The government have published a more recent Work Safely Protocol. This follows the same principles and puts further attention on the provision of masks, ventilation of workplaces and encourages the use of antigen testing and outlines what both employers and employees should do, if such testing is deemed necessary. Further details are here.

The November 2020 Work Safely Protocol came from the Health and Safety Authority, Dept of Enterprise Trade and Employment, the HSE and Department of Health. At all times decisions on who attends a workplace should be in done in compliance with Government and public health advice.

This protocol refers to further resources, particularly from the Health and Safety Authority (HSA) and will continue to be amended in view of how businesses are coping with the infection prevention and control. To date no specific inspection regime has been included.

Strong communication and a shared collaborative approach between employers and employees is key to protecting workplaces against the spread of COVID-19. The protocol recommends regular engagement between employers and workers on preventative measures, and employers are to provide information and guidance including the signs and symptoms of COVID-19, how it spreads, cleaning routines, advice on hand and respiratory hygiene, physical distancing, use of face coverings/masks and Personal Protection Equipment (PPE) and the importance of not attending work if displaying symptoms of COVID-19 or feeling unwell.

Each employer is required to appoint at least one lead worker representative whose role is to work collaboratively with the employer to assist in the implementation of these measures and monitor adherence. The number of representatives appointed will, ideally, be proportionate to the number of workers. This will be alongside the ongoing consultation with health and safety representatives required in every workplace.

The protocol covers workers, not just employees, so consider all contingent, agency, consultants, suppliers who may attend your workplace. It also advises on the measures that workers should follow when not at work, including safe travel and living accommodation. It places shared responsibilities on both employers and employees and addresses the central role of the Lead Worker Representative (LWR).

It demands a lot of preparation and a need to stay on top of changing government advice. It also requires induction, training and ongoing communications with employees across the organisation. The implementation of preventative measures will be resource intensive for organisations of all sizes. It encourages employees to remain working remotely as much as possible.

The people profession will be centre-stage in making such transitions successful, and a strategic organisational approach backed up by people-centred decisions at group and individual level will be key to instilling a positive working culture.

Working safely guidance

The Working Safely Protocol provides guidance and highlights the steps to be taken by employers and workers to reduce risk of exposure to COVID-19 in the workplace. It provides up-to-date evidence on how COVID-19 spreads in general and in the workplace, recognising that public health advice continues to evolve as new knowledge emerges.

It reinforces the need to keep 2-metre distance from other people to avoid catching or spreading the disease and how the disease can survive longest (72 hours) on plastic and stainless steel surfaces. It calls out the specific types of working environments where the spread of COVID-19 is more likely and have had more outbreaks of COVID-19 - closed space settings, such as meat processing plants, nightclubs, places of worship, restaurants, and workplaces where people may be shouting or talking loudly. In these high-risk environments, a greater level of adherence to the public health advice is required by employers and workers.

Keep the COVID-19 Response Plan up to date

The Protocol requires updating your business COVID-19 Response Plan and occupational health and safety risk assessments. Then employers have to address the risks associated with various workplaces and work activities, for example, where and how workers might be exposed, including the general public, customers, co-workers, communal spacing, entrance and exits. etc.

Consider individual risk factors of employees (for example, older workers, underlying medical conditions, English not their first language etc.) and how these can be mitigated. and plan contingency measures in case of a suspected case of COVID-19, increased absenteeism, changing work patterns, etc

It advises that these plans are developed in consultation with workers and communicated once finalised.

Implement policies and procedures for prompt identification and isolation of workers who may have symptoms of COVID-19

The prompt identification and isolation of potentially infectious individuals is a crucial step in protecting the worker involved, their colleagues, customers or others at the workplace. It is also a crucial step in preventing an outbreak in a workplace from moving into the wider community. Employers are to keep a log of contacts to facilitate contact tracing, maintain contact details of workers as well as displaying signs and symptoms of COVID-19, up to date information on public health advice and COVID-19 supports, and what to do if an employee develops signs and symptoms of COVID-19 while in the workplace.

Employees must make themselves aware of the signs and symptoms of COVID-19, monitor their own well-being, not go to work if they or a close contact are displaying any symptoms, immediately report any symptoms that arise at work, and self-isolate at home and follow public health advice if they display any signs or symptoms.

Develop, update, consult, communicate and implement workplace changes or policies

As information about the virus is evolving, public health advice is being updated on a regular basis, and it is important for employers and workers to recognise that flexibility will be required in the measures to reduce its spread.

Employers are advised to review sick leave policies and consult and amend as appropriate in view of COVID-19. They should minimise rotation of staff across multiple settings and workplaces, particularly in relation to agency staff, agree any temporary restructuring of work patterns and provide information on how to receive illness benefits or other Government COVID-19 supports.