While it’s unclear how long COVID-19 will continue to impact organizations, many employers are looking to the future of employees returning to work and planning how their future workplace will operate. The appropriate return-to-work plan for a workplace will vary, as every organization has been uniquely impacted by COVID-19. In preparation for asking employees to come back to work, it’s imperative that employers thoughtfully construct a return-to-work plan and consider best practices for a safe and efficient return to the office. To aid in getting started, employers can review topics on this checklist, which addresses COVID-19-related workplace topics compiled from the Centers for Disease Control and Prevention (CDC) and highlights general return-to-work topics.
Policies and Preparedness
- Is your organization monitoring ongoing federal, state and local workplace guidelines?
- Is your organization aware of any and all local public health or other orders related to COVID-19 that may affect your business or workplace policies?
- Has your organization reviewed relevant return-to-work policies? These could include:
- Paid time off (PTO)
- Sick leave
- Remote work
- Travel
- Masks and social distancing
- Has your organization reviewed employee benefits to holistically support employees’ well-being? These could include:
- Flexible scheduling options
- Telemedicine access
- Mental health resources
- Financial wellness resources
- Is your organization compliant with all updated Occupational Safety and Health Administrations (OSHA) regulations?
- Does your organization have a planned response in place in the event of an employee testing positive for COVID-19?
- Does your organization have a preparedness plan for any future partial or full closings of the workplace?
- Has your organization planned for how vaccinations will impact efforts to reopen the workplace?
- Has your organization created a voluntary or mandatory COVID-19 vaccine policy?
- If applicable, has your workplace developed a policy for employees who have a medical, religious or other exemption from receiving the vaccine?
- Has your organization determined whether your workplace will offer on-site vaccinations?
- If offering vaccinations on-site, has your organization planned for the logistics of vaccine distribution?
- If not offering vaccinations on-site, has your organization determined alternative sites where employees can receive vaccines?
COVID-19 Vaccine Considerations
On-site Workplace Considerations
- Has your organization planned for how vaccinations will impact reopening the workplace (e.g., social distancing or mask-wearing)?
- Are current health and safety protocols posted in multiple areas of the workplace?
- Are employees encouraged to wash their hands regularly or use hand sanitizer?
- Are employees expected to wear face coverings or masks in the workplace?
- Are employees expected to socially distance?
- Has your workplace layout been set up to encourage social distancing and discourage congestion?
- Are employees expected to work alternative hours or schedules? These could include:
- Staggered shifts
- Staggered meal and rest breaks
- Compressed workweeks or flexible start and stop times
- Do your facilities have high-functioning air filters and ventilation systems?
- Have frequent routine cleaning and disinfecting schedules been established?
Remote Workplace Considerations
- Has your organization considered the long-term feasibility and logistics of remote or hybrid work in your workplace?
- Does your organization have established standards for both on-site and remote employees?
- Have remote work expectations for employees been established?
- Telecommuting policy
- Technology specifications
- Remote work expectations
- Hybrid work expectations
- Working hour expectations
- Communication expectations
- Cybersecurity expectations
- Work responsibilities expectations
- Has your employee handbook been updated with remote and hybrid work guidelines?
- Does your organization have a plan for keeping remote employees engaged?
- Does your organization have a process for remote employees to request additional equipment should they need it?
- If applicable, has your organization established a process for onboarding remote employees?
Visitor Considerations
- Does your organization have any current health and safety protocol expectations for on-site or in-person visitor, customer or vendor contact?
- Social distancing guidance
- Handshaking and other greeting guidance
- Telephone or videoconferencing versus in-person meetings
- Does your organization have any current health and safety protocols or expectations for visitors posted in multiple areas of the workplace?
Employee Considerations
- Has your organization shared general information about the COVID-19 vaccines with employees?
- Overview of available vaccines and their differences
- Number of doses required for vaccination
- Facts and myths about the vaccine
- How vaccines work
- Benefits of vaccines
- Efficacy and safety of vaccines
- Possible side effects of vaccines
- Is your organization sharing any updates with employees on an ongoing basis?
- Has your organization established two-way communications with employees and specified a point of contact for employees who have questions, comments or concerns?
- Are employees being referred to a primary channel of communications for COVID-19-related updates?
- Have employees received communications regarding expectations for working on-site (e.g., hand-washing, proper social distancing or mask-wearing)?
- Does your organization have a plan for regular communication with remote employees?
- Frequent and consistent manager check-ins
- Teamwide communication
- General employee communication
- Has your organization shared health and wellness resources with employees?
- Have employees received information on relevant return-to-work existing and updated policies?
The details of each employer’s return-to-work plan will look different, so use this checklist as a guide to understand and plan for key issues. When developing or updating policies, employers should seek legal advice from local legal counsel. For more resources on COVID-19-related topics or return-to-work planning, contact GCH Insurance Group today.
