Coronavirus – Readiness and Response - Guidance for Employers

This post aims to prepare organisations in the event of an escalation in risk related to the coronavirus, proposing measures, plans, communication and resources in support of employee engagement. [Please share]

The source of this outbreak of novel coronavirus (??2019-nCoV)?? is reported as Wuhan, a large city in China’s Hubei province. The Hubei region has reported the majority of positive cases for the virus and it faces a huge logistical challenge in imposing travel and quarantine restrictions to prevent further contagion. The Hubei region is equivalent in population to that of Italy with 60 million residents, Wuhan alone is home to 12 million!

With the outbreak coinciding with the Chinese New Year the virus has already spread to *17 countries and reached a total of almost *8,000 reported cases.

Of course, we’re all hoping those measures taken to prevent the spread will be effective, but with the first recorded cases recently announced in the UK it's probably a good time to review your approach to such events. As an employer, we should take this opportunity to ensure that we put in place reasonable plans and resources to prepare for a “worst-case scenario”. We have a duty of care to protect our employees whilst in the workplace.

Taking a measured approach such as improving awareness of risks and stressing the importance of effective personal hygiene are examples of two, simple but important steps. “Measured” is the key word here. It’s essential, given the volume of “fake news” scare stories, concerning the outbreak, that any communication is delivered in a clear factual and common-sense fashion.

Beware gossip, misinformation and scaremongering, boosted by fake news

Symptoms

According to WHO (World Health Organisation), signs of infection include fever, cough, shortness of breath and breathing difficulties. In more severe cases, it can lead to pneumonia, severe acute respiratory syndrome, kidney failure and even death.

The incubation period of the coronavirus remains unknown as data is currently being collated from those thousands of patients diagnosed. A number of medical experts suggest 14 days however this has yet to be supported by WHO. 

The dilemma for those responsible for running organisations is that most employment legislation had not been drafted with a global pandemic in mind. Although you might be lucky, and have it covered in your business continuity planning it’s still worth double checking to ensure the plans are up to date and relevant?  

In the face of such a global crisis it’s essential that employers consider what would be the most appropriate response to protect employees whilst going about their daily work.  

Suggested Actions

? Consider organising a specific occupational health group charged with keeping the senior management team and staff up to date with the very latest news relating to the outbreak. They should also be responsible for ensuring appropriate, timely releases of this news. Any circumstances arising out of an outbreak that impact existing policies should be immediately addressed by this group. E.g. Sickness policy, home working 

? First order of the OH group should be to allay fears and offer clear unambiguous notices via e-mail, intranet and posters, in common areas such water-cooler locations, cafeterias and of course toilets setting out the symptoms and a summary of the company guidelines for staff.  

? This communication referenced above is where the OH group can play their part in keeping an eye on the data and risk factors to allay staff anxieties over any inconsistency in preventative measures. As we know, we employ all personality types from hardy perennials “never a day’s sickness in 25 years’ service” to hypochondriacs who drop at a sniff of a bug and all points between. Be mindful of staff who are pregnant or undertaking medical treatment which may put them at greater risk if they contract the virus.

? A reminder of the importance of personal hygiene is important, notably in toilets and common areas such as kitchens and cafeterias.  

? Share data - Update staff on the current rate of tests and positive diagnosis globally and in the UK. At time of writing (end of January) of the travellers tested on return to the UK there are two recorded cases.  Statistical reassurances will help contain fears and unnecessary panic.

? Notify all staff that if they believe they have symptoms and may have been at risk of contracting the virus they should leave the workplace or if before the working day not attend and seek immediate medical advice. They should not return until they have been given the all clear by a medical practitioner.

? Whilst at this stage we don’t wish to panic our employees it should be noted from a disciplinary and moral standpoint, any member of staff who knowingly remains in post whilst exhibiting symptoms and not receiving medical attention runs the risk of dismissal for gross misconduct. This is simply due to the risk they are bringing to themselves and their colleagues and acting against the stated policy of the business.

? Similarly, any direct interactions with customers, suppliers, contractors exhibiting symptoms should follow the organisations policy of seeking immediate medical attention and not coming into contact with staff. Here a notice on the website and email footer may be necessary IF cases within the UK begin to be reported. NB Follow WHO and Government guidance, publishing such information too soon and the outcome may be unnecessary panic which can impact much stretched NHS resources.

? Make available hand sanitisers and when appropriate masks, eye protection or other protective equipment to support staff who may be commuting and be at work when an escalation in preventative measures becomes necessary. It should not become compulsory unless a recognised authoritative body such as WHO, NHS or Government announce it as such.

? Any cleaning staff engaged at this time should also be briefed as to the policies in place and ensure they are stepping up levels of cleaning to support efforts to prevent contagion. 

? Any foreign travel for business could be postponed if there is a risk that infected areas may be visited.

? If staff are returning from an infected area and not already subject to a quarantine you can request that they work from home for two weeks and only return if symptom free.

? If the worst-case scenario emerges and cases quickly multiply take simple measures such as restricting meetings, use Zoom or Skype and permit workers to operate from home when necessary.

? Check your insurance cover and contractual terms for supply and receipt of goods and services to see what is in place for such eventualities. Consider the risk and what if any additional measures need to be in place if trading is affected. [NB Apple are one of many corporations who rely on Chinese manufacturing resources, they face a very worrying wait to see if they will have sufficient supply to continue to stock their products.]

Further reading: 

WHO have produced an excellent paper Risk communication and community engagement (RCCE) readiness and response to the 2019 novel coronavirus (??2019-nCoV)?? 

This document provides WHO checklists for risk communication and community engagement (RCCE). The objective of this document is to provide actionable guidance for countries to implement effective RCCE strategies which will help protect the public’s health in the early response to nCoV. This document includes recommended RCCE goals and actions for countries preparing for nCoV cases and for countries that have confirmed -nCoV cases.

I recommend that you download this paper and review their guidance to Governments which when scaled down can apply to any organisation facing such a crisis.

Disclaimer:

This is not an exhaustive list of actions but a suggested planning and communications strategy to better manage staff expectations and demonstrate a level of control and management whilst in the workplace or on work related business. 

Any additional observations, tips and ideas please add in the comments to this post. 

*[Data quoted correct as at 31st January 2020]

#Coronavirus #BusinessContinuity #Readiness #Response #RiskManagement #DutyOfCare #EmploymentLaw #Sickness #Absence #HR #OccupationalHealth #Emergency #WHO #NHS