Coronavirus: How to look after your employees now and in the future
How can you support your employees as they try to cope with the spread of Coronavirus, while safeguarding your business? Let’s investigate.
It’s the only topic anyone is talking about right now: Coronavirus. No one is sure whether we’ve seen its full effects in the UK yet, but we all worry about what will happen if we or the people we care about contract it.
If you run a company, added to this worry is a concern for your employees and your business. You want your staff members to stay well, but if they start to show symptoms of the virus, what then? Can your business cope if a large section of your workforce has to go into self-isolation?
In this article, we’re going to look at how you can create a supportive, rather than an adversarial, environment for your employees during this stressful time. Richard Branson said, ‘Take care of your employees and they’ll take care of your business.’ It’s time to put that into practice.
Be an employer that cares
With or without Coronavirus, you can be an employer that looks after your employees’ wellbeing by promoting the benefits of good health in addition to having some clear policies on how to help your employees in times such as these.
Manage stress
As well as worrying about their health and the health of their loved ones, your employees may be worried about the financial impact of taking time off, whether it’s to self-isolate, recover from the virus or care for dependents.
For those that take time off to self-isolate they will receive Statutory Sick Pay (SSP). The Chancellor of the Exchequer, Rishi Sunak, has announced that the government will reimburse employers with less than 250 employees, any statutory sick pay they pay to employees, for the first 14 days of sickness. At the moment, this is a temporary measure to help insulate businesses against the impact of Coronavirus. Statutory sick pay is currently paid at £94.25 per week. The Chancellor estimates that will cost up to £2 billion and help up to 2 million businesses.
Some employers offer more than SSP – this is usually known as ‘company’, ‘contractual’ or ‘occupational’ sick pay.
In regard to taking time off to care for someone (a dependent), all employees have the right to unpaid time off however there are no statutory rights to pay employees unless you have an existing workplace policy in place. In some cases, it may be worth reviewing your policies and permit the emergency use of annual leave to cover periods of absence so your employees can continue to receive an income.
Implementing stricter health and safety precautions in the workplace will also show staff that you care. The following are some simple steps to put into action:
Continue to keep everyone up to date on actions being taken to reduce risks of exposure in the workplace and any contingency plans you may have;
Ensure you have update to date numbers and emergency contact details for all staff;
Ensure all your staff are clear on how to spot the symptoms, are clear on how to report sickness and that they will be entitled to SSP during self-isolation (or company sick pay) and that they know the procedures in case someone in the workplace shows the symptoms;
Make sure there are clean places to wash hands and that all staff are encouraged to wash their hands regularly;
Provide hand sanitiser and tissues for all staff;
Review your work force to identify those who may be high risk (60yo+, have a long-term medical condition, have a week immune system or are pregnant) and put a procedure in place to allow them to keep working (onsite or remotely); and
Review and reconsider any travel plans for staff – i.e. instead of face to face meetings, organise telephone or video conference meetings instead or reschedule to a later date.
Some staff may simply be fearful of exposure and feel unable to attend work. It’s best to listen and if the employee has a genuine concern work together on a solution. Such as a separate workplace or remote working. If an employee still does not want to go in or flexible working is not possible, there is the option for the employee to take time off as holiday or unpaid leave, but there is not statutory requirement to offer this.
Managing risks in your business
So far, we’ve only talked about the spread of Coronavirus from the employee’s point of view. However, we also understand the challenges that business owners are facing. As a leader it’s great to be compassionate and understanding of your employee’s but what about business continuity and servicing your clients and customers should you have a decreased workforce due to employee absence.
If you have a work from home / flexible working policy in your company, consider asking your employees to work from home as a preventive measure. If you don’t have this policy in your business, but your business can realistically function as usual if your staff work from home, think about offering this option. If your employees do not have to commute to your workplace, or spend time in a room with other people, it could help them avoid the virus.
In some situations, you might need to close down your business for a short time, unless it says in the contract or otherwise agreed, you will still need to pay your employees. In this circumstance you’ll need to speak to staff as early as possible about the potential of a closure.
To help you manage your business and the financial risks of doing so it may be worth investigating lay-offs or short-time working. Another alternative course of action is using holiday entitlement. Again, any of these actions require notice periods and effective communication with all staff.
If your business is part of a supply chain or you provide a ‘hands on’ service, it may be worth reviewing your contracts to see how you can best manage business continuity should you have a reduced workforce or if your suppliers have a reduced workforce.
A collaborative approach
Rather than take an us versus them approach, which in turn will lead to your employees asserting their rights, try to work collaboratively with your workforce. Actively engage with your staff, talk about their legal rights and what they are entitled to during this difficult period. Talk about how you are monitoring and following Government advice. Emphasise how seriously you take this issue, without causing panic.
Then, look for a resolution that suits both sides. Encourage them to talk about their worries and how they are feeling. When you take this path, a solution usually presents itself.
If you are concerned about Coronavirus and its effect on your employees and business, Couchman Hanson is there to help. We can help you implement HR policies that will relieve the stress on your staff, and you. We can also review your company/commercial contracts and work with you to ensure business continuity if your business is part of a supply chain or provide specific services that require a present work force. Together, your employees and your business can survive and thrive through this unprecedented time.
At Couchman Hanson, our solicitors genuinely care about getting the best outcome for you. We’re highly professional, with ‘city’ level talent and experience, but also friendly and welcoming. Everything we do fits with our values of integrity, honesty and authenticity.
Call 01428 722189 to speak with one of our Solicitors.