Working Safely During the Coronavirus (COVID-19) Outbreak

Table of Contents

1. Overview

This guide is mainly for employers, but workers and self-employed individuals may also find it helpful.

It provides steps to ensure a safe workplace and minimize COVID-related risks while operating or reopening a business.

Begin by reviewing and updating your risk assessment to address potential coronavirus hazards. This will help determine the necessary measures to keep the work environment safe and protect employees.

This guide explores practical steps for maintaining workplace safety. It covers essential topics like social distancing, shift adjustments, cleaning procedures, and effective communication with staff.

2. Risk Assessment

Employers are responsible for protecting people from harm, including taking necessary steps to reduce the risk of coronavirus. Conducting a COVID-19 risk assessment helps identify potential hazards and implement safety measures.

You should:

Determine which tasks or situations might lead to virus transmission.
Consider who may be at risk.
Assess the likelihood of exposure.
Eliminate the risk if possible, or put controls in place to minimize it.

Documenting the assessment is not required if your business has fewer than five employees, but keeping records may still be beneficial.

Guidance is available to help businesses operate safely and reduce COVID-related risks.

Some recommended precautions include:

Enforcing social distancing measures.
Adjusting work shifts to reduce crowding.
Providing extra handwashing stations.

3. Communicate with Workers and Share Information

Keeping employees informed and involved in workplace safety measures helps manage coronavirus risks effectively. Engaging with staff allows you to:

Explain planned changes to ensure a safe working environment.
Gather feedback to refine and improve safety measures.
Maintain smooth and safe business operations throughout the outbreak.

4. Remote Work

Anyone who is able to work from home should do so.

To support employees working remotely, employers should:

Provide necessary tools such as a computer, phone, and video conferencing software.
Maintain regular communication, checking in on their well-being and addressing any concerns.

5. Ensuring a COVID-Secure Workplace

If a risk assessment shows that some employees cannot work remotely – such as those operating machinery or working on construction sites – adjustments should be made to reduce risks and create a COVID-secure environment.

Entrances and Exits

Stagger arrival and departure times to prevent crowding at entry and exit points.
Set up handwashing stations for employees to clean their hands upon arrival and departure. If sinks are unavailable, provide hand sanitizers.

Social Distancing

Maintain a 2-metre distance between workstations and assign only one person per area. If spacing is limited, reduce the number of people in a shared space as much as possible.

To help enforce social distancing:

Mark work areas with floor tape or paint.
Post signage reminding employees to keep a 2-metre distance.
Install barriers or screens to create physical separation.
Arrange workstations so employees sit side-by-side rather than face-to-face.
Limit movement within the workplace by restricting unnecessary trips, rotating tasks, and reducing shared use of lifts and vehicles.
Control access in high-traffic areas such as corridors, turnstiles, and walkways.
Allow only essential travel within buildings and between sites.

Government guidance provides more details on workplace social distancing. Additional resources are available for employers in Scotland and Wales on maintaining safe workplace practices.

Breaks and Canteens

Stagger break times to prevent overcrowding in rest areas and canteens.
Encourage employees to take breaks outdoors and remain on-site during working hours.
Consider offering pre-packaged meals to limit the need for fully open canteens.
Rearrange seating in common areas to maintain distance and minimize face-to-face interaction.

Face covering and masks

Wearing face coverings or masks can help reduce the spread of COVID-19, especially in situations where maintaining physical distance is difficult. Employers should assess whether masks are necessary based on workplace risks and government guidelines. Providing masks, educating employees on proper usage, and encouraging compliance can enhance safety. In areas with close contact, combining face coverings with other measures – such as ventilation and distancing – offers better protection.

6. Safeguarding Vulnerable Employees

Employers are legally required to protect their workers from harm. Special attention should be given to those at higher risk of severe illness from coronavirus, ensuring appropriate measures are in place to reduce their exposure.

During the COVID-19 outbreak, the government classified certain individuals as clinically extremely vulnerable and advised them to shield.

Shielded employees face a greater risk of severe complications from the virus. They were not allowed to return to the workplace before July 31, 2020, in Scotland, August 1, 2020, in England, and August 16, 2020, in Wales, when shielding restrictions were eased.

Supporting Shielded Employees Returning to Work

Conversations with shielded employees about their work arrangements are essential. Every effort should be made to enable them to work remotely whenever possible.

When shielding measures are lifted, and remote work is not an option, employers must frequently reassess workplace risks and take all reasonably practical steps to protect these employees.

For workers in shielded categories, precautions should be clearly communicated. Assigning tasks that allow for strict social distancing is one way to minimize risk.

These considerations also extend to employees who live with someone classified as clinically extremely vulnerable.

Pregnant Workers

During the pandemic, pregnant workers have been advised to follow strict social distancing to lower their risk of severe illness from coronavirus.

Employers are required to implement safety measures if a significant health and safety risk is identified for a new or expectant mother. This has long been a workplace requirement.

Some pregnant employees face a higher risk of serious illness from COVID-19. Those in this category should have received a shielding letter from the NHS instructing them:

To remain at home whenever possible.
That they are not expected to be in the workplace.

Employers must consider this when conducting a risk assessment.

If necessary safety measures cannot be implemented – such as job modifications or remote work – pregnant employees should be placed on paid leave. This follows Regulation 16(3) of the Management of Health and Safety at Work Regulations 1999.

7. Cleaning, Hygiene, and Hand Sanitizer

Displaying signs and posters can remind employees to wash their hands properly, cover coughs and sneezes with their arms, and avoid touching their faces.

Handwashing

Provide handwashing stations with running water, soap, and paper towels.
Offer hand sanitizers in areas beyond restrooms.
Place hand sanitizer near entry and exit points for vehicles or delivery handling when handwashing is not possible.

Maintaining Clean Surfaces

Keeping surfaces clean is essential. Increasing the frequency of cleaning and sanitizing areas that may not typically receive attention helps reduce risks.

Regular Equipment Cleaning

Establish clear cleaning guidelines for toilets, showers, and changing areas to maintain hygiene and allow for social distancing.
Sanitize workstations and equipment after each use.
Disinfect frequently touched objects and surfaces regularly.
If tools, machinery, or vehicles are shared, ensure they are cleaned thoroughly between uses.

8. Finding Additional Support

The Department of Health & Social Care (DHSC) and Public Health England (PHE) lead the UK government's response to the coronavirus outbreak. Visit GOV.UK for the latest updates on COVID-19 and guidance on necessary precautions.

Industry-Specific Guidance

The government has issued detailed recommendations for various industries and sectors. These can be accessed on GOV.UK to ensure businesses follow the appropriate safety measures.

Regional Information

Additional COVID-19 guidance for businesses and individuals is available for each region:

Scotland – Visit the Scottish Government website.
Wales – Find information on the Welsh Government website.
Northern Ireland – Refer to the nidirect website for local updates.

Checking these sources ensures access to the most relevant and up-to-date advice for your location and industry.