Getting back to work and COVID-19 compliance

As the Government looks to slowly start getting us back to work - there will be (and already are) many questions on what individual companies should do.

The general guidance that has been issued is very helpful but may not cover your individual requirements and anxieties. Consider whether you need additional help to determine what is necessary for your business.

Next Steps

All companies have a duty of care to look after their employees’ health. The Health & Safety Executive and Local Authorities will be looking to undertake random inspections to ensure the Risks from COVID-19 have been assessed and are being controlled by businesses.

Before returning, ensure your assessment is complete and the new way of working has been agreed and communicated with your workforce. Nobody wants to see their business, their employees, their families or their customers impacted by this disease. Communication will be key to prevent misinformation and promote sustainable safe and efficient working.

COVID Secure

All risk assessment findings need to be communicated. Furthermore, there is a Government Certificate to sign and display to show you have sufficiently addressed the concerns that COVID-19 raises. Businesses are urged to consider sharing the findings of their assessment on their website and, where you have over 50 employees this will be expected.

Getting Help

If you require any help or guidance in these strange times, we continue to work and are available to help with COVID-19 compliance. We are currently involved with various clients in producing procedures and business specific risk assessments. With our background in laboratory containment facilities and knowledge of biological hazards this is where our heart lies.

We are not just reserved for laboratories. We have been working hard with new and old customers alike in offices, maintenance services, self-employed whom work in other people’s properties and construction businesses. If you need any assistance, please feel free to reach out on 01223 265622 or Doates@healthsafetyworks.co.uk 

Links to Guidance

https://www.gov.uk/guidance/working-safely-during-coronavirus-covid-19

https://www.hse.gov.uk/news/working-safely-during-coronavirus-outbreak.htm

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Sadly we are hearing more and more stories of cases of Coronavirus. In line with the recent increase we have generated a guidance document on managing the risk in your workplace efficiently. Looking at useful ways to prevent the introduction or spread of the virus and looking at how you can maintain operations as things progress. 

Follow our link below and download our latest guidance on managing the Coronavirus risk in your workplace.

https://www.dropbox.com/sh/6oq6f17diia0r5x/AAAqn357sgDHxjNHjF-O3_bea?dl=0 

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In honour of World Mental Health Day we have pulled together some of our top tips for maintaining mental wellbeing in the workplace....

Our toolbox talk, our take five, the pre or post task brief (whatever you wish to call it) has been drawn up to encourage you, us and everybody to simply talk.

Set aside some time, have a brew with your team and run through it. The only way to tackle the stigma surrounding mental health conditions is to make it part of the norm. Let people see that its ok not to be ok all of the time, and that there are things that can be done to tackle those niggling feelings or thoughts. Be that through changes at work or at home.

We have aimed our Tool Box Talk at maintaining Mental Wellbeing at work and controlling Work Related Stress, but the reality is, it can be used anywhere. Mental health conditions can affect us any time and any place. Perhaps through taking 5 we'll all find a new strategy, or identify some gaps to fill, in which we can learn from or pass on to others.

Our Toolbox Talk is available for download by clicking the link. Save a copy locally and for real impact why not include details of your own management strategies, plans or support networks?

Lets all do something today, and everyday, to try and improve things.

https://www.dropbox.com/sh/hvy87qri5ewvhck/AAD5VC6xPqUI9uAxgiZNBOAva?dl=0

Enjoy,
The HSW Family

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Between the pastel de nata and americanos (mine with milk please) it’s been an absolute pleasure to meet so many people, so happy in their employment, just through being given the opportunity to balance both work and home life in a way that suits them, and of course, the business.

The employees and businesses we have been working with have been demonstrating some serious commitment to making sure arrangements are suitable, risk is assessed (through us – shameless plugging I know) and ensuring they have appropriate systems in place to continue delivering these standards consistently.

Now, I understand this way of working will not be for all, but for the businesses we’ve acted for, it really is proving beneficial. Remote working can bring a whole host of benefits, starting with a greater feeling of flexibility, less commuting, a greater sense of trust and of course a reduction in overheads. As with anything, where there is a positive, there will be a negative. Some of the negatives can be why individuals would choose not to follow this path – after all working from home may not lend to a business model or to a person. Especially if you don’t like the idea of being away from the social aspect a workplace can offer, the need to self-motivate or the inability to physically separate work and home life. Some businesses also tend to just steer clear of it, if they aren’t comfortable in managing and delivering scopes remotely. Like we said, there is a lot of trust involved. I for one am a massive fan but can appreciate it has to be in the right circumstances.

Since discussing our recent trips – as you do – we’ve had people and businesses hang fire and in a moment of business orientated, self realisation, make a scribble on their to do list. As they also need to consider the implications and risks of home or remote working, as they themselves do it, or have those working for them that do.

So whats our point? Its an important area to control for businesses, even if not considered high risk, its one that shouldnt be forgotten. For those wishing to go it alone, we recommend using a checklist type approach. Covering key topics such as:

• Work environment

• Use of any hazardous substances

• Work Equipment /DSE Arrangements

• Lone Working

• Business Travel and,

• Isolated working / wellbeing

It’s also very handy to use pictures to capture the working environment. Again, by using technology (pictures or even videos) you can remotely review the arrangements and visit only where concerns arise.

Once satisfied that you have identified all key areas ensure you have adequate means to address any hazards, and where you don’t, introduce controls to do so. Simples. Home working can be a little bit of a learning curve. We’ve been to and reviewed an array of set ups. Some businesses get it right from the off, working with the individuals to match provisions to that of the office environment, others tweak it and others just simply haven’t done anything (which isnt where they need to be). BUT that is the purpose of these reviews, don’t be put off if you realise your arrangements aren’t hitting the mark or are a bit inconsistent. These reviews will allow you to see what needs to change and plan effectively.

Working from home is ‘normally’ relatively low risk administrative work. Therefore, it’s important to proactively manage the areas this type of work can affect (such as display screen equipment, wellbeing and general working environment) sensibly – being mindful not to overstep the boundaries, after all this is someone’s home as well as a place to work.

If, however you have individuals working on more hazardous activities such as using substances hazardous to health, using machinery or soldering etc. then more specific controls will be required to safeguard them. Again, you’ll be able to identify this through your assessment.

Hopefully you find this quick overview handy, however should you or your business need more assistance in managing the risk to remote or homeworkers, please feel free to get in touch on either 01223 265622 or 01502 446488. Even if its just to bounce some ideas off us...we always make time.

*Alternatively, the Health & Safety Executive and IOSH have lots of helpful information available through their websites!*

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This afternoon finds us helping a few of our customers prep their annual reports and generally discussing annual review.

As always this prompts us to look at the UK and encourage incorporating national trends and learnings into reviews and plans for the upcoming year. Whilst its always best to target your work and tailor your plan to your specific needs, its also good to learn from other industries and sectors. Looking at trends, using key information to identify any gaps or actions needed to bolster any current control measures.

The HSE have kindly, as always, released the statistics in a super easy to use summary, have a look and see whether there is anything you can learn from – it can’t hurt right? http://www.hse.gov.uk/statistics/overall/hssh1718.pdf

So why complete an annual Review or Report?

Learning, embracing and improving - think back to plan, do, check, act.

Businesses know their systems and their activities. They’ve done their planning, they are doing their doing and it’s all going well. It’s at this stage that it’s important to take stock and reflect - check and Act. All too often, we become so busy with the day to day running we may miss weaknesses or gaps that need addressing. As part of the annual review, reflect on your plan, your doing and then act accordingly.  Remember – even small businesses can benefit from some reflection time! It can be completely informal. Its about whatever works for you.

When reviewing think about:

Reviewing your performance

Make sure that your plan has been implemented – don’t just think documentation. Gain feedback from all different levels of the business. Who knows better than your employees, committee members or audit teams.

Think about how your projects, sale or general operations delivered for the year? Have you seen some bumps, or has it all been smooth?

 Have your audits or inspections uncovered issues or lots of best practice? Are you reaching legal compliance? think about and review how well the main risks are being controlled and if you are achieving your aims. If you feel like its failing in places, can you pin point anything - it may be hard but think about whether this is because of the system you have, behaviours or management?

Use your investigations. Hopefully you investigate the causes of significant accidents, incidents or near misses – look at what has occurred, and try to learn, are there trends? What could your business do in 2019/20 to change things.

Act

Learn from the accidents and incidents, ill-health data, errors and relevant experience of other businesses. No one is perfect, so make use of all relevant and comparable stories.

Revisit plans, policy documents and risk assessments to see if they need updating, if they don’t, then brilliant! If they do, set your company SMART (Specific, Measurable, Achievable, Realistic and Time) based targets.

We always find this review and level of honesty with yourselves will help you flourish. Remember that even well designed and established systems sometimes need tweaks.

And remember, it doesnt need to be long and arduous - break it down. Make it work for you. No one is expecting a small business to produce a lengthy review document, just be sure that you  have reflected, know the issues (if there are any) and what you will be doing going forward.

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Who controls yours?

As an employer, building owner, landlord, facilities manager or tenant you’re responsible for fire safety within the premises. On some occasions, this will involve multiple parties (for example a landlord and a tenant) working together – those involved must understand what their responsibility is, and what they need to do to deliver!

Remember this applies to all non-domestic properties. If you are unsure what non-domestic premises are, think about whether your location is

• A workplace or commercial unit

• A building the public has access to

• A common area in a multi-occupied building

What you need to do…

For the folk that fall in to the above categories, from a fire safety perspective your goal is to minimise the risk of injury or loss of life in the event of a fire.

You will need to ensure that the following arrangements have been considered and arranged:

• you have a designated ‘Responsible Person’. Their job is to makes sure certain duties are carried out, and that action is taken to both prevent fire and prevent injury or death.

• a ‘Fire Risk Assessment’ is completed and reviewed regularly. This can be part of your overarching business risk assessment or a specific ‘fire risk assessment’.

• employees are made aware of the hazards associated with the environment and its activities.

• appropriate fire safety measures (based on the results of your risk assessment) are in place and maintained. Ensure its easy to access.

• There is a plan for emergencies.

• employees are provided with information, fire safety instruction and training. Including completing fire evacuation drills.

Finally, most fires are preventable, so aim for good practices.

• Reduce the quantity of flammable substances stored to a minimum

• Keep sources of ignition well away from flammable substances & items

• Maintain good housekeeping

• Ensure equipment is positioned so as not cause a fire

If you would like further guidance on fire safety precautions or fire risk assessment, please feel free to get in touch with a member of the Health and Safety Works family. We’ll be more than happy to help.

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