Back2Work Gameplan

You've asked for it and we listened. Here's an ever-growing roster of ideas and concepts to include in your company's back to work plan. Want to add to the list? Shoot us your requests or ideas here.

Edify Clients will receive turnkey examples of each type of policy and procedure via email. If you're interested in receiving examples, please let us know.

Policies

  • We're guessing your old sick policy did not address coronaviruses.

      • Considerations:

          • Revised return to work guidelines after a fever

          • Employees with COVID-19 positive people in their home (known exposure scenarios)

          • Additional unpaid time off to address a potential 14 day quarantine window.

  • Your time off policy might become a bit more complicated.

      • Considerations:

          • If an additional outbreak occurs resulting in the shutdown of schools and daycares, your employees may need to take time off to care for their children. FMLA compensates employees working for companies over 50 employees for 12 weeks while they take care of their child under quarantine scenarios.

          • Sick time combined with paid time off in one bank may be ill advised if your employees are subject to a 14 day quarantine period.

          • You may want to considering easing unpaid time off restrictions to allow for wiggle room during future outbreak scenarios.

  • Your benefits eligibility policy must address layoffs, furloughs, and return to work guidelines.

      • Considerations:

          • If many employees are laid off (fully terminated) due to shutdown, your plan rates may be subject to change (for those who do remain on the plan). Refer to your plan contract to assess when the group requires a new underwriting submission.

          • If an employee is furloughed (temporary leave) how do you plan to proceed with their benefits? Will you cover their premiums? If not, how do you plan on collecting premiums? Check out this resource to review your options.

          • While you would like to invite employees back onto your plans immediately upon return, your insurance carriers may not be so keen. Double check that your return to work eligibility matches your carrier's plan documents.

  • If you have a community food policy, it's time to update it. If you don't have a community food policy, we recommend you draft one.

      • Considerations:

          • While we'll all miss Carole's famous peanut butter cookies, we recommend leaving all homemade goods at home. Only sealed foods made in a health department inspected kitchen should be allowed.

          • Anyone distributing food should take precautionary measures.

  • Your past anti-retaliation policy likely covered the typical concerns: leave, unethical behavior, harassment, etc.

      • Considerations:

          • You may want to add a clause to include sanitary practices or lack thereof.

          • Include a new process that employees can submit suggestions or concerns to management regarding sanitation and/or disease transmission.

  • Update your telework policy.

      • Considerations:

          • You may want to consider installing VPNs on employee laptops, if you haven't already.

          • Clearly outline when telework is permitted, encouraged and prohibited.

          • As needed, offer resources to employees to make their teleworking space more productive.

Procedures

  • Cleaning/Disinfecting

      • You need to have a procedure that outlines how daily cleaning will occur, who will do the cleaning, and a system for accountability (if necessary).

      • We recommend you develop a procedure to address cleaning/disinfection if an employee tests positive. A decontamination process should be more thorough.

      • Consider using a product like Glo Germ to assess your frequently touched areas.

  • Temperature checks are allowable by the EEOC, during outbreak scenarios. If you intend to check the temperature of each employee, you must develop a process that both maintains the privacy of employees and the safety of the thermometer reader.

      • Keep in mind that any temperature screens MUST be applied to all staff uniformly to avoid discrimination concerns.

  • Develop a procedure for workplace contact tracing in the scenario of a COVID-19 positive employee. We recommend your HR perform the task.

Environmental Changes

  • Take a few moments to modify your communal areas (lunch rooms, coffee stations, etc.) to maintain social distancing. It may be helpful to encourage employees to eat at their desks or in their car.

  • If you offer silverware in your cafeteria, transition to individually wrapped disposable silverware.

  • Section off every other stall in multi-stall bathrooms.

  • Restrict the number of people within an elevator and consider developing directional/one-way stairwells.

  • To reduce the total number of employees present onsite, consider shifting schedule and break times.

  • If your office has tightly knit cubicles, consider plastic "sneeze guards" to place on top the the cubicle walls.

  • Consider implementing a strict clean-desk policy so that non-essential items are not stored on the desk, but rather enclosed in cabinets or drawers. Supply disposable daily paper placemats for use at each desk.

  • Increase the air exchange rate within your building to reduce aerosolized viral particles.

  • Assuming security is not a concern, modify your doors to be push/kick open and not latching. By pushing or kicking open, employees can avoid touching a frequented surface.

  • Consider revamping your reception area:

      • Virtual concierges

      • Disable/decommission/remove registration kiosks/touchscreens

          • Touchless registration via personal mobile phone

      • Disposable sticker security tags rather than recycled clips or lanyards

      • Remove reception furniture to reduce public touchpoints

      • Provide PPE to building guests