The question of how to return to the activity of my company is among the star questions of the moment. Especially after the announcement of the Government’s phased de-escalation plan.
We will be publishing in a series of notes, the characteristics and summaries of the legislation that will appear. Especially when there are more specific regulations, as is the case of commerce and hospitality that will be published in separate notes.
There are several important clarifications to be made here.
- It is best to follow the recommendations of the health authorities.
- Get in touch with the people in charge of Labour Risk Prevention Manager for each one, in order to follow the corresponding plan.
- Do not be hasty, because the saying “dress me slowly, I’m in a hurry” maximizes its value at this time.
For this reason, and recommending a personalized plan, we dare to make some general recommendations. Which are in line with what we ourselves are going to do. We could say that what we are going to see in this note are general recommendations for the service office model.
How to return to the activity of my company. Recommendations
The first thing to say is that the recommendations vary according to the sector. Others, as in the case of the hotel and catering industry, will have to wait for the indications of the respective town councils and Autonomous Communities, which have many powers in this regard.
It should be considered that there are measures that, until the risk of transmission of the pandemic itself ends, should continue to be applied over time.
Recommendations
When considering how to return the activity to my company, the measures we propose are applicable both to companies with activities included among the critical operators of essential services that have continued to work during this period. And to companies that carry out non-critical activities.
In addition, in companies of a certain size and/or complexity in their structure or work centres or due to the singularity of the activity they carry out, it may be necessary to draw up and maintain a Contingency Plan to achieve this objective. Plan adapted to the characteristics of each work centre.
The Contingency Plan of a company or work centre should include
- A description of the company’s work and rest places.
- A detailed description of the jobs and work processes.
- They will also be considered:
- The particularities of the workers who carry out activities outside the centre.
- How travel to the workplace may be carried out.
- The presence of subcontractors or other companies in the workplace, and their suitability within the coordination of activities.
- Whether the company’s activity includes dealing with clients, users or other people outside the organisation.
- Teleworking whenever possible, for as long as possible.
Basic hygiene measures
Their purpose is to prevent the potential risk of contamination or contagion, either from oneself or from others, in the workplace.
It is essential to reinforce the cleaning and disinfection of work places and equipment. It is crucial to ensure proper cleaning of surfaces and spaces. Both a few days before returning to the office, and then during the return.
- Inform workers that they must maintain a social distance of 2 metres. And reinforce personal hygiene measures in all work areas and in the face of any exposure scenario. The use of posters and signs that promote hygiene measures will be encouraged.
- It is essential to reinforce the cleaning and disinfection of work places and equipment. It is crucial to ensure proper cleaning of surfaces and spaces. In particular, the elements that must be touched by different people must be disinfected more frequently: door handles, button panels, touch screens for non-individual use, vending machines, bathrooms, tools or machines for collective use.
- In work centres where windows can be opened. Guidelines will be set to maintain adequate ventilation and air renewal. Periodic ventilation tasks must be carried out in the facilities. And, at least, on a daily basis and for more than five minutes.
- In centres without the possibility of natural ventilation (closed buildings). Air conditioning systems must be adjusted to increase the number of renewals per hour or the percentage of clean air outside to avoid recirculation of air as much as possible. It is recommended to maintain the temperature of the centre between 23 and 26ºC.
Personal hygiene measures
- Also, information to the workers that the hygiene of hands is the main measure of prevention and control of the infection and that they must realize periodically a hygiene of them for the prevention and control of the infection. Correct hand hygiene
- Ensure that workers have easy access to soap and water, as well as disposable drying paper (avoiding air dryers and towels) and waste bins at work sites. If necessary, soap dispensers and/or alcoholic disinfectant solution should be available in individual packaging. And the number of people who can go to the toilets at the same time should be limited.
- Tissue boxes and containers for disposal should be available at workplaces, especially where there is a public toilet. With lidded, pedal-operated waste bins.
What about the masks?
The use of barrier masks is recommended, although there is already an obligation to wear them when the safety distance of 2m cannot be respected. Or, in specific sectors that we will clarify.
Moreover, not only for the workers themselves, but also for visits by clients and suppliers to our offices.
We would apply the saying that “it is better to sin by excess than by default”.
Technical and organisational measures
In premises intended for work activities, care must be taken to avoid overcrowding and to maintain interpersonal safety distances.
- The spatial distribution and organisation, as well as the work processes, will be analysed. The rule of always maintaining a safety distance (2 metres) should be encouraged throughout the day. Otherwise, PPI’s should be used or the activity should be suspended.
- The layout of the work stations, the organisation of the movement of people and the distribution of spaces in the work centre must be modified. As far as possible, with the aim of ensuring that safety distances are maintained.
- Provide for insulation, enclosure, physical barriers, etc. Placing signs on the floor, with adhesive tape or similar, to ensure that the 2m are respected in places where it is foreseeable that there may be queues. Such as reception, vending and coffee machines, microwaves, self-service…
- Water fountains should be closed, and only bottled water should be drunk. Each worker should always carry their own bottle of water, or keep it identified.
- Seating in leisure/resting facilities, canteens or cafeterias should be limited. Trying to create shifts for the use of these facilities, also applying the following measures:
- Trying not to open the company canteens, or if this is not possible, increasing the shifts for meals or breaks
- Remove the chairs in sufficient numbers to ensure that the remaining ones are respected at a distance of 2m.
What we mean by organisational measures.
Organise the work in such a way that the number of exposed workers is reduced. Establishing rules to avoid and reduce the frequency and type of person-to-person contact.
That is:
- Extending teleworking for as long as possible.
- Gradual return from more to less essential. Alternating days of teleworking with face-to-face work, to help respect the 2m separation between positions.
- Give priority to videoconferences, avoiding face-to-face meetings. And when it is not possible, limit the number of assistants keeping the distribution of occupation for the meeting rooms.
Access control measures
It is recommended that this be done with the consent of the workers’ representatives.
- Possibilities of remote body temperature measurements at the incorporation to the centres. As a complementary measure, not compulsory or absolute, since it is not precise or conclusive (non-contact thermometer, thermal scanners…).
- Assessment of the presence of general or specific symptoms and in case of temperature higher than 37.7 or presence of symptoms (fever, cough or respiratory difficulty) action will be taken:
- The affected person will be put on a surgical mask and taken to an isolation area. This area should be designed for this purpose, or separated by a minimum distance of 2m.
- Contact the health authority.
- Once the person suspected of being infected has been evacuated, the working area where he or she was will be cleaned. Working with a solution of water with bleach or cleaning cloths with hydroalcoholic solution depending on the case and type of device.
- In addition, in cases of registration of working hours using fingerprints, another system must be used.
And what do we do about the reception
It is necessary to consider that it is one of the positions with more risk of contagion. It is therefore recommended that the following rules be applied:
- Study the elimination of lathes or place marks on the floor to respect the 2m safety distance.
- Place separation barriers or, failing that, partitions at the reception desk.
- Place trays or similar for the exchange of documentation (couriers, etc).
- Eliminate or reduce administrative procedures, entry and exit signatures…
- Establish a waiting area that respects the 2m between visitors.
Where can I get material
Where to get material, depending on which one it is, can be in some cases somewhat difficult due to the demand for it.
We offer you the contact of several of them, who are our clients, and who besides the service itself, will be able to help you and give you recommendations:
- Ovalm: We offer masks, both national and imported, and of different categories. Contact: josediaz@ovalm.com
- Cleaning supplies: Cleaning of workplaces and hygiene materials. Contact: Miguel Sanchez, ventas@suministrossl.com
- Cipsolution: It also offers masks and other related materials for the office. Contact: inmasanz@cipsolutions.es
- Limpiezas Alpe S.L.: Cleaning and disinfection. Contact: Pedro Lorenzo. Telephone: 696 926 933
- Limpiadores S.L.: Cleaning and disinfection. Contact: <julio.sanchez@limpiadores.com>. Telephone: 915271000
- D’Colimba S.L.: Cleaning and disinfection Contact: Esther Santamaria. Telephone: 639 811 789
- La Tienda del Espía: Masks and disinfection materials. Contacto: Antonio Durán <ad2009@hotmail.es>. Telephone: 609269060
In any case, all workers must always be kept very well informed of the recommendations and obligations to be followed. As well as the evolution of these measures.
Finally, we would like to emphasize the need to prepare a Contingency Plan for each company. In collaboration with your Labour Risk Prevention Manager. In order to clarify how to return to the activity of my company
However, if you have any doubts, please contact your Labour Risk Prevention Manager or you can also contact us.
Arrabe Integra
Business Consultants
