Now that Governor Abbott has opened up the State of Texas and many businesses are re-opening, keeping employees in the know about ongoing COVID-related policies and protocols is critical. The office and/or the job site looks different than when many employees last worked there over one year ago.  Ongoing education will help maintain a safe workplace and allow employees to feel comfortable returning to the physical workplace.  Here are 3 tips for educating employees on COVID-related changes to policy or protocol while or even after your business re-opens.

1.    Consistently Review and Update Your Employee Manual

A company’s employee manual is one the most effective ways to show employees’ your commitment to their safety, provided it is updated to reflect the current environment. Below are some topics contained in many employee manuals that may need updating or revising to address reopening of your physical workplace.

• Wage and hour policies for any changes during pandemic and when re-opening
• Policies to facilitate the “actual” process of returning to work
• Employment screening options/interview/new hire protocol while re-opening the office
• PTO, unused vacation day and sick policies
• Temporary tele-commuting policy (if applicable)
• Additional workplace safety cleaning and safety measures with re-opening the office.
• Equal opportunity employment – reasonable accommodations, if needed, if employees more at risk for COVID approach with concerns
• Conduct and behavior – non-harassment and non-discrimination policy to include employees who have been sick or exhibiting symptoms of COVID-19
• Attendance policies – remote work guidelines, capacity limits,
• Office travel policy (refer to CDC Traveler’s Health Notices) for work related business
• Expanded leave policies – FMLA and FFCRA (to the extent still applicable), state specific leave guidelines
• Workplace safety – social distancing, in-person meeting guidelines, updates to facilities, communal areas, capacity limits for customers, changes to operations, protocol for workers when on job sites not included in office
• Hygiene recommendations – personal protective equipment, personal hygiene in workplace, facilitating a clean workplace
• Policy involving employees who get sick on site and/or begin to feel symptoms of COVID-19 and/or other communicable illnesses
• Workplace training on updated safety protocol for visitors at place of business
• Workplace training on updated safety protocol and/or measures to follow when employees visit job sites and/or work locations that are not controlled by employer
• Policy on use of employer owned work vehicles and appropriate cleaning
• Health insurance changes

2.    Post Federal Notices from CDC and/or State

• Post any required federal notices (i.e. if you are a federal building or federal contractor, the mask mandate still applies to you)
• Post any current protocols you expect employees to follow regarding safety measures and/or disease transmission measures (i.e. hand-washing, social distancing of 6 feet, self-monitor health and symptoms, etc.)
• Provide written notice to employees of requirements and limitations of the Federal mask mandate

3.    Allow Access by the Employees to Understand the Updated Policies

Another opportunity to inform your employees of any updated policies and updated office protocol both in office and on job sites is to offer your employees an opportunity to ask questions via a hotline or chat feature, a connection to your HR department, small office group meetings, training sessions, and/or question/answer sessions. You might want to consider creating small summary and/or “cheat sheet” for employees to keep at their desk to update them on updated policies in particular relating to mask wearing, social distancing, keeping desks and workplaces clean and recommended hand-washing and use of anti-bacterial soaps.

There is no question that the decision of when and how to reopen a business or the physical workplace is a difficult one, and one that should be made after careful planning and deliberation.  In that regard, it is always a best practice to consult with a human resources manager and legal counsel regarding any employment-related issues.  The attorneys in our Austin and Dallas offices are available to answer any questions you may have.

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