Winter wonderland.
Q. As a small design practice, I’m really worried about the effects of this extremely cold winter and the potential of a flu pandemic. How can I make sure the work gets done? We thought of giving our people flu jabs, but never got round to it. And, amongst other things, we’re housed in a really old building that is draughty at the best of times. What are your recommendations?
A. There are a number of factors you seem worried about here and you need to reach some policy decisions which balance your duty of care as an employer with your need to take responsibility for the business.
You do have certain duties under legislation, predominantly Health & Safety, by which you must ensure the well being of your staff. As an example, the temperature in your workplace must be “reasonable”. The guidelines suggest that this should be without the need for special clothing and if there is undue cold (or warmth) that the company needs to take all “reasonable” steps to achieve a temperature as close as possible to comfortable. The guideline temperature is 16 degrees Celsius. If your office does not meet these needs, I suggest that you need to consider supplementary heating. It is not appropriate merely to provide blankets or woollen socks! Failure to provide a comfortable environment is a breach of health and safety regulations. In extreme cases you would be advised to send your staff home to avoid such a breach.
The issue of flu jabs has been controversial this season. Some companies have historically given their employees the opportunity of receiving a flu jab whilst at work, but nothing is completely fool proof and there are always new strains developing. So, don’t beat yourself up for not having got round to organising it. Doctors have had to prioritise with the vaccine this year anyway. Those groups who are at risk will have had the opportunity through their GP.
If your workforce is struck down with flu, they should stay at home until they are well and you will need to develop a clear reporting and communicating line to your clients. If the situation is so severe that the work will be delayed, you must explain this to your clients. Most will be sympathetic. They won’t be sympathetic if you pretend that everything is OK, the work is late and shoddily carried out. If there are remaining staff able to fulfil the work, and they are willing to do so, perhaps you could consider giving them time off in lieu or additional pay for hours worked. But always bear in mind the restrictions of the Working Time Directive.
Employees should not be tempted to return to work before they are fully recovered. This may create a snowball effect with further people falling ill or the risk of relapse. Perhaps you could consider the possibility of remote access, even if on a temporary basis. In that way, people can communicate when they are able and not have to negotiate a germ-ridden commute on public transport which is more likely to make people ill than aid their cure. People who are ill need to have time to recover and, having provided doctor’s notes during their absence, should also provide a note saying that they are fit to return to work.
I suppose the point I am making is that there are some things you can address, such as your office environment, there are some things you can prepare for but not control and some things over which you have little or no control whatsoever. Do your best to ensure a comfortable working environment and develop a communication culture so that you, your employees and your clients know what the story is. And remember, you will not be alone in facing these challenges.
January 2006
FX Magazine