Work Safety

Preventative steps are key to halt COVID-19. And work safety is a big part of that. More, it protects workers, customers and others. And some are industry specific, too. Further, information was compiled from different government agencies. And it contains many useful links and resources, too.

Businesses and employers can prevent and slow the spread of COVID-19 within the workplace. And they should respond in a way that takes into account the level of infection in their communities. More, they should revise their business response plans as needed. Also, decisions should be based on your readiness to protect safety and health.

Keep Informed

Businesses and employers are encouraged to obtain timely and accurate information. Namely, local conditions will influence the decisions that public health officials make regarding community-level strategies. Further, the CDC has guidance for mitigation strategies.

As an employer, update your COVID-19 preparedness, response, and control plans. More, the plan should be:

• specific to your workplace;
• identifies all areas and job tasks with potential exposures; and
• identifies control measures to eliminate or reduce exposures.

Communicate with Employees

Talk with your employees about planned changes and seek their input. Additionally, collaborate with employees and unions to effectively communicate. Information is key.

See the OSHA COVID-19 guidance for more information. More, plans should consider that the virus can spread even if there are no symptoms.

All employers need to consider how best to decrease the spread. And to lower the impact in your workplace. More, Thisn should include activities to:

• First, prevent and reduce transmission among employees.
• Second, maintain healthy business operations; and
• Third, maintain a healthy work environment.

Monitor federal, state, and local public health communications about COVID-19 regulations, guidance, and recommendations. And ensure that workers have access to that information, too.

Actively encourage sick employees to stay home:

• Employees who have symptoms should stay home.
• Also, sick employees should follow CDC-recommended steps. And employees should not return to work until the criteria to discontinue home isolation are met.
• More, employees who are well but who have a sick family member at home should also notify their supervisor. And they should follow recommended precautions.

Appoint Health Coordinator

Identify a workplace coordinator who will be responsible for COVID-19 issues and their impact at the workplace.

Health Checks

Consider conducting daily in-person or virtual health checks of employees before they enter the facility. But in accordance with public health authorities. And if available, your occupational health services:

• If implementing in-person health checks, conduct them safely and respectfully. Employers may use social distancing, barrier or partition controls. And also may use personal protective equipment (PPE) to protect the screener. However, reliance on PPE alone is a less effective control. And it is more difficult to implement.
  • See the “Should we be screening employees for COVID-19 symptoms?” section of General Business Questions as a guide.
• And complete the health checks while maintaining social distancing guidelines. This may include providing multiple screening entries into the building.
• Also follow guidance from the Equal Employment Opportunity Commission. Keep medical records confidential.
• Last, prevent stigma and discrimination in the workplace. And make employee health screenings as private as possible. More, do not make determinations of risk based on race or country of origin. And be sure to maintain confidentiality of status and history.

Work Safety: Hazard Assessment is Key

Identify where and how workers might be exposed to COVID-19 at work.  Furthermore, employers are responsible for providing a safe and healthy workplace. Thus, conduct a thorough hazard assessment. And identify potential workplace hazards related the virus.

Use appropriate combinations of controls from the hierarchy of controls. This will limit the spread. And this includes engineering controls, workplace administrative policies, and personal protective equipment (PPE) to protect workers:

• Conduct a thorough hazard assessment to determine if workplace hazards are present. Or are likely to be present. And determine what type of controls or PPE are needed for specific job duties.
• When engineering and administrative controls cannot be implemented or are not fully protective, employers are required by OSHA standards to:
  • Determine what PPE is needed for their workers’ specific job duties.
  • More, select and provide appropriate PPE to the workers at no cost.
  • And train their workers on its correct use.

Practice Safety

A safe workplace means that employees and others need to follow key steps. These include:

• Encourage workers to wear a mask or face covering at work if the hazard assessment has determined that they do not require PPE, such as a respirator or medical facemask for protection.
  • CDC recommends wearing a face covering as a measure to contain the wearer’s respiratory droplets. But it also helps to protect others, too.
  • Masks and face coverings are not considered PPE. More, they may prevent workers, including those who do not know they have the virus, from spreading it to others. And it may not protect the wearers from exposure to the virus
• Also remind employees and customers that CDC recommends wearing masks or face coverings. However, it does not replace the need to practice social distancing.
• More, see the OSHA COVID-19 guide on how to protect workers. And it includes guidance for employers, too. And this includes steps to take according to exposure risk.

Work Safety: Educate Employees

Educate employees about steps they can take to protect themselves at work and at home:

• Encourage employees to follow any new policies or procedures related to illness, cleaning and disinfecting, and work meetings.
• Advise employees to:
• Stay home if they are sick, except to get medical care. And to learn what to do if they are sick.
• Inform their supervisor if they have a sick family member at home with COVID-19. And to learn what to do if someone in their home is sick.

Key Preventative Steps to Follow

• Wash their hands often with soap and water for at least 20 seconds. Or to use hand sanitizer with at least 60% alcohol if soap and water are not available. Key times for employees to clean their hands include:
  • Before and after work shifts
  • Before and after work breaks
  • After blowing their nose, coughing, or sneezing
  • After using the restroom
  • Before eating or preparing food
  • After putting on, touching, or removing cloth face coverings
• Avoid touching their eyes, nose, and mouth with unwashed hands.
• Cover their mouth and nose with a tissue when you cough or sneeze, or use the inside of their elbow. Throw used tissues into no-touch trash cans. More, to then immediately wash hands with soap and water. They can also use hand sanitizer.
• Practice routine cleaning and disinfection of frequently touched objects and surfaces. More, this includes workstations, keyboards, telephones, handrails, and doorknobs.
• Avoid using other employees’ phones, desks, offices, or other work tools and equipment, when possible. And clean and disinfect them before and after use.
• Practice social distancing by avoiding large gatherings. But also maintaining distance when possible.

WORK SAFETY: COMMUTES

For employees who commute to work using public transportation or ride sharing, consider offering the following support:

• If feasible, offer employees incentives to use forms of transportation that minimize close contact with others. This may include biking, walking, driving or riding by car either alone or with household members.
• More, ask employees to follow guidance on how to protect yourself when using transportation.
• And allow employees to shift their hours so they can commute during less busy times.
• Also ask employees to clean their hands as soon as possible after their trip.

These are key steps if someone at work becomes sick:

• Employees who appear to have symptoms upon arrival at work or who become sick during the day should immediately be separated from others. And if possible, they should be sent home.
• Also have a procedure in place for the safe transport of an employee who becomes sick while at work. And they may need to be transported home or to a healthcare provider.

Take action if an employee is suspected or confirmed to have COVID-19 infection:

In most cases, you do not need to shut down your facility. But if it has been less than 7 days since the sick employee has been in the facility, follow these steps: 

• First, close off any areas used for prolonged periods of time by the sick person:
• Second, wait 24 hours before cleaning and disinfecting to minimize potential for other employees being exposed. And if this is not feasible, wait as long as possible.
• And last, attempt to ventilate the area. Open outside doors and windows. More, this increases air circulation.

WORKPLACE EXPOSURE

If it has been 7 days or more since the sick employee used the facility, additional cleaning and disinfection is not necessary. But continue routinely cleaning and disinfecting all facility high-touch surfaces.

Follow the CDC cleaning and disinfection recommendations:

• First, clean dirty surfaces with soap and water before disinfecting them.
• Second, to disinfect surfaces, use products that meet EPA criteria for use against the virus. And that are appropriate for the surface.
• Third, protect workers. Be sure to wear gloves and gowns appropriate for the chemicals being used.
• Last, staff may need to wear additional PPE. This depends on the setting and product.

MORE ON POTENTIAL EXPOSURE

Determine which employees may have been exposed to the virus. And then consider taking additional precautions:

• First, inform employees of their possible exposure to COVID-19 in the workplace. But maintain confidentiality as required.
• Second, most workplaces should follow the Public Health Recommendations for Community-Related Exposure. And instruct potentially exposed employees to stay home for 14 days, and telework if possible. They need to self-monitor for symptoms.
• More, critical infrastructure workplaces should follow this guidance. These employers also have an obligation to manage potentially exposed workers’ return to work. 

Implement flexible sick leave and supportive policies and practices:

• First, ensure that sick-leave policies are flexible and consistent with public health guidance. And that employees are aware of and understand these policies.
• Second, maintain flexible policies that permit employees to stay home to care of a sick family member. And to stay home to take care of children due to school and childcare closures. More, flexibilities might include giving advances on future sick leave. And might include allowing employees to donate sick leave to each other.
• Third, the Families First Coronavirus Response Act also is key. It provides employees with paid sick leave or expanded family and medical leave for specified reasons.
• More, Employers with fewer than 500 employees are eligible for 100% tax credits for paid leave provided, up to certain limits.
• Last, Employers that do not currently offer sick leave to some should. They should consider drafting non-punitive “emergency sick leave” policies.

Policy

More on COVID-19 and workplace policy:

• Employers should not require a COVID-19 test result. Or a healthcare provider’s note for employees who are sick to validate their illness or to return to work.
  • Employers are permitted to require a doctor’s note. However, as a practical matter, be aware that healthcare provider offices are extremely busy. And thus, they may not able to provide such documentation in a timely manner. More, most people with COVID-19 have mild illness. And therefore, can recover at home. Also, they can follow recommendations to determine when to discontinue home isolation and return to work.
  • The U.S. Equal Employment Opportunity Commission (EEOC) has established guidance, see here. More, it enables employers to take steps to protect workers. And it includes requiring workers to stay home when necessary.

• Also review human resources policies to make sure that it is consistent with public health recommendations. And also with existing state and federal workplace laws.
• And for more on employer responsibilities, visit the Department of Labor’s and the Equal Employment Opportunity Commission’s websites.
• More, connect employees to employee assistance program resources, if available. And also to community resources as needed. Employees may need other services. For example, to help them manage stress and cope.

Protect Higher-Risk Employees

Protect employees at higher risk for severe illness through supportive policies and practices.  Older adults and people of any age who have serious underlying medical conditions are at higher risk.

• Also support and encourage options to telework, if available.
• And consider offering vulnerable workers duties that minimize their contact with others.
• More, ensure that any other businesses and employers sharing the same workspace also follow this guidance. This is key.

Communicate supportive workplace polices clearly, frequently, and via multiple methods. And you need to communicate with non-English speakers in their preferred languages.

• More, train workers on how implementing new policies may affect existing health and safety practices.
• Also communicate to any contractors or on-site visitors about these changes. And ensure that they have the information and capability to comply with those policies.
• Create and test communication systems that employees can use to self-report if they are sick. And that you can use to notify employees of exposures and closures, too.
• Consider using a hotline or another method for employees to voice concerns anonymously.

Work Safety: Plan Ahead

The virus can disrupt operations at any time. Thus, plan ahead.

Assess your essential functions and the reliance that others and the community have on your services or products.

• Be prepared to change your business practices, if needed, to maintain critical operations.
• Also identify alternate supply chains for critical goods and services. Some goods and services may be in higher demand or unavailable.
• If other companies provide your business with contract or temporary employees, talk with them. And discuss the importance of sick employees staying home and encourage them to develop non-punitive leave policies.
• And talk with business partners about your response efforts. Share best practices with other businesses in your communities. More, this will improve community response efforts.
• And for onsite business operations, identify and prioritize job functions for continuous operations. Minimize the number of workers present at worksites. And by resume business operations in phases. Thus, balance the need to protect workers with continuing operations.

Plan for a Spike in Cases

Determine how you will operate if absenteeism spikes:

• First, plan to monitor and respond to absenteeism at the workplace.
• Second, implement plans to continue your essential business functions in case you experience higher-than-usual absenteeism.
• Third, prepare to institute flexible workplace and leave policies.
• Forth, cross-train employees to perform essential functions.

Work Safety: Plan Social Distancing

Establish policies and practices for social distancing. And alter your workspace to help workers and customers maintain social distancing. But also to physically separate employees from each other and from customers, when possible. Listed here are some strategies that businesses can use:

• First, implement flexible worksites. This includes telework.
• Second, implement flexible work hours. This includes to rotate or stagger shifts to limit the number of employees in the workplace.
• Third, increase physical space between employees at the worksite by modifying the workspace.
• Forth, increase physical space between employees and customers. And this includes drive-through service and the placement of physical barriers.
• Fifth, use signs, tape marks, or other visual cues such as decals or colored tape on the floor. They should be placed to indicate where to stand.
• Sixth, implement flexible meeting and travel options. And this may include postponing non-essential meetings or events.
• Seventh, close or limit access to common areas where employees are likely to congregate.
• Eighth, prohibit handshaking.
• Ninth, deliver services remotely. That is, adjust your business practices to reduce close contact with customers.
• For example, movethe electronic payment terminal/credit card reader farther away from the cashier, if possible.
• Last, shift primary stocking activities to off-peak or after hours, when possible. This will reduce contact.

Key Infrastructure

Ensure the safety of your building water system and devices after a prolonged shutdown:

• Follow the CDC Guidance for Building Water Systems, which describes 8 steps to take.

Ventilation

Ventilation is key to reduce the spread. Thus, businesses and employers should evaluate and institute controls according to the hierarchy of controls.

Consider improving the engineering controls using the building ventilation system. And may include some or all of the following activities:

• First, increase ventilation rates.
• Second, ensure ventilation systems operate properly. And that they provide acceptable indoor air quality for the current occupancy level for each space.
• Third, increase outdoor air ventilation. Use caution in highly polluted areas. More, a lower occupancy increases the effective dilution ventilation per person.
• Forth, disable demand-controlled ventilation (DCV).
• Fifth, further open minimum outdoor air dampers (as high as 100%) to reduce or eliminate recirculation. In mild weather, this will not affect thermal comfort or humidity. However, this may be difficult to do in cold or hot weather.
• Sixth, improve central air filtration to the MERV-13 or the highest compatible with the filter rack. And also seal the edges of the filter to limit bypass.
• Seventh, regularly check filters to ensure they are within service life. And also check that they are appropriately installed.
• Last, keep systems running longer hours, 24/7 if possible. More, this will enhance air exchanges in the space.

Minimize travel if possible. And advise employees if they must travel to take additional precautions and preparations:

• First, minimize non-essential travel.
• Also check the CDC’s Traveler’s Health Notices for the latest guidance and recommendations for each country where you will travel. More, specifics on countries with travel advisories can be found here.
• More, advise employees to check themselves for symptoms of COVID-19 before starting travel. And they need to stay home if they are sick.
• Also ensure employees who become sick while traveling understand that they should notify their supervisor. And they should also promptly contact a healthcare provider for advice if needed.
• Last, if they are outside the United States, medical care may be through an overseas medical assistance company. Also a U.S. consular officer can help locate healthcare services.

Live Meeting Alternatives

Minimize risk to employees when planning meetings and gatherings:

• First, use videoconferencing or teleconferencing when possible.
• Second, cancel, adjust, or postpone large work-related meetings or gatherings that can only occur in-person, too.
• Third, when videoconferencing or teleconferencing is not possible, hold meetings in open, well-ventilated spaces. But continue to follow other safeguards also. And this includes social distancing and wearing face coverings during the meeting also.

Top illustration by Natasha Remarchuk. Photography: (Office workers) by Bongkarn Thonyakij; (Skyscrapers) by Seven Storm; small city scape sketch, Icon8