Re-opening the Workplace Toolkit

1. Inspect the premises

If the property has been left completely unattended, you may find unexpected pests, damage or breakages — all of which need to be addressed before employees return.

Tests to run before the premises is reoccupied might include:

• checking the fire alarm systems, extinguishers and escape routes

• inspecting lifts or pressure systems

• making sure your water systems avoid legionella risks (see Employer Factsheet: Legionella Control During the Pandemic)

• ensuring any asbestos-containing materials have not deteriorated or been damaged.

2. Undertake the necessary risk assessments

These will help you identify the additional control measures and adjustments that will need to be implemented. Use the Coronavirus Return to Work Risk Assessment — Completed Example and Coronavirus Staff at Risk — Risk Assessment Template as a starting point. These assessments should be carried out in consultation with employees or trade unions and should be continually reviewed and adjusted.

The Government has said that: “If possible, employers should publish the results of their risk assessments on their website and we expect all businesses with over 50 employees to do so.”

3. Decide who will return

Will everyone be returning to the workplace or are there some who will continue to work from home for some or all of the time? Don’t forget to continue to support homeworkers. See our Working from Home Toolkit.

4. Consider how to maintain a Covid-secure workplace

You may need to review workplaces, procedures and work patterns. Your coronavirus risk assessment should help identify where controls are needed.

• Should you adjust work patterns and arrival/departure times to reduce the number of employees in the premises at the same time?

• How can you reduce bottlenecks at access points and lifts?

• Do you need screens or barriers for employees?

• What actions should be taken to mitigate the risks of shared equipment?

• How will you maintain distancing and hygiene with regards to bathroom use? See How to make your toilet facilities coronavirus-safe.

• Can you improve ventilation? See updated guidance on ventilation from the HSE and Safer ventilation at work — airborne transmission of the virus.

• Could you implement one-way corridors?

• To what degree do employees need to change how they use break times, and access kitchens, canteens and refreshments on-site?

• What will be the procedure for visitors and contractors?

• Would signs or other visual aids assist in changing behaviour? See Coronavirus — how to change behaviour

• How will the organisation evacuate for a fire or other emergency? What changes need to be made for first aid provision? See also What to do if there is a Covid outbreak at work

• What is your policy on face coverings in the workplace?

We have a variety of Covid-secure features summarising the Government advice for certain sectors and a library of useful Q&As. See also the Coronavirus Toolkit.

5. Establish your cleaning and hygiene needs

The risk assessment should help you identify the optimal cleaning regime. The organisation will need to maintain a high level of hygiene. Government guidance says employers should provide handwashing facilities or hand sanitisers at ”multiple accessible locations”. It might be useful to circulate this Employee Factsheet: Hygiene at Work.

Identify your cleaning needs (eg more frequent cleaning, regular disinfecting of surfaces, handles, keyboards, bannisters, lift buttons, photocopiers, etc) and confirm whether your existing cleaning contractor can fulfil them. Do you need to bring in additional help or order supplies? The Cleaning topic has some detailed advice regarding Cleaning and Covid-19, including how to dispose of cleaning waste.

6. Consider issues around work equipment

Plant and machinery will need to be inspected for deterioration, etc. If employees have taken IT equipment, office furniture or other assets home with them you will need a plan to get them back to the workplace, sanitised and checked.

7. Amend your HS and HR policies accordingly

Obviously there are lots of variables depending on the organisation, its size and activities. Issues to look at might include the following.

• What working hours, shift patterns, and locations need to change?

• Are you making use of the furlough scheme? See Extended Job Retention Scheme (Furlough) FAQs (November 2020 onwards).

• Will work processes change at all? Is there outside space you could use?

• What refresher training or training on new procedures is needed? Can you do it remotely before the return to the workplace? See Getting the most out of virtual learning

• What symptoms will you require employees to report to manage coronavirus transmission? What will be your procedures if there is a suspected case of coronavirus? See our Employer Factsheet: Managing a Suspected or Confirmed Covid-19 Outbreak.

• What adjustments will be made for clinically vulnerable or high-risk employees?

• Will you require work-related travel? How will this be managed? See Getting back on the road: driving safely during Covid-19

• What will be the procedure if a nervous employee refuses to return to work when requested?

• Does your supply chain or procurement process need support or adjustments?

• What will be your policy on the Covid vaccine? See the template Coronavirus Vaccine Policy.

• Will you instigate a workplace testing regime? See our feature Can staff refuse testing and vaccines? and the template In-house Covid-19 Testing Policy.

8. Devise a communications strategy

It is worth involving staff and unions in the planning process and you should keep communications channels open with staff, unions, customers, suppliers and other stakeholders. Once you have a plan, it needs to be communicated carefully to all employees on the understanding that it will likely need to be adjusted as you go. Aim to give employees reasonable notice of a return to the workplace so that they can arrange childcare, investigate commuting options, etc. Your employees must be confident that you are not putting them at risk by asking them to return to work, so let them know the measures you are taking to keep them safe. See Employee consultation and collaboration during the Covid-19 pandemic.

Risk Management

• First aid at work during the coronavirus pandemic

• Safer ventilation at work — airborne transmission of the virus

• How to make your toilet facilities coronavirus-safe

• Managing violence and aggression during the Covid-19 pandemic

Mental Health

• Supporting mental health in the pandemic

• Mental health — staying sane at work during the Covid crisis