The Process Guide to combat Third Wave of COVID-19 at workplace
The novel coronavirus COVID-19 proved it can bounce back. Can you? Check out this article, our editable policy guide, checklists and communication templates.
TLDR;
This post introduces a comprehensive and practical COVID-19 response Process Toolkit for Human Resource (HR) Heads and Business Owners. The toolkit has:
A downloadable playbook (link provided above), Live process checklists, communication templates and workflows based on our survey of over 100 HR professionals on:
Setting up a COVID-19 Response Team
Implementing Workplace Compliance Routine
Managing Essential Services Employees (details in playbook)
Managing Remote Work (details in playbook)
Conducting Periodic Assessments
Shift from Tactical to Strategic Business Continuity Process
Why Read This?
As we witness the second wave of COVID-19, many people are still asymptomatic. Therefore, it is likely that workplaces might have numerous employees with undetected COVID-19. Without strategic management and technology interventions in existing Human Resources (HR) processes, this is a high health risk for your team members, their families, and community at large.
Among other issues, COVID-19 is disrupting established workplace norms by increase in absenteeism, interrupted work schedule, volatile productivity and incapacitated IT systems built on decade old technologies. These mandate fundamental changes to the established HR processes and Management Systems from the perspective of the new HR normal.
Setting up a COVID-19 Response Team
Here are a few checklist items extracted from our Process Checklist for COVID-19 response management:
Form a COVID-19 Response Team that will comprise a Point of Contact (POC) from each business vertical in the organization.
Every Department Head should appoint a Point of Contact (POC) from their department.
The Response Team will gather all requisite details of the employees for easy reference in case of any emergency. .
The POCs will facilitate employee communication and updates.
The POCs are responsible for collecting team member health updates, monitoring the local situation, and reporting analysis to the HR
HR will categorize employees who fall under essential services/workers’ segment, separate from those employees who can work from remote locations.
The HR with Senior Management will review the report submitted for implementation by the POCs.
The HR will ensure that all necessary checklists and databases are maintained for easy distribution with the POCs.
All sample checklists, communication templates and list formats are ingrained in Crely process templates, for free download.
Implementing Workplace Compliance Routine
The office premises should be open only for essential services staff. In such times, the chances of virus transmission would be higher with people interacting and travelling from different locations. It is essential that the offices maintain the hygiene and safety guidelines, such as:
Sanitization tools to be available at designated areas
Sanitization to be done every 2 hours
Ensure there is proper ventilation always
Ensure everyone is always wearing masks
Social Distancing to be practiced always
Temperature to be taken for all at office entrance. In case of temperature, the employee should consult the medical team for further care.
Ensure employees under essential workers tag have undergone COVID-19 Test and all relevant documents submitted as required
Emergency Contact Lists and all other necessary lists to be maintained and displayed for easy reference, at front reception and with HR and POCs.
Designated areas for isolation cases should be identified
Medical team with essential first aid kit to be maintained
Conduct Periodic Assessments
The management should be taking bi-weekly meetings with the COVID-19 Response Team, HODs and HRs to ensure that the plan of actions are in place, the feedback on the progress and to implement any new or corrective measures as per the assessment.
Trainings should be conducted for accessing and utilizing new tools and technology services
Mentorship sessions on mental well-being recommended
Sessions on improving productivity in new business scenarios to be conducted
Temperature and Mask detection system could be installed if possible, to minimize human interaction
App could be created for internal employees to communicate all COVID-19 related details, updates such as reaching out to fellow employees who have recovered from COVID-19 for plasma, emergency hotline numbers etc.
Improvise on creating a work culture where there is smoother transition for employees to maintain the boundaries between work and home.
Revising and developing policies to prioritize employee well-being and provide flexibility in the new working scenario
Educate the employees on the new working senario, COVID-19 related updates, case studies of employees who have dealt with COVID.
Shift from Tactical Response to Long-Term Business Continuity Management
In the scramble to shut down and adapt to new working methods, it is critical to act fast and practically. However, remember that the need of the hour is to first ensure that every employee is vaccinated. Also, a series of longer term strategic interventions are needed to ensure mental and physical well-being of employees and their families. A few examples as below:
14 days special paid leave if you test positive.
14 days special paid leave if someone in your family has tested positive and you need to take care of them.
Insurance cover for you and your family for Covid along with reimbursements for tests and vaccination covered.
A helpline of Covid warriors for plasma and blood donation for employees.
Teleconsultations and medication for employees.
Meals and Food delivery at home.
Home care and ICU set up at home.
Tie ups with hotels that can be used for isolation and quarantining for patients with mild symptoms.
Setting up vaccination for employees.
Salary advance for those who need it.
CONCLUSION
The health and safety of the employees comes first. Though not an ideal scenario to draw concrete conclusions yet, we have drawn inspiration from the most reputed HR that set up some of the best practices in COVID-19 Response.