It’s A Whole “New Normal” World - Employer Return-To-Work Considerations in the Post-COVID-19 Era (Part 4 of 4)
Part 4: Policies & Protocols
In the movie 9 to 5, three “secretaries” abduct their boss, take control of the office in his absence, and implement a number of new policies in an effort to create a healthier and more welcoming work environment. When the boss finally escapes and returns to the office, he finds the new work environment barely recognizable to the one he had left only a short time before. The basic plot of this iconic 1980’s movie rings familiar as we all look to return to our post-quarantine workplaces. We certainly hear a lot in the media and press conferences that “things will never be same as they were” or that we are “entering a new normal”. This is more than just rhetoric.
As we navigate through the various stages and phases of our economy and businesses reopening, the truth is that our workplaces will look different now than they did on March 12th when most of us said “goodbye”. Employers are faced with workplace conditions, and issues, not contemplated or experienced before.
In this final installment of our 4-part return to work series, we look at policy and protocol considerations for employers in the post-COVID-19 workplace.
1. Review and update existing policies
Employers should review all existing policies, including the following, to ensure they address COVID-related concerns and restrictions:
Health and Safety WHMIS Leaves of Absence
Accommodation Code of Conduct Workplace Harassment
Social Media Technology Workplace Violence
Confidentiality and Privacy Travel Incident Reporting Procedures
Hours of Work/Overtime Work from Home PPE and/or Dress Codes
As necessary, amendments can be introduced on a temporary basis to be applicable only so long as the state of emergency continues in the applicable province. Where this is the case, the temporary nature of the change should be expressly provided for in the policy and clearly communicated to all employees.
Outside of these temporary measures, the way work has been performed throughout the self-isolation period may have identified inefficiencies or work practices which are no longer necessary. For example, is it necessary for your employees to travel to work locations in other provinces or countries to meet with their team when regular video-conferences may work just as well? Prior beliefs about the ability or practicality of a job role being performed remotely, or subject to flexible work arrangements, may be different now that employers have seen their employees perform in a new/ different environment. Workplace policies and procedures should be updated in writing accordingly and any changes communicated to all employees to confirm new practices and procedures.
2. Develop new COVID-19-related policies as needed
Since it is unlikely that employers had social distancing policies/ practices in place prior to COVID-19, as part of their return to work plan employers should develop written social distancing protocols. These protocols must address not only what is expected among employees in the workplace (including in lunchrooms and kitchens during breaks), but also among employees and any member of the public with whom they may meet in the course of their work. This is particularly the case for employment in the retail and hospitality sector, and for employees involved primarily in sales roles which, pre-COVID, included a significant amount of in-person contact. Consideration should be given to limiting the areas of the workplace that visitors will have access to, as well as the number of people who may enter the workplace at a time. For sales personnel, employers may want to mandate (or at a minimum encourage) employees to continue the practice of virtual meetings via video or teleconference until further notice.
Depending on the nature of your business and/or workplace, similar considerations apply regarding the use/wearing of PPE and the sharing of equipment, tools or supplies.
3. Communicating and Training on Policy Changes
As with any new or amended policy in the pre-COVID-19 era, workplace-wide communication and training about expectations, rights and obligations under new and amended policies is key. Even more essential is the timing of the communication. Employers will want to review their return to work plan, policies and protocols before employees return to the workplace. Employee communications can include town-hall meetings via webinar, video-conference or tele-conference for employees currently away from work. Invite employees who are already in the workplace, such as essential workers, as well. While these employees have remained at work under the employer’s COVID-19 restrictions, the re-introduction of their coworkers and greater numbers of people in the workplace means a change to them as well. It’s particularly important for the employer to confirm their commitment to safety and expectations that employees will continue to comply with their health and safety obligations.
Employers should keep records of all training provided and all training documents. Attendance records are also important to confirm that your entire workforce has received and reviewed all communications about your return to work plan.
Policy and procedure communication should physically be evident in the workplace as well. Signage and postings offer a good reminder to employees about the importance of these matters and support the employer’s commitment to preventive measures to protect against the COVID-19 virus. Other options may also be considered for a regular “resource room” which employees, including those that remain part of the remote workforce, can regularly access. For example, employers may elect to establish online FAQ sheets, videos or a portal where the complete return to work plan may be found.
4. Maintain communication with your employees
If your workplace is like ours at Piccolo Heath, your method and level of communication among your teams and employees has significantly changed since work-from-home arrangements began in mid-March. In the case of remote working arrangements, the increased scheduled communication by phone or video has helped to maintain employee morale and engagement and allowed for regular more formalized check-ins on productivity and workflow. With the return to offices inching closer, there is no reason this needs to change. A return to the workplace does not mean that your communication methods and strategies need to be relaxed. In anything, a “new normal” may very well be the best course.
Even with the lifting of restrictions and the re-opening of businesses, it will be important to continue communicating with employees about changes as and when they occur. Businesses will not be back to regular business operations right away and employees will still want to know what is going on. As operations begin again and more people return to work employers will want to review the effectiveness of their COVID-19-related measures and make adjustments to respond to the ongoing changes we all know to be the “norm” under COVID-19. For that reason, employers should continue regular meetings and communications, including virtual meetings with employees who continue to work remotely.
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We know that each business faces unique challenges both in and out of the COVID-19 era. Planning for the new normal will be different for each employer as they plan for the next phases of their operations. Like every other business in Ontario, we at Piccolo Heath are interpreting the new laws and regulations and guidelines in order to return to our physical workplace. We continue to be available to provide assistance to employers making these critical business decisions. Welcome back to the future of work!
