As We Emerge

We know these are uncertain times and know that some need to know more, so here’s our hints & tips to help guide you along….As the plans unfold from the government, employers need to plan a gradual return to the workplace, with the principle to care for their people and safeguard the health and well-being of employees. Many workers will be concerned and anxious about travelling to and being in the workplace. Employees will want to know that their organisation is retaining their support for physical and mental health and its current thinking about flexible and remote working.

ESSENTIAL RETURN

If people can work from home they must continue to do so in the interim which will change as lockdown eases. If they cannot work from home, is their worked deemed essential or could the business continue to use the Flexible Furlough Scheme? Giving them the time needed to put safety measures and clear guidance in place.

SAFETY MEASURES

Employers have a duty of care to identify and manage risks to ensure that the workplace is sufficiently safe to return to. Employers should take their time with gradual returns to work to test health and safety measures in practice and ensure they can work with larger numbers before encouraging more of their workforce back.

Here is also the link for employers who qualify for the lateral flow test kits

AGREEMENT WITH STAFF

It is important to have a clear dialogue between employers and their people so concerns, such as commuting by public transport and flexibility can be raised. Ensuring individuals needs, worries and mental wellbeing are being taken into account.

RETURNING

Here is a useful planner from the CIPD to assist you.

MAIN ARRANGEMENTS

The main types of arrangements are:

Business not trading (all staff furloughed) Business traded on a limited basis (some staff furloughed, some working from home or in company premises) or where "essential" workers are currently in work Business trading fully but all staff working from home

COMMON ISSUES

Whatever the arrangements, there are some common issues you will need to address:

You must observe the Government's social distancing guidance which is likely to continue for some time. All staff who can work from home are to carry on doing so.

Where businesses are returning, employers must consider detailed risk management approaches to safeguard employees' health and minimise the risk of infection.

To help with these issues you can:

Use up-to-date Government and public health guidance in relation to COVID-19. The Health and Safety Executive will be conducting spot checks and has also published advice and guidance relating to COVID-19 on its website which may be useful when considering health and safety measures.

SOM, in collaboration with ACAS, Mind, CIPD and BITC have produced a toolkit to help employers plan a return to the workplace in a way that manages risk alongside their legal obligations.

Speak to us about our Mental Health and Well-being training for Managers

PRACTICAL TIPS

Arrange a Virtual video with your employees and showcase the business to overcome fears. Consider part time with the furlough scheme measures or a phased return to work to the premises.

Hold a 121 meeting about changes - changes in company services or procedures, how specific customer queries or issues are being addressed or changes in supply arrangements, as well as any agreed changes to their work duties or tasks. Whilst employers should not attempt to unilaterally change previous terms and conditions, some staff may require a phased return to their full role or want to discuss a new working arrangement, especially if their domestic situation has changed because of the pandemic.

Communication of safety measures Clear rules and procedures to follow in the workplace, home and if they fell unwell Manage distancing with meetings, interviews and other interactions, communal areas such as canteens or kitchen areas, keeping teams of workers working together as small as possible, and staggering working hours.

Continue hygiene measures, regular and effective handwashing. If your premises have been closed for a period of time, consider carrying out a deep-clean before re-opening. You should therefore review your cleaning arrangements, for example ensuring all phones/keyboards/door handles/electronic equipment etc, are wiped daily with anti-viral cleaner. You can refer to the Government guidance for more information. Additional PPE information is available on the Government website. For larger numbers of employees, the current framework for the testing of essential workers and members of their household can be found here. It may mean every employer implementing a systematic approach to their workforce.

Employers should continue to monitor the latest Government guidance and be prepared to act upon any changes, including availability of testing kits.

The personal, emotional and financial risks to peoples' health from this pandemic are psychological as well as physical. Some may take more time than others and will need a period of readjustment. Useful resources such as Mind and advice from Carers UK and Carers Trust can be useful for any employees with caring responsibilities.

Ensure that the organisation culture is inclusive, and that every employee feels they are returning to a supportive and caring environment. The pandemic has had an unequal impact across the workforce in many ways, as different groups of employees and individuals will have been affected in diverse ways according to their job role and individual circumstance.

LEGAL & ADMIN

From 1 July the Government guidance says that adjusted working arrangements must be confirmed in writing; this is especially important if employees are having a phased return to work.

Give staff a reasonable period of notice of requiring them to return to the workplace. This is particularly important given that many people will have additional childcare or other family responsibilities, which they may need to make other arrangements to manage. Although some children may return to school from 8 March not all age groups will be covered initially.

Parents may need to return to work before their child can return to school and relatives cannot undertake childcare while social distancing rules are still in place.

Remember not to use discriminatory criteria; be fair and inclusive and keep in mind the organisations values and the values of diversity.

Inform payroll when furlough has ended, been amended and/or working hours have been adjusted for these staff and that they should return to part or full time. Claim periods will need to be a minimum of one week after 1 July but can be longer to reflect the pay cycle. The grant claim will be based on hours not worked, compared to the employee's normal working hours, which should be paid by the employer as normal.