.0 PROCEDURES ......................................................................................................................... 5 2.1 Office set up consdierations .................................................................................................... 5

2.2 Communications to Employees and Managers…………………………………………………………………..10 2.3 General office procedure………………………………………………………………………………….……………….11 2.2.1 Handwashing Guidance ........................................................................................................ 13 2.4 Kitchen and canteen use ............................................................ Error! Bookmark not defined.

3.0 RISK ASSESSMENT ............................................................................................................... 16


1.0 COVID-19 POLICY STATEMENT It is the policy of [ insert company name here ] (“Company”) to comply with the Health & Safety at Work Act 1974 and the Health Protection (Coronavirus, Restrictions) (England) Regulations 2020 and all other legislation to provide and maintain a healthy and safe working environment at this time. The company understands the importance in following government guidelines when reopening its office. While doing so we are committed to ensuring our employees, visitors and contractors remain safe and healthy by adopting good working practices including: • Applying social distancing measures of a least 2 metres between individuals and adopting additional control

measures to keep people apart,

• Avoiding the overcrowding or the congestion of premises and therefore reducing the risk of virus spread,

• Providing good communication and keeping everyone updated on actions being taken to reduce risks of exposure to COVID-19 in the workplace by our [company communication system] and delivering team meetings, briefings and toolbox talks by the utilisation of electronic platforms.

• Ensuring those employees who are in extremely vulnerable and vulnerable groups are identified and appropriate measures are taken,

• Ensuring employee contact numbers and emergency contact details are up to date,

• Ensuring employees know how to spot symptoms of coronavirus (COVID-19) and are clear on the actions to take including requesting employees to stay at home and self-isolate including the use of the government on-line testing portal,

• Ensuring there are places to wash hands for 20 seconds with soap and hot water, and encourage everyone to do so regularly,

• The provision of hand sanitiser and tissues for staff, customers and encourage them to use them,

• The provision of a robust cleaning system utilising soap and disinfectant.

The operation and effectiveness of this policy, procedures and risk assessment document will be continually monitored both by management and staff members of all levels and will be formally reviewed to ensure it remains effective. This document will be communicated electronically to employees and acknowledged to ensure it is understood fully. Signed………………………………………… Date: Name: [ Insert Director Name Here] (Director/CEO)


2.0 PROCEDURES

2.1 Office Set Up Considerations

Office layout Prior to re-opening company offices, we consider and agree the general layout and whether 2 metre distancing can be achieved. We consider all areas such as working in individual offices, open plan desks and workstations, occupying walkways, canteens, toilets or exiting, and entering the premises. Fire evacuation routes must also be factored in and adequate walkways provided. In some cases, desks may need reconfiguring to achieve social distancing. Some areas/office desks will offer good social distancing and others do not, see example 1 & 2 below. Example 1 - The following explores suitable areas offering good social distancing features:

• CEO Office (stand alone office)

• Meeting Room - (could accommodate 2 x persons sitting at either end of table – both having entrance out, dividing line down the middle)

• Commercial Directors office (stand alone office)

• Desk (situated in a corner, giving good distancing)

Example 2 - The following areas requiring further assessment and measurements taking to ensure 2 metre distancing can be achieved - many of these areas are next to doorways or walkways:

• Desk 1 (near walkway)

• Desk 2 (near walkway)

• Hot desk (near walkway)

• Desk 3 (near rear exit door)

• Desk 4 (near main entrance/doorway)

• Desk 5 (rear door)


Office Plan/Key If available a scaled office plan would be useful in helping to assess social distancing requirements. A key could be applied listing areas of distancing, areas of single occupancy, sanitising points, signage, and barriers. See example 3 below: Example 3- Scaled plan and key

Meeting Room - 2 Metre Distancing

Canteen - 1 Person Only

General Area - 2 Metre Distancing

Cleaning Cupboard - 1 Person Only

No Access Sign

Sanitising Point & Use Santiser Sign

KEY

Wash Hands Sign

2 Metre Distance Sign

No Cash or Cheques Sign

Barrier

1 Person Only Sign


Kitchens/Canteens The following areas are identified/agreed/considered:

• Kitchen/canteen areas not to be used if possible, staff to bring in flasks - Eat food at desks or

• Toilet areas to be single occupancy of only (knocking system before entry) and sanitising point at kitchen/canteen entrance or

• Walkways marked out some seating not for use to achieve social distancing, cleaning regime in place, sanitising point and signage for social distancing and hygiene

Toilets The following areas are identified/agreed/considered:

• Single occupancy only where possible, Implement knocking system

• Floor markings applied for standing areas

• Some toilets marked ‘not in use’ for distancing purposes

• Cleaning regime in place

• Sanitising point and signage


Daily Cleaning A cleaning regime is agreed with frequently used surfaces, cleaning of work areas and equipment between uses, using soap and water followed by anti-bacterial or disinfectant cleaning products including:

• Entry keypads – these are disabled wherever possible to avoid regular contact or cleaned regularly

• Handrails – cleaned regularly

• Lift buttons -cleaned regularly

• Door handles and push plates – door held open except for fire doors or cleaned regularly

• Avoid use of Photo copier – button cleaned regularly Other considerations The provision and safe disposal of any wipe or used cleaning products needs consideration. Clearing workspaces and removing waste and belongings from the work area at the end of a shift. Start/Finish Times/Breaks To avoid employees becoming congested agree break times, start and finishing times, breaks and shift times must be staggered. Shared Premises/Facilities Where shared premises exist and are occupied by multiple companies/organisations a discussion/liaison will be required before reoccupation to agree: Share facilities (toilets) Start/finish times Shared lobbies and communal areas Parking Walkways Entry points This could be completed using a meeting platform. Reduction in employee numbers required to achieve social distancing Depending on how many desks/offices are available once social distancing demarcation measures have been completed will determine the maximum occupancy/staff numbers can be agreed with management.


Other employee variables will be:

• childcare with schools re-opening

• distance to travel into office

• employee vulnerability

• employee rota system

• full time/part time

• days usually worked in office

• those deciding to remain on furlough When considering this section, it is recommended that you consult with your human resources department or any employment law specialist. See example 4, consideration of employee variables.

Name Distance Closest to Office <10 Miles

Days employed

Usual Days Worked in

office

Vulnerability Social distancing revision office

days

Employee 1

<10 Miles 5 5 N/A 3

Employee 2

<10 Miles 4 4 N/A Subject to schools reopening 2

Employee 3

<10 Miles 4 3 N/A Subject to schools reopening 2

Employee 4

31 Miles 5 2 Classed as vulnerable with shielding letter

0

Employee 5

35 Miles 3 3 N/A 1

Employee 6

45 Miles 4 2 N/A 1

Provision of signage, sundries, and sanitising products inventory Prior to re-opening an inventory of signage, sanitiser and floor marking would be required, see example 5.


Example 5 – List of signage, sundries and sanitising products required for set up

Equipment Quantity Reason Cost Supplier

Sanitiser (5 Litre) Alc 70%

6 Top up for sanitiser dispensers

Sanitiser dispenser

3 Sanising dispenser main entrance, canteen and toilets

Sanitiser Sign ‘Use sanitiser,

3 Signage affixed next to sanitiser

Floor marking tape Yellow/Black

3 Tape marks out walkways and distances around desks

Floor marking tape Yellow/Black – Keep 2 Metres Apart’

1 Spacings at 2 metres increments marked across main walkway

Signage Social distancing rules

4 Place at main entrance toilets and canteen/communal areas

Pre-occupation set up Sufficient time would be required for setting up the office once staff rotas have been set up, this would involve:

• Affixing signage,

• Taking measurements

• desk reconfiguration,

• moving PC’s and equipment,

• marking walkways and incremental 2 metre spacings,

• installing sanitisers dispensers. In setting up an office it may involve lone working therefore the company lone working process would be implemented.

2.2 Communications to Employees and Managers All the information is then communicated to stakeholders on meeting platforms (Zoom/TeamViewer). Policy, procedures (including fire), and risk assessments are also e-mailed to each employee explaining the following:

• entry and exit procedures,

• individual start/finish times,


• individual break times,

• individual working areas,

• sanitising points,

• use of toilet facilities,

• use of kitchen/canteen facilities. Responsibilities are allocated at each location ensuring the office and its employees comply with the companies

COVID-19 policy and procedures and risk assessment. This means each manager is conversant with the following:

• Ensuring those employees who are in a vulnerable or extremely vulnerable groups are identified, and

appropriate measures are taken.

• All employees are issued with the relevant COVID-19 Health & Safety communications

• The government COVID-19 Five steps to safer, working together poster is completed and displayed

• Companies with over 50 employees are expected to publish their risk assessment finding on their

websites.

• Completing checks at agreed intervals to monitoring measures implemented such as social distancing,

good hygiene practices are still effective.

• Completing checks at agreed intervals for cleaning and ensuring sanitisers are operational.

• Manager to report to line manager in the case of someone sent home ill

• Senior manager completes daily compliance checklist

2.3 General Office Procedures

Social Distancing

Always maintain a 2m distance from others. Should a situation arise where this is not possible, report it to your

line manager.

On entrance to the offices a hand sanitising point will be positioned on the wall immediately inside the corridor

with dispenser and signage. Walkways are marked out and have 2 metre incremental markers and directional

arrows. Markings are also around desks allowing 2 metres distances when seated. Always adhere to all depot

floor markings and signage displayed in relating to Covid-19.


Strictly observe the COVID-19 plan – this will be on display at office entrances and on H & S Board and remain

inside the allocated work zones.

Take breaks in your own work area where possible.

Any team discussions/meeting to take place by teleconferencing by Team Viewer or Zoom, meetings with be

organised by management.

Illness

All employees must follow government self-isolation guidance if they or a person in their household have

symptoms of covid-19. Where self-isolation guidance requires you to not attend work you must inform your line

manager in line with normal absence procedures. Subject to the circumstances and the government’s current

testing guidance the company may book/request you to obtain a covid-19 test. Please refer to the current

advice on the government’s website for details and testing portal. See below link:

https://www.gov.uk/guidance/coronavirus-covid-19-getting-tested

If you fall ill whilst at work:

• Inform your line manager

• Return home immediately and isolate in line with government guidelines

• So far as possible, avoid touching anything in the depot

• Cough or sneeze into a tissue or the crook of your elbow. Dispose of tissues in a bin

• Stay at home and follow government guidance on self-isolation – see below link

https://www.gov.uk/government/publications/covid-19-stay-at-home-guidance/stay-at-home-guidance-for-

households-with-possible-coronavirus-covid-19-infection

Smoking Agree alternative arrangement will staff to avoid communal areas.

Hygiene

Clean your hands for at least 20 seconds using either sanitiser gel or soap and water:

o whenever you enter the premises

o whenever leaving the toilet area

o whenever entering or leaving the canteen

https://www.gov.uk/guidance/coronavirus-covid-19-getting-tested

https://www.gov.uk/government/publications/covid-19-stay-at-home-guidance/stay-at-home-guidance-for-households-with-possible-coronavirus-covid-19-infection

https://www.gov.uk/government/publications/covid-19-stay-at-home-guidance/stay-at-home-guidance-for-households-with-possible-coronavirus-covid-19-infection


o regularly throughout the day

All employees to avoid common touch points such as door handles, keys, handrails, keypads etc.

See handwashing diagram below 2.3.1:


Cleaning

Daily cleaning to take place [Frequency agreed by company]. The senior manager holds responsibility in ensuring all surfaces cleaned and checklist is completed by cleaning provider [Company name] To keep the workplace clean and prevent transmission by touching contaminated surfaces, we undertake daily cleaning at a frequency of [ ] times per day including:

• Cleaning of work areas and equipment between uses, using soap and water followed by anti-bacterial or disinfectant cleaning products.

• Frequent cleaning of objects and surfaces that are touched regularly, such as door handles, light switches, and printers.

• Safe disposal of any wipe or used cleaning products.

• Clearing workspaces and removing waste and belongings from the work area at the end of a shift. The following areas are included in this regime:

• Toilets

• Canteen surfaces (Worktops, Chairs, Sinks Area)

• Common touch points (door handles and light switches)

• Office desks When cleaning is required after a suspected case of COVID-19 we then refer to the specific government guidance for cleaning in non-healthcare setting which includes:

• Wear disposable or washing-up gloves and coverall or disposable overalls for cleaning. These should be double-bagged, then stored securely for 72 hours then thrown away in the regular rubbish after cleaning is finished

• Use disposable cloth to first clean hard surfaces with warm soapy water. Then disinfect these surfaces with the cleaning products you normally use. We pay particular attention to frequently touched areas and surfaces, such as toilets areas handrails in corridors and stairwells and door handles

• If an area has been heavily contaminated, such as with visible bodily fluids, from a person with coronavirus (COVID-19), use protection for the eyes, mouth and nose, as well as wearing gloves and disposable overalls

• Wash hands regularly with soap and water for 20 seconds, and after removing gloves, overalls and other protection used while cleaning


Shared Equipment

During this time there will be NO sharing of depot equipment such as phone (landlines), phones (mobile),

calculators, laptops, PC’s, keyboards, mouse and stationery. Only use items which have been allocated to you.

Bring your own pre-made food and drinks (i.e. flasks) to work where possible, to minimise canteen use

PPE

At this time government are advising that sites should not use additional personal protective equipment against

COVID-19 unless in a healthcare setting.

2.4 Canteen/Kitchen Use

We recommend that employees bring their own pre-made food and drinks (ie flasks) with them at the start of the

day rather than using the canteen.

If staff choose to use the canteen, the following procedures must be followed:

• Do not enter the canteen if it is already in use only one member of staff may be in the canteen at once

• Clean your hands for at least 20 seconds using either sanitiser gel or soap and water when entering and

exiting the canteen

• Assume that surfaces, handles (kettle / fridge / door), buttons (microwave), utensils (spoons, knives etc)

and containers (coffee jar etc) may be contaminated:

o Wash the utensils that you intend to use with soap and water before use

o Sanitise handles / surfaces etc that you intend to use before use

o Avoid touching your face until you have left the canteen and washed / sanitised your

hands

o Avoid transferring contamination from surfaces / handles etc to your mug or plate

• You must supply and use your own mug and / or plate

• Do not make drinks for other members of staff or for customers, visitors, suppliers or give them access

to these areas.


3.0 Risk Assessment

The below gives an example of a completed risk assessment for office activities in respect to COVID-19. It is important that the risk assessment is fully understood. Once the risk assessment is understood, the employee will sign in acknowledgement of this communication. Please note - In the below example we have not completed the likelihood, risk or risk factor (before and after implementing the controls measures) as this will vary from company to company.

Risk =>

Like

liho

od =

>

5

Imminent, more than once a day

5 MEDIUM

10 MEDIUM

15 HIGH

20 HIGH

25 HIGH

Ris

k =>

4 More than once a month, less than once a day

4 LOW

8 MEDIUM

12 MEDIUM

16 HIGH

20 HIGH

3 More than once a year, less than once a month

3 LOW

6 MEDIUM

9 MEDIUM

12 MEDIUM

15 HIGH

2 Between once a year and once every 5 years

2 LOW

4 LOW

6 MEDIUM

8 MEDIUM

10 MEDIUM

1 Less than once every 5 years

1 LOW

2 LOW

3 LOW

4 LOW

10 MEDIUM

No injury or damage

Slight injury - first aid but no time off work

Serious injury or lost time

Very serious - RIDDOR Reportable

Probable fatality

1 2 3 4 5

Severity =>


Activity to be Assessed: Covid-19 Risk Assessment Risk Number:

C19 Last Revised:

May 2020

Persons at Risk: Employees, Pedestrians, Visitors, Contractors, Customers

Exposure Duration: 8 Hours Exposure Frequency:

Daily

Identify the Hazards L S R Control Measures Required L S R

Lack of Social Distancing in office setting

Office areas are zoned for single employee. In addition, the following control measures are

in place to protect office employees:

o One person in marked out zone at any one time, o Some areas have barriers preventing entry o One PC allocated to one person – no sharing o Individual stationery items – no sharing o Phone (mobile and landline) allocated to each staff member and marked

– no sharing o Social Distancing requirement signs visible to employees o ‘Please sanitise hands’ Sign in shop visible to employees o Hand Sanitiser at main entrance, canteen, and toilets for employee use o Cash payments are refused by staff o Any team discussions / meetings to take place on Team Viewer or Zoom o Drivers to minimise time inside premises o Zoom teleconferencing o No car sharing o Senior manager completes daily compliance checklist

Toilets

o ‘Wash hands thoroughly’ Sign Affixed o Hand Wash full o Sanitiser dispenser fitted (to be used following hand dryer)

Canteen area o One person in the area at a time and again assume area is contaminated

and wash surfaces / taps / handles before and after use o ‘One person in area’ sign displayed o No making drinks for each other o Staff to supply their own plates and cutlery


o Recommend that people bring in their own flask o Detergent spray and cleaning products available o Sanitiser dispenser at entry point o Stagger breaks

Lack of hygiene/cleaning/sanitising

All staff clean hands for at least 20 seconds using either sanitiser gel or soap and water:

o whenever you enter the depot

o whenever leaving the toilet area

o whenever entering or leaving the canteen

o regularly throughout the day

All employees to avoid common touch points such as door handles, keys, handrails etc.

Daily cleaning - senior manager is responsibility in ensuring all surfaces cleaned by contract cleaner Senior manager completes daily compliance checklist

▪ Toilets ▪ Canteen surfaces

Manager to report to director in the case of someone infected and a deep cleaning provider authorised should an employee be diagnosed as infected.

If possible, wedge doors open to avoid touchpoints (with the exception of fire doors fitted

with self-closing devices)

Lack of employee communication

o Health and Safety memo system for communications, signed by staff electronically on control measures

o Zoom meeting with senior managers to discuss procedures and implementation

o Zoom training meeting with employees to explain how to follow procedures


Vulnerable groups contract virus Management ensure those employees who are in a vulnerable group are identified and appropriate measures are taken and those extremely vulnerable groups (shielding letters) are supported to stay at home.

Lack of procedure for those who are showing symptoms of Covid-19

Employees who are showing symptoms of Covid-19 of have others in the household

showing symptoms will:

• Inform their line manager

• Return home immediately and isolate in line with government

guidelines

• So far as possible, avoid touching anything in the depot

• Cough or sneeze into a tissue or the crook of your elbow. Dispose of

tissues in a bin

• Stay at home and follow government guidance

• Employer/employee arranges for testing on governments on-line

portal

Overall Rating:

Relevant Information

Refer to COVID-19 Policy and Procedures See also company Lone working policy/Lone working Risk Assessment

Accident/incident potential

Likelihood Level Severity Level

Less than once every 5 years 1 No injury or damage 1

Between once a year and once every 5 years 2 Slight injury - first aid but no time off work 2

More than once a year, less than once a month 3 Serious injury or lost time 3

More than once a month, less than once a day 4 Very serious - RIDDOR Reportable 4

Imminent, more than once a day 5 Probable fatality 5

1 - 4 = low risk but be aware of control measures

5 - 14 = medium risk will implement control measures

15 - 50 = high risk extreme caution, absolute adherence to all control measures

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