LutonRe-Opening Plan

June 2020

GUIDANCE FOR COMPLETIONPlease refer to the KMH ‘Office Re-Opening Guidance’ and the UK Government’s

Working Safely During Covid-19 in Offices & Contact Centres’ when completing this plan.

The above guidance is there for you to review and assess before making deciding on the actions to be taken within your re-opening plan.

The guidance is extensive and may not always be applicable or your local office layout and arrangements and this is fine as long as you have considered it.

Once your plan has been completed, it must be implemented fully.

Only after the office has been signed off by the RMD & Div’ H&S Business Partner can staff be communicated with and allowed to re-start work in the office.

All staff must be fully briefed on the office risk assessment, re-start plan and KMH office restart guidance before returning back to work.

THINKING ABOUT RISKKMH have issued Office Re-Opening Guidance. The purpose of this guidance is

to provide regional management teams with essential and consistent guiding principles from the KMH Exec’ team based on UK Government guidance for social distancing and ‘Working Safely During Covid-19 in Offices & Contact Centres’.

A COVID 19 Office risk assessment has been undertaken specifically for the Luton office.

Each hazard has been carefully and thoroughly assessed with specific control measures required to reduce the risk of the spread of infection so far as reasonably practicable.

The purpose of this plan is to ensure that all identified control measures are fully implemented

That there is a robust procedure in place for checking compliance on a regular basis

That there is a procedure to ensure that this plan and all supporting documentation is effectively communicated and consulted upon.

WHO SHOULD GO TO WORKTake all reasonable steps to help people work from home as the ‘first option’.

Questionnaire sent out to all KMH staff based out of the Luton Office• Purpose of this is to ascertain if staff can continue to work from home• Are comfortable to return to work• Have any specific needs• Are Vulnerable/Self isolating

Department heads and Managers to review questionnaire feedback and amend plan as required.

All questionnaires that identify any body with specific needs are passed to HR. Their line manager + HSS BP are then consulted if required.

Department heads and Managers review staff numbers and review roles and responsibilities Where necessary roles and responsibilities may be temporarily changed to reflect the

working constraints. Where this is the case, the individuals will be contacted by their line manager and HR - At present no cases identified.

Department heads and Managers to identify those who will be required to attend the office.

ASSESSING RISKTake all reasonable steps to help people work from home as the ‘first option’.

Identify the tasks, activities and meetings everyone will be required to undertake Identify where social distancing cannot be maintained

• See office risk assessment.• There are no office-based activities where social distancing cannot be maintained

Identify where office equipment may need to be shared• Where office equipment is shared there will be a designated Exchange point

station with anti -bacterial spray/wipes and sanitiser Identify where documents cannot be shared electronically

• Department heads have reviewed all documents• All documents can be shared electronically, through the existing platforms available

such as Asite, Coins, Teams, Skype, SharePoint and shared drives

SOCIAL DISTANCING WITHIN THE OFFICE

Office layout plan

Social distancing can be maintained at all times.

SOCIAL DISTANCING WITHIN THE OFFICEHow are we going to manage social distancing within the office

Rota system in place with part time working There is a layout plan which has been sent to all staff and displayed in

reception Clear and concise signage throughout the office Office Induction Monitored by Department Heads

How are we going to manage social distancing within meeting rooms? Each meeting room is clearly signed with maximum numbers All meetings are booked in via office manager All staff briefed via office induction

How are we monitoring and recording compliance/non-compliance? Department heads to monitor and report weekly to Office Manager Reported to HR in line with KMH policies All individuals to self-monitor Individuals can report to their line managers or through whistle

blowing process

STAFF MANAGEMENT

How are we consulting with our staff? The Office Risk Assessment is managed through HR.Net. This requires

everyone to read, acknowledge and sign. All Office staff to be sent the Office Re-Opening Documents are when they

are un-furloughed.• Office Re-Opening Plan• Office Layout Plan• Office Re-Opening Questionnaire

There is a standardised email communication sent to all staff, and this is sent with a delivery and read receipt

There are then one to one calls and Office Induction where staff raise any concerns and questions

STAFF MANAGEMENT How are we managing staff coming to the offices?

• Via WhatsApp for attendance - Anyone coming into the office is to notify the Office Manager prior to arrival, usually the previous day.

• The Office Manager has a spreadsheet which is updated daily detailing who is in the office on which days. This keeps a record of all attendees and provides historic, traceable information

• There is an office rota system in place which is managed by department heads – All persons are given allocated desks

• There is only one hot desk and this must be booked prior to arrival. • Temperature checks• Communications with Department heads and line manager. • Office Induction• As the office attendee numbers increase then staggered start times may be introduced. This

will be discussed at the weekly management meetings. This will be communicated through line managers and via the WhatsApp group. Each department will be given a time slot.

• At the moment there is no requirement as people are already staggered between 8.00am and 9.00am

MANAGING MEETINGS, VISITORS AND CONTRACTORS

How are visitors going to be informed of the Luton office requirements? No external visitors

• All meetings will be virtual where external visitors are involved.• All staff will be communicated to staff via office induction

Pre booking visitors in and how is that managed and communicated As and when the circumstances change this plan will be updated and re-

issued to all KMH Luton staff

Any maintenance works must be booked in through the Office Manager RAMS submitted and reviewed by the KMH HSS BP Information will be sent to the Individual companies They will be sent the Luton Office Re-Opening plan Managed for the duration of the works by Office Manager

CLEANING THE WORKPLACE

There are professional cleaners appointed by Commercial There are professional cleaners appointed by Commercial Office cleaning has increased from twice weekly to daily They have been sent the PHE Cleaning Guidance and have agreed that they

can work to this standard There is a cleaning regime in place which details all the high-risk areas and

the cleaner signs this each day The cleaning record is kept in a daily logbook Waste and rubbish removal – The normal collection of twice a week is

currently in operation. Prior to COVID 19 there was surplice capacity, it is being monitored by the Office Manager and Cleaner. An additional collection will be instated if required.

Have we clearly communicated what, where and when KMH staff are to clean Staff video Signage Office Restart Procedure

PPE & FACE COVERINGS

There are face coverings available for those members of staff that would like to have them.

These are available in the reception area and at request from the office manager.

Instructions on the use of the face coverings are displayed at the point of use, and all staff will be sent this Re-opening plan.

PPE & FACE COVERINGS

How to wear a face covering Link to World Health Organisation

websiteebsite https://www.who.int/images/def

ault-source/health-topics/coronavirus/clothing-masks-infographic---(web)-logo-who.png?sfvrsn=b15e3742_16

DELIVERIES TO OFFICE

What procedures are in place for managing deliveries to the Luton office Controlled entrance by doorbell Signed delivery set down area Deliveries will not be signed for No personal deliveries Deliveries to be notified to Office Manager prior to arrival Antibacterial spray and wipes for deliveries

OFFICE RE-OPENING VIDEO

All staff returning to the office are to watch the Office Re-opening video (link below). Please confirm to your Manager/Office Manager once done so.

Sent to all persons via the WhatsApp Group

CONFIRMED CASE OF COVID 19

What is the protocol for a confirmed/ Suspected COVID 19 Case? Send the person home and advise them to call 111 and apply for a COVID

19 Test All staff notified as soon as possible and asked to vacate the offices to

enable a full office clean. If the notification comes in after the person has already left the office, then

the Office Manager is to contact the HSS BP to determine if additional cleaning is required.

Advice the HSS BP Notify all staff and ask that anyone who has been in close contact with

the person to speak to the HSS BP and line manager and advise to immediately self-isolate in line with the current government guidelines

An investigation will be undertaken

SIGNING IN/OUT

CAR PARK

Where possible, reverse your car into a space so everyone exits on the right-hand side

No car sharing unless you are from the same household

During work, colleagues must not travel in employee vehicles

SIGNAGE

Door Vinyl Sign

ATTENDING THE OFFICE

The office Manager will have overall responsibility for the office numbers

Each individual must notify the Office Manager the day before attendance so that numbers can be easily monitored.

Each Department head will be allocated a maximum number per team and this is not to be exceeded unless prior agreement in place with the Office Manager, i.e. for specific meetings.

There is a shared excel sheet which used as weekly office staff tracker, this is located on the Southern Share Resources folder

RECEPTION

The reception desk has a screen that shields the receptionist from all person entering the office.

All deliveries/post to be placed to the left hand side of the reception area or placed on the table provided

2m signs will be placed on the reception desk and the walls adjacent.

SIGNING IN / OUT

All staff to are signed in and out by the receptionist and a daily record is kept.

You must use Hand Sanitiser either on the reception desk or before entering the main office areas (located on the wall at the side of each set of double entrance doors)

WhatsApp

Administrators of the WhatsApp

and signing are the receptionist

and Office Manager

TEMPERATURE CHECK

When the Receptionist is on duty, they will carry out a temperature check on everyone entering the office. Anyone with a high temperature will be refused admission and asked to leave the office immediately and will be contacted by the KMH HSS BP. Their line manager will be informed by the Office Manager.

When the Receptionist is not on duty, the Office Manager will carry out the temperature checks.

DESKS

Do not visit the office unless you have authorisation from your Line Manager.

Desk rotation – no-one sat directly opposite – on a bank of 6 desks we can accommodate 3 individuals – 2 on one side at either end and 1 in the middle of the opposite site, this will give each person 2m distancing. On a bank of 4 then 2 individuals sat diagonally.

On your first visit all desks to be cleared of any paperwork, personal items, trays etc wherever possible to enable easier cleaning. Also clear the tops of the low level cupboards in between the rows of desks of paperwork, folders and drawings.

Remove any items under your desks eg files, boxes

Keep to your own desk when working in the office

HOT DESKS

Hot desks are not to be used by visitors/staff from other regions unless prior authorisation from the Office Manager

DESK CLEANING

Place the following sign on your desk to let the Cleaner know your desk needs cleaning. There will be a supply left on the Reception Desk.

W.C.’SOnly 1 person to enter the w.c’s at a time. There is a sign on the door which

indicates occupied/unoccupied

If you know there is someone in the w.c., either wait outside or wait at your desk if practical to do so, don’t queue up

Anti-bacterial soap will be available in all w.c.’s for handwashing

KITCHENSThe kitchens will have restricted access, with one person at a time being able to

enter.

All office staff where possible are to bring their own food and drink to avoid travelling to local shops whilst at work and dispose of any waste in the waste bin provided.

Each person is given a bag of cutlery on arrival by the receptionist and must use their own cup.

Plates are available and must be placed in the dishwasher when finished with, no items to be left in the sink. All staff made aware of this at induction.

The cleaners will then put the dishwasher on a hot cycle every evening

The water machines will be available and there are wipes and spray next to it for cleaning touch points.

MEETING ROOMS

Chairs will be removed/taped off from meeting rooms to limit the number of people using it at any one time Boardroom (ground floor) – maximum 6 people at any one time

No visitors to be allowed in the office, all external meetings to be done on line via Teams

MAIN OFFICE AREAS

PHOTOCOPIERSOnly 1 person to approach the copier at a time

Use a pen/pencil to enter your User Code and press the buttons on the keypad where possible.

If you touch the Keyboard, wipe it afterwards with an anti-bacterial wipe and dispose of the wipe in the pedal bin at the side of the machine

MAIN OFFICE AREA

Please follow the signage when entering the office.

Read and know the new layout plan

The windows and door are opened by the Office Manager to ensure good ventilation through out the building, the air conditioning has been serviced and is set to enable air flow through the building

The water systems have been tested and checked

Not congregating around desks

EMERGENCY & FIRST AID

The emergency and first aid procedures for the office remain unchanged.

There are still a minimum of 2 first aiders in the office at all times. The names of the first aiders are displayed on the information board in the kitchen

The fire emergency plan remains the same. The plan is displayed in the reception and around the office. The emergency exits all remain in use.

The muster point is still in the car park to the side of the building.

Please maintain social distancing (where sensible) when exiting the building and when in the muster area.