Resuming Normal Operations at the Workplace

Overview

The following manual outlines recommendations and best practices to prevent and control the spread of COVID-19 across work locations in heavy industries such as manufacturing while simultaneously preserving the health and safety of workers, vendors, customers and other individuals.

The strategies and approaches detailed in this manual would have to be adapted to the regional specifics of the COVID-19 outbreak where different heavy industry facilities are located.

Businesses resuming operations have a moral responsibility to ensure that their staff stay safe and protected from harm. Having said that, employees are also under the obligation to cooperate with their employers by strictly adhering to company prescribed rules and guidelines.

Firms are also encouraged to create forums through which crisis teams and staff members can exchange information and share ideas on how the existing response framework can be improved as the situation progresses. Personnel can be made to participate in risk assessment exercises to detect factors that could prove detrimental to their health and safety, as well as design suitable response measures.

Restoring Business Processes

It is essential that a crisis management team be formed well in advance, get directly involved and safeguard company assets, resources and the immediate surroundings. There should also be a framework in place for assessing the effectiveness of different response options. The team consists of different personnel from key operational areas who are sufficiently cross-trained as well.

A crucial subset of crisis management involves sourcing and distributing protective gear and equipment. Facilities can even proactively manufacture these items, wherever possible.

COVID-19 Preventive Measures

The health and safety of workers must be prioritized while the COVID-19 pandemic continues to progress. The following are some of the norms that can be adopted to ensure safe working conditions.

• Rigorous maintenance of cleanliness and hygiene across all places frequented by employees and clients
• Ensuring adequate supplies of disinfectants, sanitizers and other related items
• Strictly adhering to all social distancing norms
• Stringent control over entry into and exit from facilities
• Executing symptom detection procedures wherever applicable
• Distributing the workforce across different shifts to ensure minimal contact between employees
• Standardized procedures across the organization to prevent, detect, mitigate and respond to COVID-19 cases
• Ensure transport vehicles are filled to only half their full capacity
• Distribute masks, sanitizers and other protective material among all employees
• Establish protocols for no-contact interactions with customers and other external parties

Make sure that:

• Employees are using their protective gear such as face masks all the time
• Those with signs of the symptoms stay at home and work from home
• Regular temperature checks are conducted
• Social distancing norms are maintained anywhere within the office premises
• Large clusters of people are avoided; video-conferencing and other online options are used as far as possible
• The use of public transport is kept to a minimum
• Protective gear such as masks are regularly cleaned

At the facility, make sure that:

• Entry is permitted only for essential and business critical purposes
• A log is maintained of all people visiting the premises
• Temperature checks are compulsorily performed for all individuals entering the site
• All equipment, including air conditioners, fans, screens and so on are regularly dusted. Air conditioner filters must be frequently changed
• Office spaces are properly ventilated
• Housekeeping schedules are strictly adhered to and staff have access to all the necessary supplies and implements
• Commonly used tools and devices are regularly cleaned

Edifices, Air conditioners and Other Tools

• Internal and external spaces within the premises need to be frequently tidied. A system needs to be put in place to ensure and monitor this activity on a periodic basis.
• Air filters are regularly cleaned and changed to ensure air conditioners work efficiently and provide an optimal level of air quality.
• Ensure that all fans are functioning properly and all internal office spaces are properly ventilated.
• Regularly frequented zones and commonly used implements need to be kept clean and dust free. The periodicity of these cleaning drills must increase depending on the extent of their usage.
• The cleaning schedule should not conflict with the regular working hours of employees. They must also be adapted depending on changes in employee working hours.
• Cleaning and disinfecting bathrooms must be given high priority. A checklist must be maintained to keep track of all aspects such as the proper working of flushes and hand dryers, water supply, and stock of tissue papers and hand washes. This checklist must be diligently filled and revised after each cleaning drill. Ensure that the timings and frequency of these cleaning drills are established depending on the frequency of rest room usage throughout the day.
• Items such as hand sanitizers, hand wipes, disinfectants, soap etc. are to be located in a storeroom that can be easily accessed by the cleaning staff.
• The housekeeping department must stock up on these materials well in advance to ensure sufficient supply at all times as well as to offset any lack of availability.
• The doors at frequently used entries and exits must be left ajar to ensure minimal contact, with hand sanitizers close by. However, this practice should not be adopted at fire doors and other high security entry and exit points.

Communication

• Employees returning to work must be briefed in detail on the norms and protocols that have been implemented at the workplace
• Commonly agreed upon COVID prevention, mitigation and response procedures must be distributed among different teams
• Standard procedures must include frequent health and hygiene checks while ensuring that social distancing norms are being followed. This can be achieved through engaging reminder material that is strategically displayed throughout the office
• Outline procedures for requesting and granting permissions for specific tasks within the premises
• Advice employees to not stray away from their workstation or gather in groups
• Establish communication protocols for ensuring that all COVID response measures are followed, deviations from standard procedures detected and resolved in a timely manner
• Employees should be made aware of compliance requirements and other directions from local authorities
• Employees displaying symptoms or keeping unwell must be strongly advised to stay at home or work from home
• Posters and other print material must be placed around the office space to guide employees and staff on good hygiene practice. More attention must be paid to sinks and drainage areas as they can easily get infested.
• Employees are to avoid gathering in groups and must observe lunch hours and other breaks in a staggered manner.

Source: https://www.tesla.com/sites/default/files/blog_attachments/Tesla-Return-to-Work-Playbook.pdf