Guidelines template for returning to work safely
This return to work guidelines communicates {Company’s name} policies to employees resuming their duties following the COVID-19 outbreak. Its purpose is to help managers and employees who have been working from home smoothly resume their duties while following health guidelines and maintaining social distancing protocols.
Communication
- Using Email and SMS, inform employees of the reopening date and the new workplace policies. The HRIS platform can also be used to pass this message across
- The company social media handles (e.g. Facebook, LinkedIn, etc) should also be used to educate employees about the preventive measures
- Standees and LCDs placed in strategic places (e.g elevators, entrance, etc.) should carry messages reminding employees to observe social distancing and wash their hands regularly. Reminders can also be done via the intranet
Email Communication template
{With this email template, companies can announce the return to work date and briefly explain the new policies to their employees}
Subject: COVID-19: Resumption date and new policies
Hi everyone,
Following the end of the lockdown, we are glad to announce the office will be reopened on {date}. Meanwhile, we will keep executing necessary measures to ensure the safety of everyone as we return to work. Here is a summary of the measures:
- Employees who feel unwell are obliged to stay home and continue following our work from home guidelines
- Employees should always have their masks on when outside their workspace
- We have made proper provisions for office cleaning, hand-washing, masks, sanitizers, tissue and, bins
- Face-to-face interaction and clustering of employees should be avoided as much as possible
- Emails and texts are the preferred methods of communication
For a full rundown of the new measures, you can check our return to work guidelines attached to this email.
We are still following up on the pandemic situation and adjust the office operation plan accordingly.
We are glad to have your back.
See you at the office.
{Name}
Office arrangement
Seating plan
- Employees are to stay at their workstation/offices/cubicles at all times, if possible. For offices with tight spaces, a spacing of no less than 1 meter is to be adopted
- The lunch and game rooms will be shut down. We advise employees to take breaks at their desks instead
- Different break times will be allotted to employees to allow only a few to use the break room at a time. This room will be cleaned between each session
- The number of chairs in the break room will be reduced and employees are to sit safely distanced from their colleagues
Food and beverage
- Office refrigerators and coffee machines will be closed temporarily to prevent a cluster of employees around them
- Employees should endeavor to bring all food and beverage from home. This includes utensils, plates, and cups.
Meeting
{The possibility of a virtual meeting must first be considered. If not possible, check with the local health authorities about your plans to hold an office meeting or event. Scale down the meeting size so that only the necessary participants will attend}
- Employees feeling unwell are not to attend office meetings and event
- Every employee must submit their contact details at the event. These details will be shared with local health authorities if any participant becomes ill afterward.
- Sufficient masks, tissues, and hand sanitizers will be provided for all participants.
- Participants are advised to always have their masks on at all times unless speaking.
- Spacing of at least one meter should be adopted. If possible, windows and doors should be kept open to make sure the venue is well-ventilated
Elevator
- Employees are encouraged to use stairs more often.
- The elevators are to carry only 50% of its capacity
- Employees using elevators should have their masks on at all times.
- Regular cleaning of the elevators will be adopted
- A hand sanitizer dispenser will be at the entrance of every elevator
Travel
{Avoid business travel if possible, however, if employees must travel check with the local health authorities first}
- High-risk employees are advised to avoid traveling (e.g. older employees and those with medical conditions)
- If employees are going for a work-related trip, essentials like masks, gloves, and hand sanitizers will be provided for them. (Make sure employees know what to do and who to contact if they feel ill during the travel)
- Employees are to adhere to the instructions of local health authorities where they are traveling
- After returning, employees should not report to work immediately. They should monitor themselves for symptoms for 14 days and contact the health authorities if they feel unwell.
