return-to-work plan...a collection of ideas and considerations around an employer’s...

Return-to-Work Plan An Employerrsquos Guide

A collection of ideas and considerations around an employerrsquos responsibilities for a Return-to-Work Plan including culture and values legal framework key players training physical safety PPE property management responsibilities and emotional wellness

Altis Professional RecruitmentMay 2020

TABLE OF CONTENTS

INTRODUCTION 1

VALUES AND CULTURE 2

LEGAL FRAMEWORK 4

TEAM OF KEY PLAYERS 6

LEADER AND EMPLOYEE TRAINING 8

EMPLOYER PHYSICAL SAFETY RESPONSIBILITIES AND PPE 10

EMPLOYEE PHYSICAL SAFETY RESPONSIBILITIES 14

PHYSICAL SAFETY RESPONSIBILITIES OF PROPERTY MANAGEMENT 16

EMOTIONAL WELLNESS 18

RESOURCES 20

A WORKBOOK FOR RETURN-TO-WORK

altisprofessionalcom 1

Employees have looked to their leaders with questions regarding return-to-work throughout the phases of the COVID-19 pandemic While it is not possible to provide a perfect plan given the evolving nature of the pandemic leaders can begin to examine what is possible for their workforce

An employee survey may support an employerrsquos decision-making Please email HRTopicsaltisprofessionalcom for an example employee survey

ASSUMPTIONS bull No matter how comprehensive the RTW plan is itrsquos subject to change The pandemic is still

evolving government regulations are being edited and phased-in on the fly and medical advice from public health officials is changing regularly For these reasons a RTW plan must be adaptable

bull For the purpose of the RTW plan there is an assumption that PPE and disinfectant cleaning supplies are available for purchase Should shortages arise and these items are not available employers will need to re-evaluate the feasibility of their plan

bull Should a resurgence (2nd or 3rd wave) of COVID-19 occur elements of the initial Pandemic Plan may be reinstated

STEPS TO CONSIDER WHEN BUILDING A RTW PLAN

1 Create a Safety amp Wellness Team who will be responsible for ensuring your RTW plan is successful

2 Seek input from your employees about their needs fears and hopes

3 Determine your health and safety needs based on your physical office environment (including identifying high risk elements)

4 Reach out to your property management company to understand their plan for managing shared resources in the building

5 Identify the criteria by which you will determine your RTW timeline decide whether or not to return and if when then how

6 Adjust policies such as business travel in-person interviews team meetings company events and off-site meetings

7 Teach and train leaders managers and all employees on any and all elements of safety mental health and more

8 Determine how you will handle work refusals and requests for accommodations

9 Edit employment contracts including changes to their agreement ndash such as on-site and remote work hours of work work refusals work-from-home policies including safety and ergonomics at home

10 Develop a RTW communication plan for employees suppliers and clients (collect input and feedback from team members once first draft is complete)

11 Monitor new information assess compliance and adapt plans as needed

12 Enact phase one of your RTW plan

1


2altisprofessionalcom

VALUES AND CULTURE

QUESTIONS TO CONSIDERAs an organization who do we want to be moving forward How has COVID-19 affected our core business functions and service goals

What are the culture norms of our organization and how can they be achieved Based on the nature of our organization whatrsquos possible for an on and off-site employee experience

What do our employees see as the future of our organizational culture What should we ask in a pulse survey to gain perspective on the needs and wants of our employees

How can we maintain a collaborative and team oriented culture when it will be rare to have everyone in the office at the same time (ie staggered start times people working remotely)

How do we create a feeling of energy amongst our staff that is typically derived from in-person interactions

Do our previous corporate values still hold true Are our current values as relevant today and will they keep you thriving (ie some companies are adding HampS as one of their core values as a result of COVID-19)

How will we promote our culture and values when recruiting and onboarding new employees

How much of our culture is dependent on people being in the office What shifts can we make to accommodate these changes

Taking away in-person social gatherings what pieces of our core culture remain and how can we enhance them

How do we integrate the best of our culture that was with the present realities to create a promising future

How will we manage differing views on comfort levels surrounding COVID-19

How will we adjust our communication plan when we have both on-site and off-site employees

Will there be changes made to what is recognized and rewarded in the future

How does COVID-19 reshape our companyrsquos story How do we communicate this internally and externally

What are the shared assumptions in our company that will drive day-to-day decisions

How do we demonstrate our values virtually if wersquore used to doing it face-to-face

EMPLOYER CONSIDERATIONS



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VALUES AND CULTUREKEY TAKEAWAYS AND ACTIONS

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RESOURCES

LEGAL FRAMEWORK

QUESTIONS TO CONSIDER

LEGAL RESPONSIBILITIES OF EMPLOYER

As an employer what are our legal responsibilities for a safe RTW plan

Are we legally able to open our physical workspace If yes when is the appropriate time to do so

Are we able to provide a safe and healthy workplace How are we assessing the COVID-19 hazards in the workplace

Who is trained and able to identify hazards and inspect the workplace for compliance to safety standards

What RTW training are we providing to our workforce

How will we handle symptomatic employees

Do we have an infection control plan

HUMAN RESOURCES WITHIN THE LEGAL CONTEXT

How will we address and accommodate (or not) employees work refusals and employees wanting to return-to-work early

What steps will we take to address high-risk employees

What human rights and employment standards act considerations come into play with employee requests for accommodations

What elements of the current employment agreement may have to change

bull Location of workbull Work-from-home expectations for

performance reporting and communication safety and ergonomics

bull Hours of workbull How to address hazards and how to refuse

unsafe work

Sherrard Kuzz LLP sherrardkuzzcom

Gowlings WLG gowlingwlgcom

Emond Harden ehlawca



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LEGAL FRAMEWORKKEY TAKEAWAYS AND ACTIONS

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TEAM OF KEY PLAYERS

IDENTIFY WHO IS RESPONSIBLE FOR THE FOLLOWING DUTIES

Recommendation

Build a team of a minimum of 3 key players and knowledge leaders which includes a senior manager someone to monitor and train and someone to audit compliance The size of the team will depend on number of locations nature of work etc

Health and Safety (physical office safety procedures and policies procuring PPE and sanitization materials and monitoring inventory levels)

bull Isolation Coordinator (handling on-site symptomatic employees)

HRLegal (human rights and accommodations work refusals etc)

Employee Wellness (mental health corporate culture and employee questions concerns and wants)

Media Monitoring surrounding RTW (federal and provincial guidelines public health updates)

Audit and Compliance (proper use of PPE and physical guidelines barriers)

Documentation (photographic evidence of the safety precautions in place collecting RTW medical questionnaires and suspected case forms)

Communications (internal communications with team members and external communications with the general public clients and or stakeholders)



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TEAM OF KEY PLAYERS KEY TAKEAWAYS AND ACTIONS

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LEADER AND EMPLOYEE TRAINING


WILL WE OFFER LEADERS TRAINING ON THE FOLLOWING

bull Physical safety measures so they can lead by example (ie health and safety measures PPE use)

bull Accommodating (if possible) work refusals and employees requesting to return to work early

bull Adapting and communicating modifications to core functions of each role within their team (ie no off-site meetings)

bull Emotional intelligence and mental wellness

bull Leading through change

WILL WE OFFER OUR WORKFORCE TRAINING ON THE FOLLOWING

bull Personal risk assessment (ie identifying high risk points such as commute elderly family members and points of community exposure)

bull Pre-arrival on-site orientation (what to expect upon their return including changes to the physical workspace PPE requirements etc)

bull Physical safety measures (ie health and safety measures PPE use)bull How to communicate our adapted business operating protocols to clients customer stakeholders etc

(ie advising clients that we cannot meet with them in person)bull (Depending on your industry) How to document your clientsrsquo adapted business operating protocolbull New virtual collaboration tools being introduced (ie MS Teams Slack Zoom Go To Meetings etc)



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LEADER AND EMPLOYEE TRAININGKEY TAKEAWAYS AND ACTIONS

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EMPLOYER PHYSICAL SAFETY RESPONSIBILITIES

QUESTIONS TO CONSIDERAre we asking every employee to complete a return-to-work medical questionnaire prior to returning

Will we implement any screening measures for returning employees (eg temperature screening)

What protocols are we implementing should an employee become sick or if they suspect they have come into contact with someone diagnosed with COVID-19

Will our protocols andor policies differ for our more vulnerable employees (ie those aged 60 and above OR those living at home with someone with a chronic illness)

Have we reviewed all applicable guidance documents published by provincial and federal government authorities and various health and safety associations

Have we identified the high-risk areas within our physical office space bull Will we limit access to these areas (ie only one person in the washroom at a time)

What changes to our physical workspace are needed to allow for proper physical distancing

How will we indicate the guidelines bull Physical markers bull Tape on the floor bull Plexiglass for open concept office or cubiclesbull Do we ask that office doors be shut at all timesbull Do we need to make any physical changes to our workplace to protect our workers (eg plastic shields)bull Who is assessing that team members are adequately following these guidelines



What percentage of our workforce can safely return to work at the same time based on the social distancing guidelines (eg with 6 feet between people at all times)

bull Will the RTW plan be a phased process (ie starting with 25 then 50 then 75 then 100)

Are we able to ensure physical distancing Have we considered any or all of the followingbull Limiting the number of employees recalled to work or permitting some employees to continue to work

remotelybull Staggering start times breaks and eating periodsbull Restricting the number of people permitted in a given area at a particular time including common

areas such as lunch and locker roomsbull Limiting elevator and confined space usage

Do we have resources in place to allow employees to practice good personal hygiene (eg access to soap and water or alcohol-based sanitizer washroom facilities facial tissue signage with personal hygiene expectations)

How will we sanitized high-touch surfaces (professionally or otherwise) bull Will we implement a procedure to ensure the regular cleaning of these surfaces

Regarding regular business operations on-sitebull Are we restricting limiting in-person meetings on and or off-sitebull Are we restricting limiting on-site visitorsbull Are we restricting limiting deliveries bull Are we restricting limiting business travel

How are we handling on-site symptomatic employees

If someone who has returned to work is diagnosed with COVID-19 what steps will we take to sanitize the office and inform other employees

Have we provided information to our joint health and safety committee or health and safety representative regarding workplace hazards and the safety measures being put in place to address those hazards

How are we communicating these safety measures to staff



What risk assessment measures are we taking to determine whether all or some of our employees need personal protective equipment (PPE) when they return

If we deem PPE is necessarybull What PPE is needed bull Have we considered all roles (ie a receptionist or hardware technician may have different needs than

someone in a private office)bull Can we procure the necessary volume of PPE equipment needed bull Are our PPE supply chains stablebull Who will be responsible for distributing the PPE bull Where will we store PPE bull How will we track inventory to stay ahead of shortagesbull Will employees be allowed to supply their own PPEbull Who is assessing proper use of PPE

PERSONAL PROTECTIVE EQUIPMENT (PPE)

Resources

As PPE varies greatly with differing environments see the list below on PPE to determine best usage in your unique scenario Specifically the RRP outlines if your company requires PPE as we return to work

Rapid Response Platform rrpcanadaorgGovernment of Canada canadacaenpublic-healthservicesdiseases2019-novel-coronavirus-infection

Public Health Ontario publichealthontarioca-mediadocumentsncovupdated-ipac-measures-covid-19

BC Centre for Disease Control bccdccahealth-professionalsclinical-resourcescovid-19-care



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EMPLOYER PHYSICAL SAFETY RESPONSIBILITIESKEY TAKEAWAYS AND ACTIONS

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3



EMPLOYEE PHYSICAL SAFETY RESPONSIBILITIES

QUESTIONS FOR THE EMPLOYER TO DISCUSS WITH THE EMPLOYEEHave you mapped out your journey to and from the office and considered all possible health risks

How will you be commuting to work

If taking public transit have you considered other options

Are you willing to clean your personal office space at the beginning and end of every day with the sanitization supplies we provide

How are you monitoring your health and the health of those in your household

How will you keep us up-to-date on your personal and emotional wellbeing

Do you understand your rights and responsibilities surrounding the RTW process

For a copy of our sample return-to-work medical questionnaire email HRTopicsaltisprofessionalcom



1

EMPLOYEE PHYSICAL SAFETY RESPONSIBILITIESKEY TAKEAWAYS AND ACTIONS

2

3



PHYSICAL SAFETY RESPONSIBILITIES OF PROPERTY MANAGEMENT

QUESTIONS TO CONSIDERHow often will high contact touch points be cleaned - doors mailboxes shared bathrooms and elevator buttons

Will the property management team be modifying the entry and exit points with no touch entry utilities

Will the property management team be installing new signage for entry into the building

What is the property management teamrsquos plan for staggering tenant access to the building so that social distancing can be maintained on elevators

What is the property management teamrsquos plan for flow of foot traffic (directional flow) throughout the building (eg floor markings)

Will the property have hand sanitizer stations available in high traffic areas

What areas of the building are essential and non-essential ndash will the property manager block off access to non-essential areas of the buildings

What is the property management team plan for people who loiter in building lobbies

Is there parking Any modifications required for touchless pay parking meters If not touchless what are the cleaning protocols Will there be parking limitations that reduce the number of parking stalls available

Will the property management team modify garage cleaning procedures

Will signage and posting material be in multiple languages

Will signage for areas where people tend to queuegather be fitted with 2 meter markers

Will the property manager train security and other gate keepers to identify symptomatic people

Will any high traffic door remain propped open to minimize high touch points

Information on COVID-19 Canada Emergency Commercial Rent Assistance



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PHYSICAL SAFETY RESPONSIBILITIES OF PROPERTY MANAGEMENTKEY TAKEAWAYS AND ACTIONS

2

3



EMOTIONAL WELLNESS

QUESTIONS TO CONSIDERHow is our leadership team assessing and addressing mental health concerns surrounding RTW

How are we supporting our employeesrsquo mental healthbull What resources are we providingbull What training are we offering

Who can an employee talk to you regarding bull Their concerns surrounding the RTW processbull Their concerns about layoffs and job securitybull Their concerns about compensation earnings

How are we addressing the individual anxieties that people have based on their circumstances (ie elderly parent at home kids with no daycare commutes on public transit)

What actions are we taking to encourage mental breaks

What messages and how frequently are we communicating to alleviate anxiety

How do we emphasize mental wellness without sacrificing business results

How do we address performance issues when there are mental health concerns



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EMOTIONAL WELLNESSKEY TAKEAWAYS AND ACTIONS

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1 Snyk Pandemic Framework Accessed on May 11th 2020

2 American Enterprise Institute National Coronavirus Response Roadmap to Reopening

3 McMillan Return to Work Health Check

4 Workplace Safety amp Prevention Services Guidance on Health and Safety for Office Sector during COVID-19

5 Reopening the Workplace A Preliminary Guide for US Employers

6 NPR- The Indicator Podcast The Workplace in the COVID-Era

7 Canadian Chamber of Commerce

8 Osler Hoskin Harcourt LLP

RESOURCES

Your Staffing Partners On and Off-Site

Wersquore here for you and with you As you develop your return-to-work plan we invite you to join our client community of idea sharing and brainstorming To join the conversation or to schedule a call please email HRTopicsaltisprofessionalcom

TABLE OF CONTENTS

INTRODUCTION 1

VALUES AND CULTURE 2

LEGAL FRAMEWORK 4

TEAM OF KEY PLAYERS 6

LEADER AND EMPLOYEE TRAINING 8

EMPLOYER PHYSICAL SAFETY RESPONSIBILITIES AND PPE 10

EMPLOYEE PHYSICAL SAFETY RESPONSIBILITIES 14

PHYSICAL SAFETY RESPONSIBILITIES OF PROPERTY MANAGEMENT 16

EMOTIONAL WELLNESS 18

RESOURCES 20






















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return-to-work plan...a collection of ideas and considerations around an employer’s...

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