Liverpool Office Re-Opening Plan June 2020 - Keepmoat ...

Liverpool Office
Re-Opening Plan
   June 2020

WHAT WE HAVE DONE

 We have carried out a COVID-19 risk assessment and shared the results with the people who work
  here.

 We have enhanced cleaning, handwashing and hygiene procedures in line with guidance

 We have taken all reasonable steps to help people work from home

 We have taken all reasonable steps to maintain a 2m distance in the workplace

 Where people cannot be 2m apart, we have done everything practical to manage transmission risk

THINKING ABOUT RISK

 Staff should work from home if possible and must not feel pressured or obliged to work from the office.
  Department Heads will create ‘working bubble’ rotas identifying days when staff can attend the office if needed

 We have taken all reasonable steps to maintain a 2m distance in the office.

 Where people cannot be 2m apart, we will do everything practical to manage transmission risk.

 We will seek confirmation from the HVAC engineers who provide the Legionella testing and HVAC maintenance
  that the office’s HVAC water system has been tested and is safe to resume office working.

STAFF MANAGEMENT
We will :
 Minimise unnecessary travel between other offices and sites so that infection transfer is avoided and minimised.
 Consider remote options first such as telephone calls, Teams and Skype calls.
 Provide clear, consistent and regular communication to improve understanding and consistency of ways of working.
 Develop communication and training materials for workers prior to returning to site, especially around new procedures for
  arrival at work.
 Keep in touch and monitor the wellbeing of people who are working from home and helping them stay connected to the rest of
  the staff working in the office.
 Be aware and focus on the importance of mental health at times of uncertainty. Refer to the UK Governments guidance on the
  mental health and wellbeing aspects of coronavirus (COVID-19). We will advise staff of the tools available on the Keep Well hub
  and also external agencies available for support eg. Employee Assistance Programme; the Lighthouse Club
 Communicate using simple, clear messaging to explain guidelines using images and clear language.
 Use visual communications, for example, whiteboards or signage, to explain any changes to reduce the need for face-to-face
  communications.
 Make sure that any steps taken do not have an unjustifiable negative impact on some groups compared to others, for example,
  those with caring responsibilities or those with religious commitments.

PPE & FACE COVERINGS

 There are some circumstances when wearing a face covering may be marginally beneficial as a precautionary
  measure. The evidence suggests that wearing a face covering does not protect the individual wearing the face
  covering, but it may protect others if the wearer of the face covering is infected but hasn’t developed symptoms.

 Where individuals choose to wear a face covering for reassurance purposes, it is important that they know that
  the evidence of the benefit of using a face covering to protect others is weak and the effect is likely to be small,
  therefore face coverings are not a replacement for the other ways of managing risk, such as social distancing and
  increasing hand and surface washing.

 Wearing a face covering is optional and is not required by law, including in the workplace. If someone chooses to
  wear one, it is important that we support them and that they know how to use face coverings properly

 Face covering and gloves will be available on request

CLEANING THE WORKPLACE
 Before re-opening the office will be thoroughly cleaned.
 Signs and posters have been put up to build awareness of good handwashing techniques, the need to increase
  handwashing frequency, general social distancing rules
 Hand sanitiser is provided in multiple locations
 Enhanced cleaning procedures will be in place across the site, cleaners will be instructed to disinfect all communal
  areas, toilets and touch points. Desks which display the ’clean me’ sign will also undergo enhanced cleaning.
  Cleaners will be on site Monday to Friday from 5pm to 7pm and will clean both floors.
 Anti-bacterial wipes will be present on all workstations, toilet areas, kitchens and meeting rooms and we will
  implement a ‘clean before you start and when you leave’ policy.
 All areas used for eating will be thoroughly cleaned at the end of each break and shift, including chairs, door
  handles and vending machines.
 Rubbish collection and storage points will be emptied at the end of each day.

MANAGING MEETINGS, VISITORS AND CONTRACTORS

 Only critical meetings will be allowed in the office. Avoid in-person meetings where possible.
 Only necessary participants should attend meetings and should maintain 2m separation throughout.
 Avoiding transmission during meetings, for example avoiding sharing pens and other objects
 Hand sanitiser will be available in meeting rooms.
 Occupancy in meeting rooms is restricted– 4 people in Board Room, 3 people in Meeting Room
 No external visitors are to be allowed to visit the office
 Please ensure you have booked a meeting room if required and remember the restrictions on
  numbers. Meeting rooms can be booked by e-mailing Lesley.keeble@keepmoat.com

CAR PARKING

 Car parking is to be ‘Reverse Only’ parking. When parking has been completed, ensure 2m social
  distancing before exiting the vehicle.

ATTENDING THE OFFICE

 Please adhere to the ‘working bubble’ rota provided by your line manager if you would like to
  attend the office and ensure you sign in and out using the e-mail address
  SpekeOffice.Booking@keepmoat.com

SOCIAL DISTANCING WITHIN THE OFFICE

 Maintain 2m social distancing wherever possible, including while arriving at and departing from work,
  while in work and when travelling between locations.

 Where the social distancing guidelines cannot be followed in full in relation to an activity, consider
  whether that activity needs to continue for the business to operate, and, if so, take all the mitigating
  actions possible to reduce the risk of transmission between staff. Note: The objective is to have the
  minimum necessary amount of staff in the office

DESKS
 Do not visit the office unless you have authorisation from your Line Manager
 Work stations
    On all allocated work stations there will be a laminated red and yellow circle which will be used to indicate
      that a work station has been used and therefore requires a full clean before being used again.
    Please wipe down your desk, chair and associated touch points in the work station vicinity using the wipes
      available before and after use.
    A clear desk policy will be in operation to allow for thorough cleaning
    You must not occupy any other work station or office chair, throughout the day, do not wander to other
      desks or move your chair to another work station.

                                My desk has been used              My desk hasn’t
                                today, can you please            been used today so
                                    give it a clean.              no clean required

                                  Thank you!                      Thank you!

WALKWAYS, STAIRS AND LIFTS

 Please follow social distancing when walking around the office.

 Stairs – only one person on the stairs at a time. Do not cross on the stairs

 Lift – only one person in the lift at any one time, please sanitise before entry and after use. Press buttons
  using your pen or stylus. Please stand outside the box marked on the floor whilst waiting for it to arrive
  to allow anyone already occupying the lift to exit.

PHOTOCOPIERS

 Only 1 person to approach the copier at any time

 Use a pen/pencil/stylus to enter your User Code and press the buttons on the keypad where
  possible.

 If you touch the Keyboard, wipe it afterwards with an anti-bacterial wipe and dispose of the
  wipe in the bin at the side of the machine

 If the photocopier is in use please wait using the 2m social distancing or come back later if the
  current print job will take some time to complete.

TOILETS & KITCHEN AREAS
Toilets
 Only one person at a time will be allowed into to toilet. A rope barrier will be used to indicate if the toilet is
    occupied

Kitchen
 Please wipe down using the wipes provided after use of the kitchen appliances. Microwave and toaster facilities
    have been removed.
 Only one person at the kitchen counter at any one time
 Make personal drinks only
 All staff where possible are to bring their own food and drink to avoid travelling to local shops whilst at work and
    dispose of any waste in the waste bin provided.
 The seating area on the first floor will be limited to a maximum 4 people

DELIVERIES TO OFFICE

 The collection and drop off point is on the first floor landing.

 Non-contact deliveries only will be accepted

 No personal deliveries will be allowed to the office.

 We will ensure delivery drivers sanitise their hands before and after deliveries.

HOW TO RAISE A CONCERN?

 Inform your Line Manager

 Contact your HSS BP

 Call the Concern Line on 0808 164 0777

 Contact HSE online using their working safely enquiry form.

 Contact HSE by phone on 0300 790 6787.