The COVID-19 outbreak has made much of the world come to a standstill. With very few exceptions, businesses are suffering financially. When your industry and business can re-open, you must develop a return to work plan. If you are essential and stayed open, you can further improve your COVID-19 processes and procedures.

As always, the health and safety of your employees is top priority. Here is an outline with some resources (hyperlinks) to use as a STARTING point to protect your employees and your business from closing again due to the COVID-19 pandemic:

Develop a return to work plan document – This written document should be posted in visible places in your office and distributed to every employee.

• Perform a COVID-19 risk assessment of your premises
• Require anyone entering your premises to wear a mask. Depending on how close your employees work next to one another, determine if employees need to wear a mask throughout their workday. When employees leave their area/desk/office, require employees to wear a mask.
• Require anyone entering your premises to take their temperature at your front door, provide Thermometer and Disposable Gloves
• Require anyone entering your premises to sanitize their hands, provide hand sanitizer
• Install protective plexiglass barriers for employees within 6 feet of one another
• Have your premises fully cleaned and disinfected on a regular basis
• Provide cleaning supplies. Require employees to disinfect their own workspace at the end of each day including high touch areas (doorknobs, printers, file cabinets, postage machine)
• Require all employees to thoroughly wash hands when they enter and leave the breakroom/kitchen. Post signage in area
• Require all employees to socially distance while eating in the breakroom/kitchen. Install protective plexiglass if necessary
• After employees eat, require them to disinfect their eating space
• Train employees on any new protocols
• Identify individuals that will be brought back to work and when these individuals will return
• Articulate legitimate, non-discriminatory reasons for making employment decisions
• Identify whether any changes in job duties affects exempt status from a wage/hour perspective
• Notify in writing of changes and updates regarding pay, PTO, and any new policies and procedures. Update Employee Manual as needed.
• Send rehire letters and notices to those returning from layoffs/furloughs
• EEOC (Equal Employment Opportunity Commission) laws still apply

Discuss concerns with at-risk employees – Everyone is at risk of catching the virus however older adults and people of any age who have serious underlying medical conditions might be at higher risk for severe illness from Covid-19. Discuss any concerns with them along with measures they can take to remain safe.

Implement practices that encourage social distancing

• Allow a limited number of employees to work on any given day to facilitate social distancing. If possible, utilize teleworking. If e-mail communication alone proves insufficient, teleconference with employees via Zoom or other platforms.

Require sick employees to work at or stay at home – This should be done by employees without fear of punishment and clearly communicated.

Send infected employees home and disinfect the premises – If an employee gets the virus, has symptoms, reports exposure to a known COVID-19 infected person, etc. direct them to stay at home or if already at work and around other employees, immediately send them home. Do not allow them to return to your premises until they have a negative COVID-19 test and provide medical documentation of their negative test for your files. Require all employees that had exposure to COVID-19 positive employees to self-quarantine. Do not allow them to return to your premises until they have a negative COVID-19 test and provide medical documentation of their negative test for your files. Follow OSHA’s guidelines for preparing workplaces for COVID-19 in order disinfect the premises.

Provide safety equipment to prevent an outbreak – Prevent an outbreak by providing face masks, cleaning supplies, hand sanitizers, gloves, and other PPE (Personal Protective Equipment), which can help prevent the spread of the virus.

Industry specific guidance for re-opening — https://www.backtoworksafely.org/

• Review and educate yourself about various state and local laws/guidance: are there any mandates regarding social distancing, sanitation, and mask use for your industry and business? If so, provide the necessary PPE (Personal Protective Equipment).

This is NOT an all-encompassing document, but an outline intended to help your business begin to re-open or continue operating in a smarter and safer manner. Get in touch with us at SIA Insurance Group for a proactive approach to your risk management needs. Our team focuses on cutting-edge industry-specific solutions for small and middle markets. Please call us today at 630-325-4000 if you would like to discuss this document, or any other insurance related questions.

All our best,
Dave Slocum
President
SIA Insurance Group
6440 Main Street #300
Woodridge, IL 60517
(630) 325-4000 phone Ext. 100
(630) 325-4025 fax
www.siaig.com

1. Option to from Home – Everyone is at risk of catching the virus however older adults and people of any age who have serious underlying medical conditions might be at higher risk for severe illness from Covid-19. If you are not comfortable coming into our office, you do have the option to work from home if it remains a viable option to stay fully productive.

2. Sick employees are required to work at or stay at home – This is a required and there is no penalty for staying home when you are sick or showing COVID-19 symptoms.

3. Masks – Anyone entering our office must be wearing a mask. Employees do not have to wear a mask while working at their desk, but when you leave your desk you must be wearing a mask.

4. Temperature Reading – Anyone entering our office must take their own temperature. Put on one of the provided disposable gloves, use the mirror that is provided if needed. Temperature must be 100.4 degrees Fahrenheit or less. (The CDC states that for a fever for COVID-19 is 100.4 degrees Fahrenheit or higher.)

5. Hand Sanitation – Sanitize your hands with hand sanitizer that is provided.

6. Protective Plexiglass – Protective plexiglass has been installed based upon our COVID-19 risk assessment. Please notify us if there are areas you believe that may need protective plexiglass so we can review.

7. Hand Washing – All employees must thoroughly wash hands when leaving the bathroom. Use a paper towel from the bathroom to open the bathroom door and our office door.

8. Hand Washing – All employees must thoroughly wash hands when entering and leaving the kitchen.

9. Kitchen – All employees must socially distance while eating lunch. When you are done eating, you are required to disinfect your eating space and chair.

10. Socially Distancing – Use your phone to communicate with other people within the office, if you are near another person’s desk, remain at least 6 feet apart. Do not touch their desk.

11. Daily Cleaning – All employees are required to disinfect your own workspace at the end of each day including high touch areas (doorknobs, printers, file cabinets, postage machine)

12. Office Cleaning – Our office is being professionally disinfected every Saturday.

• From cleaning company: We ask that you remove paper, folders, etc from desks as much as possible (or place them on one side of the desk) so that we can clean everything properly.

13. Suggestions ­– If you have suggestions to improve our COVID-19 plan, please notify me via email.

14. Training – If you have questions regarding our COVID-19 plan or the procedures we have in place, please notify me.

15. Working from Home — Bring your computer and charger home. Ensure your S-Net is logged in on your computer and your office line is working to your cell phone app

16. Work Groups – We will discuss and implement a plan to optimize social distancing

Regards,
Dave Slocum
President
SIA Insurance Group
6440 Main Street #300
Woodridge, IL 60517
(630) 325-4000 phone Ext. 100
(630) 325-4025 fax
www.siaig.com