COVID-19 - Return to work (UK) - April 2021

UK Studios
Risk Assessment

Chapman Taylor’s overriding objective is to ensure we are undertaking all reasonable measures to provide a safe working environment for our teams and to provide them with the confidence that the measures we have put in place will be maintained and adhered to as a return to work commences.

The key areas of risk have been identified as

  • Our staff’s personal situations
  • Home-testing and NHS Test and Trace
  • Transportation to and from work
  • Cleaning
  • Occupancy and social distancing
  • Personal hygiene
  • Meetings
  • Site visits

OUR STAFF

We have had conversations with each member of our team to assess the individual’s specific situation regarding COVID-19. We shall continue to follow the Government’s guidance throughout the following months.

Shielding and returning to work

Whilst “shielding” formally came to an end on 31st March 2021, the Government is still advising people, who are ‘clinically extremely vulnerable’, to continue to work from home where they can and to follow all social distancing measures. We do not expect staff in this position to attend work until they are comfortable to do so.

If a staff member lives in a household with someone who is ‘extremely clinically vulnerable’, we do not expect them to return to work in the studio until they are ready to do so.

If a member of staff lives with someone who is ‘clinically vulnerable’ (but not clinically extremely vulnerable), including those who are pregnant, they can attend work however we are happy to discuss individual cases where appropriate.

Home-Testing and NHS Test and Trace

All staff are encouraged to register with the NHS via the Government’s website to order home testing Lateral Flow kits and to commence twice-weekly tests on Sundays and Wednesdays. Anyone who returns a positive test must self-isolate in strict accordance with Government guidance.

We have registered with the NHS Covid-19 Test and Trace system. All members of staff will download the app on their smartphones and then check in using the QR code poster displayed in the studios.

Should any member of staff be contacted via this NHS app and be asked to self-isolate, we expect them to do so immediately and they must notify their line manager.

COVID-19 symptoms

Any member of staff with COVID-19 symptoms should not come to work and

should self-isolate according to Government guidelines. Any member of staff who returns to work and who then displays symptoms of Covid-19 or seems unwell will be isolated and sent home immediately.

Similarly, staff should self-isolate if members of their household have COVID-19

symptoms.

All members of staff are required to take their temperature on arrival at the studio and will be asked to return home if they register a temperature of 37.80c or higher.

TRANSPORT

Staff are being encouraged to avoid using public transport and to walk or cycle where possible, although we are aware that this will not always be feasible.

In circumstances where staff do need to use public transport, they will be asked to follow current UK Government advice.

https://www.gov.uk/guidance/coronavirus-covid-19-safer-travel-guidance-for-passengers

We are offering flexibility to staff using public transport to enable them to leave, or arrive, either early, or later, to avoid peak travel periods.

We are supporting the Cycle to Work Scheme for those who live within cycling distance of the studios and are able to cycle to work.

CLEANING

Each of our studios has undertaken deep, disinfecting cleans (fog cleaning) which allow tiny disinfectant droplets to settle on surfaces and coalesce to form a continuous film. This technique allows the disinfectant to reach all areas, including those that are hard to reach.

Before fog cleaning was undertaken, we cleared surfaces throughout the studios to ensure the clean was as effective as possible. Now that our studios are operational, the cleaning teams are concentrating on sanitising cleans of the high touch areas such as door handles, kitchen cupboards, appliances, drawers, light switches etc.

We are operating a “clean desk” policy to maximise the effect of the regular cleaning.

OCCUPANCY

The layouts of the studios have been reviewed to maintain a 2m distance between workstations.

The key to minimising the risk of spreading COVID-19 is to keep the recommended social distancing between staff members at all times.

Daily occupancy of the studios will be closely monitored to enable social distancing to be maintained between staff members.

Generally, our studios will be operating a one way in and one way out protocol at pinch points.

We have implemented a restricted numbers policy for more confined spaces such as kitchens, cloakrooms and print rooms

We will implement a “keep to the right” rule for walking in studio aisles to assist social distancing.

HYGIENE

All staff will be asked to wash their hands and/or use sanitiser as they enter the building each day and as they enter and leave through our main doors.

We have installed automatic hand sanitisers in our UK studios at entrance points and near our kitchens and print rooms. Use of sanitisers is mandatory before using any shared equipment such as coffee machines, taps, fridges, printers, photocopiers and scanners etc.

Masks will be provided to be worn where social distancing cannot be maintained. It will be personal choice as to whether staff wear masks whilst seated at their desks.

There will be no sharing of equipment and we will ask every member of staff to sanitise their own keyboard, headset, mouse and telephone handset at the start of each day. Disinfectant wipes will be provided.

Each member of staff who returns to the studio will use their own crockery, cutlery and drinks bottles to avoid cross-contamination.

Signage will promote personal hygiene and social distancing.

MEETINGS AND VISITORS

Chapman Taylor will continue to hold on-line meetings wherever possible. This method has proved to be effective during the working from home phase and we will not revert to face to face meetings unless it is absolutely essential.

Should it be necessary to hold physical meetings, occupancy of meeting rooms will be limited to a level to accommodate social distancing.

All our studios have produced guidance documents for visitors which will be sent to each visitor ahead of their visit. This guidance covers the NHS Test and Trace app, temperature testing and the studio protocols for hygiene and social distancing.

Any meeting room equipment that is used, will be disinfected immediately before and after use.

SITE VISITS

Whilst we are still in the semi-lockdown state, staff will only attend site to undertake tasks that cannot be conducted on-line (eg. site inspections).

Before attending site, we shall liaise closely with the staff member and with the site contractor and will only allow visits to proceed if a full risk assessment has been conducted for the specific site and only if the member of staff is happy to attend.



We envisage the restrictions resulting from the COVID-19 pandemic will continue for some months to come and we will continue to monitor government advice as it is released and will amend, edit and update our risk assessment as necessary.

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Adrian Griffiths
Main Board Director
Chapman Taylor LLP

Date: 12/04/2021

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