COVID-19 Working from Home OHS Obligations: Part 2

Many members of the firm have been asked to work from home as we participate in “social distancing” in an effort to slow the spread of COVID-19. We have developed  an assessment for a "Remote Work Safety Checklist".

Working remotely demands a shift in thinking, here are also a number of health and safety issues to consider. Although this is not legal advice, some points to consider for making remote work more productive include:

• Keep a 'workday ritual', even if you are not commuting to and from work.
• Have a specific location where you work.
• Begin and finish at the same time every day. Have a beginning and end of day ritual. Consider going for a walk before starting work or after completing work for the day. Remember to maintain social distancing when outside.
• Set a schedule and stick to it. Make a 'to do' list and check your accomplishments at the end of the day. Stick to deadlines.
• Ensure that duties, expectations and deadlines are clearly outlined and agreed upon. Be careful not to “over work”. There are natural breaks in an office environment that will not occur at home.

Availability, Responsiveness and Communication

It is expected that you will be available to work and communicate with your colleagues during your regular working hours. If you need to be away during work hours, please ensure that your manager or supervisor is aware or that you can otherwise be reached, if necessary.

Workers still need to be available, responsive and remain in communication with their managers, coworkers and clients. Monitor your email during work hours and prioritize communication.

Management and supervisors should ensure regular communication with employees is maintained, with regular check-ins. 

Information Management and Confidentiality

All employees should ensure that confidentiality is maintained while working remotely. Client and other firm information should be accessed through either firm computers or hardware, or personal computers using the firm’s virtual desktop infrastructure. At no time should firm or client information be stored on personal computers or transferred through personal email.

Any physical files or information should be maintained in such a way to avoid a breach of confidentiality, even in your own home or other remote work locations.

It is important to be aware of your surroundings in your remote workplace, especially regarding computer and client information privacy, video meetings and phone calls. Be careful and discreet.

Physical Environment

• Arrange for a dedicated workspace, free from distractions.
• Ensure that the work environment is safe, and free from potential trip hazards (including cords for electronic equipment).
• Ensure that suitable temperature and humidity conditions are maintained.
• Use appropriate ergonomic furniture, including tables and chairs. Avoid sitting on hard surfaces for prolonged periods of time, or from sitting on the floor or on pillows.

Be sure to stand up, move around and stretch periodically. Eye strain from prolonged use of a computer monitor, or glare from different light sources can occur. Be sure to look away from your monitor periodically and adjust it to avoid glare from external sources.

Employees should complete the attached Assessment Checklist for Working Remotely and return it to their supervisor for review, comment and filing: to obtain your complementary copy of our "Remote Work Safety Checklist" please contact Norm Keith, [email protected] or o. 416-868-7824 or m. 416-540-3435.