You must first assess the risk and see if it can be eliminated entirely. If that is not reasonably practicable, you will need to look at a range of methods which can minimise the risk of harm. However, the government’s guidance emphasises that:

• Covid-19 risks need to be managed through physical distancing, hygiene, screens and fixed team or partnering, not through the use of PPE
• Workplaces should not encourage the precautionary use of extra PPE
• In the event that your risk assessment did show that PPE was required e.g. a laboratory space, you would need to provide it
• There is a distinction between face coverings and PPE. There are some circumstances when the guidance suggests that wearing a face covering may be marginally beneficial as a precautionary measure. Face coverings can be made at home. Employers should support employees in using a face covering safely if they choose to wear one but should not be relied on as a risk management strategy and should not deplete supplies of PPE including surgical masks which are needed by the NHS and care workers.

Note that it is now mandatory for passengers using public transport in England to wear a face covering.

Government advice

Everyone should follow the new government ‘Covid-19 Secure’ guidelines. As well as attempting adjustments to help maintain social distancing, guidance on hygiene is essential as evidence suggests that the virus can exist for up to 72 hours on surfaces. The preliminary government advice has suggested:

• Rigorous social distancing on public transport and avoidance of public transport at peak travel times
• Wearing face coverings in enclosed spaces where social distancing isn’t possible and “where you will come into contact with people you do not normally meet”. This applies to short periods indoors in crowded areas, for example on public transport or shops. Medical standard PPE including masks should continue to be reserved for health and care workers
• Frequent cleaning, especially communal and high impact surfaces like door handles or lift buttons and communal areas like bathrooms, kitchens and tea points
• Ventilation of indoor spaces, as evidence suggests the virus is less likely to be passed on in well-ventilated buildings and outdoors. As well as leaving windows open, external extractor fans can maximise the flow of fresh air
• Washing clothes regularly
• Avoiding crowds where possible, and allowing the use of more entrances and exits to buildings and staggering entry and exit points
• Reduction of the number of people in a work environment by changing shift patterns and rotas. Space plan your offices to allow for 2 metre distancing between each workplace settings – Talk to Avison Young team about creating a COVID-19 office space plan.

Other practical steps

Safe work practices to limit exposure to Covid-19 at work include both overall control measures and minimising workers exposure to each other. Flexible leave and remote working should still be encouraged wherever possible to limit presence at the workplace. The following are just some examples of control measures depending on the nature of the role and workplace.

Reducing numbers

• Ensure staff who can work from home continue to do so
• Anyone with symptoms (or who lives with someone with symptoms) should stay at home
• Coordinate return to work procedures with any other businesses who share the building via the landlord or building management
• Consider delivering some services remotely so that only workers who are essential to the job are present at the workplace
• Adjust working hours (by agreement) or stagger start and end times. There could be two staff groups with half working from home one week and half in the office the next
• Reduce large unnecessary meetings and minimise the presence of third parties such as clients or customers. Many business are preventing any physical meetings and visitors for at least the first 30 days after the reopening of offices
• Limit numbers entering toilet facilities so that only one person at a time enters
• Vulnerable workers should still work from home including older people, pregnant women, those with chronic conditions (including lung or heart problems, diabetes, or undergoing cancer treatment). Workers with close family members who are at high risk may also need special arrangements.

Phyiscal barriers

• Reduce physical contact between workers and distance or isolate workers whenever possible
• Reassess the layout of work stations to ensure 2 metre distances
• Reassess how many workers can be accommodated and use spare offices and meeting rooms to spread staff out
• Consider barriers and empty desks between workers in the workplace as well as two- metre distances between staff. Plastic sheeting, partitions, and solid storage units may be appropriate
• End hot desking and all shared equipment
• Encourage pick-up or delivery of goods outside the premises leaving goods to quarantine for a period where possible.

Safety equipment and facilities

• Provide anti-bacterial gel, sanitation gel and wipes for all staff
• Facemasks and gloves are recommended by the government where PPE would normally be applied i.e. labs. Some organisations are recommending or providing face-coverings for confined spaces or travel but this is not a government guideline.

Training and communication

• Communicate and consult with all employees on plans to reopen and about any new rules and policies that apply
• Involve and consult with recognised trade unions and/or employee representatives where appropriate, especially where changes to working hours and other terms and conditions are needed
• Send email reminders and display signs around the workplace to raise awareness of measures adopted.

Cleaning

• Increase the regularity of deep cleaning, especially desks, surfaces, door handles and other surfaces that people touch regularly. Leave doors open (subject to fire risks)
• Advise workers to wash their hands frequently and effectively and restock facilities regularly
• Ensure waste bins are lined with plastic bags so that they can be emptied without touching the contents.