With the aid of surveys, assessments and reviewing of the existing systems, layout, use, equipment and procedures the entire business activities and services should be viewed with the aim to ensure the systems and procedures in place are Covid secure.
It is essential that the Covid considerations do not overlook the pre existing and identified hazards and all elements of the Covid secure review should work from the starting point of pre existing risk assessments and safe working systems. Consider the governing body in each area and compliance to the current guidance as required in each area/region.
Any adaption and or revision of these for the Covid approach must never lose sight of the basic requirements for a safe working space and should at all times consider the existing regulations.
This is an opportunity to review your business from top to bottom and the use of the established Risk Assessment system and Hierarchy of Controls should be relied on to achieve the best possible solution and outcome.
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If you need further support please contact HornerSalus:
info@hornersalus.com // 020 8954 6333
____________________________________________________________________
Communication
At this time it is essential that all employers consult with staff and visitors to identify and understand their concerns and fears:
-
Consider the use of staff and visitor surveys to establish concerns and challenges
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Confidence is key either perceived or real concerns of staff and clients should be addressed
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Understanding and implementation requires staff to accept and adopt the amended controls
-
Be flexible in approach with clear guidance adoption and current approach controls - cost is not
a reasonable concern at this stage if not meeting basic guidance - be prepared to revisit
multiple times and be reactive to the developing situation
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Use positive reinforcement with signage, posters, physical divisions and markers to reinforce messaging
-
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Government - Talking with your workers about Coronavirus
https://www.hse.gov.uk/news/assets/docs/talking-with-your-workers.pdf
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Personal Hygiene
Raise awareness and increase provisions in place to enable adoption of greater emphasis on personal hygiene, limit the areas of contamination and the need to share equipment or areas.
How to avoid catching and spreading germs, there are things you can do to help stop germs like coronavirus spreading:
• Ensure social distancing of 2 metres is in place (where possible)
• Ensure all equipment and personal items are properly cleaned and sanitised - this is in relation
to equipment such as radios, phones or any such which can come into contact with the face or
hands
• Be aware of common items you may touch - door handles, handrails, kitchen and work
equipment (in shared spaces)
• Wear face coverings in public places where social distancing may not be possible - public
transport, shops etc.
• Always carry tissues with you and use them to catch your cough or sneeze. Then dispose of
the tissue responsibly or take with you until you can, and wash your hands, or use a sanitiser
gel
• Wash your hands often with soap and water, especially after using public transport. Use a
sanitiser gel if soap and water are not available
• Avoid touching your eyes, nose and mouth with unwashed hands
• Avoid close contact with people who are unwell
- The key message is try not to panic and or over react and maintain sensible precautions and
personal hygiene.
Workplace layout and circulation
It is advised that you look at your workplace and consider the layout and use of the spaces, identify
within the business requirements that you have considered:
• Separate entry exit points
• The physical use of barriers and signage to reinforce 2 metre social distancing
• One way system
• Controlled use of shared spaces - welfare areas and toilets
• Removal of hot desks
• Work stations separated or excluded to maintain safe spacing
• Reduced staff occupancy
Team selection - look to have identified coworker groups to reduce possible exposure “shift
patterns”.
This can be aided with the use of staff surveys to identify common groups such as travel methods
or vulnerability so all staff are in the same risk awareness group.
General Hygiene
The cleanliness of the workplace should be assessed, you should establish suitable cleaning
regimes with an increased frequency and or revised waste streams to minimise contact and or use
of areas.
Consider your waste products and the potential increase in personal items (PPE) which may be
single use and considered to be of higher risk at this time.
Staff Roles
Where able identify the roles that can be effectively undertaken from home and continue to
encourage the Work From Home approach. Where a role is both business critical and can’t be
undertaken from home then identify the minimum number of staff required and ability of your staff
to attend the place of work, this may allow split shift pattern for the same role and allow greater
flexibility in covering the position.
Consider the use of shift patterns and identify as able staff that can work comparable shift patterns
reducing the interaction of groups by implementing phased patterns of work which limit staff and
reduce the need to change staff members using designations of shift patterns e.g. red, green &
yellow or first, second or third shifts.
This may allow a longer working day to facilitate productivity but reduce individual staff hours and
limit numbers in the work place.
Where able you might be able to group staff in a way that makes both business sense and allow
travel restrictions, for example those that can drive in could cover the peak public transport use
and those that have to use public transport have a shift time that allows for a later start.
This can be by department or company wide and would very much depend on your understanding
of staff travel options and restrictions.
____________________________________________________________________
If you need further support please contact HornerSalus:
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____________________________________________________________________
Staff & Visitor illness
If you are likely to have staff or visitors that may have or come into contact with somebody that has
Covid symptoms they should seek medical assurance and advice in relation to their own
circumstances and self isolate as directed by NHS111 service and guidance - Stay alert, control
the virus, save lives.
UK Government NHS messaging
https://www.nhs.uk/conditions/coronavirus-covid-19/
Controls you should consider would be:
• Staff - send any member of staff exhibiting Flu-like symptoms home
• Ensure social distancing of 2 metres is in place (where possible) (reduced to 1m from July 4th)
• Ensure all equipment and personal items are properly cleaned and sanitised
• Be aware of common items you may touch - door handles, handrails, kitchen and work
equipment (in shared spaces)
• Ensure suitable welfare facilities are available with access to hand washing and or hand
sanitisers
• Ensure all waste such as tissues is disposed of and handled with the correct approach and
precautions - use of PPE and suitable waste handling
Vulnerable groups that require specific consideration and controls
The Government have highlighted that the persons below are at increased risk of serve illness of
the virus:
• Aged 70 or older (regardless of medical conditions)
• Under 70 with an underlying health condition listed below (i.e. anyone instructed to get a flu jab
as an adult each year on medical grounds):
• Chronic (long-term) respiratory diseases, such as asthma, chronic obstructive pulmonary
disease (COPD), emphysema or bronchitis
• Chronic heart disease, such as heart failure
• Chronic kidney disease
• Chronic liver disease, such as hepatitis
• Chronic neurological conditions, such as Parkinson’s disease, motor neurone disease, multiple
sclerosis (MS), a learning disability or cerebral palsy
• Diabetes
• Problems with your spleen – for example, sickle-cell disease or if you have had your spleen
removed
• A weakened immune system as the result of conditions such as HIV and AIDS, or medicines
such as steroid tablets or chemotherapy
• Being seriously overweight (a BMI of 40 or above)
• Those who are pregnant
____________________________________________________________________
If you need further support please contact HornerSalus:
info@hornersalus.com // 020 8954 6333
____________________________________________________________________
Risk assessment requirements
You should consider carefully asking your employees to return to their place of work without proper
plans in place. These will be needed to effectively protect your employees from the risks connected
to Coronavirus.
Identified within the Government guidance section 'Working safely during coronavirus’ the first step
is to ensure a suitable risk assessment has been completed.
Before restarting work you should ensure the safety of the workplace by:
• carrying out a risk assessment in line with the HSE guidance
• consulting with your workers or trade unions
• sharing the results of the risk assessment with your workforce and on your website
As an employer, you’re required by law to protect your employees, and others, from harm.
Under the Management of Health and Safety at Work Regulations 1999, the minimum you must do
is:
• identify what could cause injury or illness in your business (hazards)
• decide how likely it is that someone could be harmed and how seriously (the risk)
• take action to eliminate the hazard, or if this isn’t possible, control the risk
Assessing risk is just one part of the overall process used to control risks in your workplace.
Working safely during coronavirus
https://www.gov.uk/guidance/working-safely-during-coronavirus-covid-19/5-steps-to-working-safely
Legally speaking
Employers legal duties
Regulations
The underlying regulations dictate that:
a. employers have a legal duty to ensure the health, safety and welfare of all employees during the
course of employment (The Health and Safety at Work Act 1974) and,
b. employers have a duty to take reasonable measures, ensure a safe place of work and provide
appropriate equipment (Management of Health and Safety at Work Regulations 1999).
A breach of such duty could result in an employer being found criminally liable and having to
compensate employees for injury and losses which they prove were caused by, or materially
contributed, by a failure to meet such duty.
Common law
Additionally, a common law duty of care requires employers to take steps to contain infectious
diseases and prevent the infection of others or the exposure of others to the risk of infection. It is
worth noting, that COVID-19 has been has been declared an infectious disease subject to statutory
control as from 28 February 2020 (requiring notification by a medical practitioner who becomes
aware or suspects an instance of such disease to a medical officer of health and the Health and
Safety Executive Health Protection Surveillance Centre) - (Infectious Diseases (Amendment)
Regulations 2020).
Discharge and mitigation
To discharge your duty of care, businesses must show that they took reasonable steps in
mitigating the relevant risks. Generally, this requires implementing policies and procedures that are
based on and follow the latest Government guidance.
It is important that such policies and procedures are tailored to a business' specific risks (following
an appropriate risk assessment) supported by evidence of implementation and, of material
importance, communication to staff and other impacted persons.
Our Opinion
It would seem reasonable for employers to follow all Covid 19 guidelines on Health and Safety
published by Public Health England during the pandemic and closely monitoring and implementing
the Secure Guidelines and any further advice from Government and relevant industry bodies and
trade authorities.
At this time events are not possible but that does not mean we can’t plan for a potential return of
events and as such understanding your supply chain, the realistic deliverable services and time
scales within the current environment is key. The documentation required to evidence the process
and planning requirements or considerations has never been more important to remain flexible and
open to a return to staging events.
The planning of any event at this stage can only be based on current guidance and as such you
must consider:
• Travel of staff and visitors (when permitted) - use of modes of transport and avoidance of the
need for public transport
• Use of virtual or remote content
• Supply chain limitations
• Event environment - indoors/outdoors
• Management controls and supervision
• Build schedules
• Social distancing - avoiding / minimising queues
• Creating a linear or one way event to aid circulation and control of social distancing
• Additional hygiene requirements
• Limiting touch points
• Communication of steps taken to be Covid Secure - to both staff and attendees
• Signage, barriers, posters, vinyls etc.
• Media messaging to all parties - social responsibility
Be prepared to be flexible in your planning and manage clients' expectations based on the
permitted activities and challenges for staging any event.
Remain creative and look to work within the guidelines and not try to make your event fit them but
design the controls into your event experience.
At this stage the guidance does not permit any form of events and as such costs and controls for
planning are challenging so be prepared to adapt and amend the plans within the client brief as the
situation changes.
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Risk assessment requirements
Event planning
When planing for a return to events, review your existing documentation, policies, procedures and
systems.
Consider these points:
|
Assessment process - Document all steps |
Controls - Document all steps |
Support - Document all steps |
Social distancing - compliance |
Design your event to include social distancing from the outset.
Avoid designing an event then trying to apply the rules and guidance.
Consider the guest journey and how you make social distancing a part of the experience that is followed without being a bolt on. |
Consider a linear event with areas and reduced capacity.
Limit arrival times Avoid any queueing or congregation of guest or staff.
Ensure any surfaces are cleanable and implement cleaning regime Consider the use of sanitiser stations throughout the space Limit the amount of interaction required by attendees (consider use of touch screens or demonstration equipment) |
Ensure simple information with a clear message is circulated and in place at all stages of the event.
Confidence in the systems and controls is critical for a sustainable return to events.
Consider surveys and feedback on steps taken and look to maintain constant assessment this can be undertaken in the planning stage to alter the design of the event and or to adapt future events. |
What steps have you taken to protect guests and staff - social responsibility |
Design will play a huge role in this area By designing out problem areas or activities you will resolve most issues.
Have you considered the additional requirements of vulnerable groups (identified in normal circumstances as well as under COVID). |
Ensure all staff are fully briefed and aware of their roles with training in place from the outset Identify the steps taken and materials used to mitigate risk.
Consider the impact on supporting attendees who may need additional support in attending your event. |
As part of your event promotion a clear message must be given and convey all the steps taken to protect both staff and attendees.
Identify your reason for staging the event make the message positive and offer an advice line for engaging with guests in advance to satisfy themselves that you have considered their needs. |
Communication |
The impact of your return to work or continued services may be scrutinised by both public and clients alike Ensure you have a suitable response and documentation to support your approach. |
Identify the controls in place and conformity to government guidance.
Remember if your industry or service is specifically identified in lock down this is critical to establish why you are operational and how you have conformed to both the guidance and the ethical approach. |
Publish your approach and reasons for delivery of services - be clear on the steps taken and your approach.
Listen to feedback and respond appropriately, as required, to concerns and changing guidance. |
Groups of people |
Using streaming tools to avoid attendance, unless necessary Can the event be held outdoors or in well- ventilated rooms whenever possible. |
Only absolutely necessary participants should attend events and should maintain 2m separation throughout.
Avoid transmission during events, for example, from sharing materials, business cards and other objects.
Provide hand sanitiser in all event areas.
Use floor signage to help people maintain social-distancing such as toilets where queues typically form.
Set up seating and tables to maintain spacing and reduce face-to-face interactions |
Ensure simple information with clear message is circulated and in place at all stages of the event.
Supervision must be in place to ensure all controls are in place and remain effective. |
If you need further support please contact HornerSalus:info@hornersalus.com // 020 8954 6333
Reinforce the need to have a wide ranging approach which looks at all elements / stages of the
business with the reminder to have in place:
• Staff, visitor and supply chain surveys/questionnaires
• Plans and proposed layouts for use and information
• Checklists to identify compliance
• Identified responsible persons to continually assess the guidance and implementation
• Use of task, activity and area Risk Assessments
• Remain flexible and review more frequently the approach
All the steps outlined here may seem daunting but if you approach the challenge methodically and
break down the process for a return to work into simple bite-size elements you will be able to see
where your challenges are and qualify the time and resources required to establish a Covid secure
workspace / event.
Summary
Reinforce the need to have a wide ranging approach which looks at all elements / stages of the
business with the reminder to have in place:
• Staff, visitor and supply chain surveys/questionnaires
• Plans and proposed layouts for use and information
• Checklists to identify compliance
• Identified responsible persons to continually assess the guidance and implementation
• Use of task, activity and area Risk Assessments
• Remain flexible and review more frequently the approach
All the steps outlined here may seem daunting but if you approach the challenge methodically and
break down the process for a return to work into simple bite-size elements you will be able to see
where your challenges are and qualify the time and resources required to establish a Covid secure
workspace / event.
____________________________________________________________________
If you need further support please contact HornerSalus:
info@hornersalus.com // 020 8954 6333
____________________________________________________________________
Additional services
We have produced a Coronavirus specific set of risk assessments and method statements that
when used as designed can be tailored to individual Company needs by assessing the specifics of
the business on a case by case basis.
The process involves an initial consulting period whereby we provide a coronavirus survey and
questionnaire specific to the type of business activity, this includes the following areas:
• Return to work - office
• Return to work - warehouse
• Return to work - venue (staff and tenants)
• Return to work - retail
• Return to work - restaurant / bar
• Return of events*
*As this is not yet permissible we will build on this to consider all available guidance for when
events are allowed and will then grow this to consider medium and large events over the course of
the coming months.
We then provide the risk assessment framework to you with the relevant tasks and hazards
addressed, along with a series of recommended control measures and actions. You are then
tasked with identifying your explicit control measures and provisions in place to address the
hazards. We then review your comments and offer further recommendations, where necessary,
and finally add a simplified residual risk rating to establish whether your control measures are
suitable.
Should you wish to explore this further, then please use the above contact details to find out more.
Further guidance
HSE Coronavirus (COVID-19): latest information and advice
https://www.hse.gov.uk/news/coronavirus.htm?
utm_source=hse.gov.uk&utm_medium=refferal&utm_campaign=coronavirus&utm_content=home-page-banner
Government 5 steps to working safely
https://www.gov.uk/guidance/working-safely-during-coronavirus-covid-19/5-steps-to-working-safely
Working safely during coronavirus (COVID-19)
https://www.gov.uk/guidance/working-safely-during-coronavirus-covid-19
Close contact services
Guidance for people who provide close contact services, including hairdressers, barbers, beauticians, tattooists, sports and massage therapists, dress fitters, tailors and fashion designers.
https://www.gov.uk/guidance/working-safely-during-coronavirus-covid-19/close-contact-services
Construction and other outdoor work
Guidance for people who work in or run outdoor working environments.
https://www.gov.uk/guidance/working-safely-during-coronavirus-covid-19/construction-and-other-outdoor-work
Factories, plants and warehouses
Guidance for people who work in or run factories, plants and warehouses.
https://www.gov.uk/guidance/working-safely-during-coronavirus-covid-19/factories-plants-and-warehouses
Heritage locations
Guidance for people who work or volunteer in heritage locations.
https://www.gov.uk/guidance/working-safely-during-coronavirus-covid-19/heritage-locations
Hotels and other guest accommodation
Guidance for people who work in or run hotels and other guest accommodation.
https://www.gov.uk/guidance/working-safely-during-coronavirus-covid-19/hotels-and-other-guest-accommodation
Labs and research facilities
Guidance for people who work in or run indoor labs and research facilities and similar environments.
https://www.gov.uk/guidance/working-safely-during-coronavirus-covid-19/labs-and-research-facilities
Offices and contact centres
Guidance for people who work in or run offices, contact centres and similar indoor environments.
https://www.gov.uk/guidance/working-safely-during-coronavirus-covid-19/offices-and-contact-centres
Other people's homes
Guidance for people working in, visiting or delivering to other people's homes.
https://www.gov.uk/guidance/working-safely-during-coronavirus-covid-19/homes
Restaurants, pubs, bars and takeaway services
Guidance for people who work in or run restaurants, pubs, bars, cafes or takeaways.
https://assets.publishing.service.gov.uk/media/5eb96e8e86650c278b077616/Keeping-workers-and-customers-safe-during-covid-19-restaurants-pubs-bars-takeaways-230620.pdf
Shops and branches
Guidance for people who work in or run shops, branches, stores or similar environments.
https://www.gov.uk/guidance/working-safely-during-coronavirus-covid-19/shops-and-branches
Vehicles
Guidance for people who work in or from vehicles, including couriers, mobile workers, lorry drivers, on-site transit and work vehicles, field forces and similar.
https://www.gov.uk/guidance/working-safely-during-coronavirus-covid-19/vehicles
The visitor economy
Guidance for people who work in hotels and guest accommodation, indoor and outdoor attractions, and business events and consumer shows.
https://www.gov.uk/guidance/working-safely-during-coronavirus-covid-19/the-visitor-economy
Coronavirus Act 2020
http://www.legislation.gov.uk/ukpga/2020/7/contents/enacted
LGA - managing licensing and related issues during the COVID-19 pandemic
https://www.local.gov.uk/approaches-managing-licensing-and-related-issues-during-covid-19-pandemic
Government guidance on businesses and venue restrictions
https://www.gov.uk/government/publications/further-businesses-and-premises-to-close/further-businesses-and-premises-to-close-guidance
COVID-19 Secure in 2020 approved 5-steps statement
https://assets.publishing.service.gov.uk/media/5eb97d30d3bf7f5d364bfbb6/staying-covid-19-secure.pdf
Please note this guidance document does not constitute legal advice and no reliance should be
taken upon it. We must also stress that this is a fast changing scenario and as such this document
only provides a summary of general guidance available at the time of writing. Please continue to
check the latest Government guidance.
____________________________________________________________________
If you need further support please contact HornerSalus:
info@hornersalus.com // 020 8954 6333