Reopening Challenges

Across the country and the world, organizations of all types and sizes are considering – or beginning – the reopening process in unprecedented times that include social unrest as well as coronavirus. Challenges abound, and many center on creating a physically and emotionally safe work environment for returning employees. A Gallagher report, “COVID-19: Returning to the Workplace in a New Reality,” notes there are risks inherent in attempting a return to a “pre-COVID-19 status quo.” Now is not the time for business as usual. Instead, it’s a chance to grow and respond to this new reality with fresh vision and new tools.

Where to look for help

As employers make preparations for bringing back employees who have been working from home (many for the first time), they will find guidance from agencies and political officials in their area. Federal leaders like Dr. Anthony Fauci (director of the National Institute of Health’s Allergy and Infectious Diseases division) and agencies, including the Center for Disease Control and Prevention (CDC), have issued directives throughout the pandemic, changing advice as science and experiences provide new insights. However, in the absence of strong federal guidelines, the burden of leadership has fallen on state and local officials and entities. In an article^1, Denise Macik, of G&A, an HR outsourcing firm, reminds employers that they must consider guidelines from all these sources when developing their reopening strategies. Compliance is essential. Safety is the priority.

Approaches will vary

While there is no way to guarantee a virus-free environment, there are many ways to reduce the risk of employees contracting COVID-19 once they return to the workplace. Here are some:

• Bring workers back in waves – Being physically present in the workplace impacts some jobs more than others. Not everyone needs to return at the same time.
• Continue remote working options – Allow employees who can do their work from home to do so, creating a mix of in-office and remote workers. The Gallagher report shows a variety of responses to this option:
  • Some organizations, 19%, will continue the work-from-home option only until orders to shelter in place are lifted.
  • A larger number of respondents, 54%, indicated that they would extend that period for a few weeks or months after the directives are lifted.
  • The majority of respondents, 86%, favored continuing the option to work from home after the crisis has passed.
• Provide workspaces that provide social distancing, face mask requirements, and hand-sanitizing supplies – Many states are now requiring everyone to wear face masks in public buildings. The Americans with Disabilities Act (ADA) allows employers to require employees to wear face masks. However, an adjustment may be necessary if an employee requests accommodations. In an HR Drive article². Michael D. Wong, a partner at SmithAmundsen, advises that it is a best practice for employers to make a statement that includes an invitation for accommodation requests.
• Preform screenings – Employers may not be able to test employees every day, but some screening protocols are in order. (Be aware of compliance issues⁴ that come with testing, screening, contact tracing, and reporting. Make sure you are aware of the laws and their requirements.) Checking temperatures, daily health declarations, or self-certification are some options.

Keep records

Contact tracing is one way to lessen the spread of COVID-19, and accurate records are vital to that effort. Haniel Lynn, CEO of Kastle Systems, told HR Drive that screening and record-keeping that comply with local mandates are necessary.  She continued, “To make this manageable and enforceable, you need an integrated system that: administers screening to occupants daily before they arrive (such as via a phone app), [and] records responses daily for each individual at the central occupant identity database, so it’s easy to run reports for auditing purposes.¹”

Moving forward

Employers should frequently check the OSHA⁴ and CDC COVID-19⁵ websites and their state and local information centers for updates. However, and whenever you decide to move forward with bringing employees back into the workspace, make sure to communicate clearly about policies and expectations, right from the start. Clear and consistent communication, flexibility, and compassion build trust and boost morale in these stressful times.

Technology helps

For daily health monitoring and reporting to take place, employers will likely use some form of technology. If you are a Sage HRMS HR Actions user, you could create a COVID-19 Testing form in that software and then use Sage HRMS HR Analytics to pull that data and create reports.

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Sources:

1. 6 considerations for employers reopening the workplace
2. Mailbag: Does the ADA allow us to require masks in the workplace?
3. COVID-19 contact tracing: risks and requirements
4.  United States Department of Labor Occupational Safety and Health Administration (OSHA)
5. Centers for Disease Control and Prevention (CDC) Coronavirus (COVID-19)