By : Diana du Bruyn
Date : July 2020, revised August 2020
Abbreviations : Social distancing SD
|
Circumstance / Situation/ Event |
Risk |
Should we avoid this? Can we avoid it? If not do it differently |
What are we doing already to minimize risk |
What can we do to minimize risk further? |
What do we need to do to implement further measures |
Who is going to do this and by when. Has this been done? |
|---|---|---|---|---|---|---|
|
Travel To work |
Risk of infection if unable to follow 2m SD |
Cannot avoid |
Staggering start and end time. Core working hours are 10-3, this enables employees to travel outside of peak times if necessary of 10-3 |
Provide masks |
Purchase masks |
Done |
|
Employee feeling ill |
Risk of infection to other employees |
|
Advising employees not to come into the office if they are not feeing well, or to go home if they do not feel well |
|
Advise employees to stay at home if not well |
Done |
|
Client feeling ill |
Risk of infection |
|
Signage requesting people not to enter workplace if not feeling well |
|
|
Done |
|
IT Tasks |
Risk of infection if IT personnel work at employees work stations |
Avoid as much as possible by logging on to employees computers remotely |
Logging on to employees computers remotely , only approach workstations where absolutely necessary |
Provide gloves and masks and antibacterial wipes. Ask employee to move away from their desk while IT staff provide support |
Purchase Gloves, wipes and masks |
Done |
|
Client in office
|
Risk of infection if unable to follow 2m SD |
Cannot avoid |
Maintaining 2m SD Using hand sanitisers |
Have signage |
Put up signage asking people not to enter the offices if they do not feel well |
Done |
|
Kitchen |
Risk of infection if unable to follow 2m SD |
Avoid using kitchen, use less |
Have only one person in Kitchen at a time |
Provide paper coffee cups etc. Recommend staff bring food which does not require the use of the kitchen |
Paper cups Sugar sachets Stirrers Bottled water |
Done |
|
Entrances |
Risk of infection if unable to follow 2m SD |
|
Use swipe cards to gain access |
Use hand sanitiser |
Put up signage |
Done |
|
Lifts |
Risk of infection if unable to follow 2m SD
|
Avoid lifts if possible: use stairs |
Avoiding lifts |
Use hand sanitiser on entering the office. |
|
|
|
Copiers |
Risk of infection if unable to follow 2m SD
|
Cannot avoid altogether can minimize by working as paperless as possible |
Trying to work as paperless as possible |
Only one person at the copier station at a time. Use antibacterial wipes to wipe controls after use |
Signage Antibacterial wipes in place |
Do signage Antibacterial wipes available |
|
Printers |
Risk of infection if unable to follow 2m SD
|
Cannot avoid altogether can minimize by working as paperless as possible |
Trying to work as paperless as possible |
Only one person as a printer at a time. Have antibacterial wipes at all times |
Signage Antibacterial wipes |
Do signage Antibacterial wipes available |
|
Physical Files |
Possible risk of multiple people using same file |
Can avoid by having minimal people working on the same file |
Have single people work on a physical file or bundle |
Work paperless as much as possible |
|
|
|
Post |
Possible risk of multiple people working on the post |
Can avoid by having minimal people working with the post |
Have a single person work on the post |
Work paperless as much as possible. |
|
|
|
Deliveries and Couriers |
Possible risk of infection if courier is ill |
Can avoid by asking people who are ill not to enter the office |
Can maintain a 2m SD Use hand sanitiser after accepting delivery |
Put up signage |
|
|
|
Reception |
Possible risk of infection if receptionists are unable to maintain a 2m SD or use the same equipment |
Can avoid by having one receptionist at a time and by receptionists using different phones and equipment
|
Receptionists have their own equipment. Regularly use hand sanitiser. |
Have only one receptionist at a time |
|
|
|
Desks and personal equipment |
Possible risk of infection if people share desks |
Can avoid by not permitting people to share work stations |
Each person has own work station. Maintain cleaning of each work station |
No hot-desking permitted at present. |
|
Maintain cleaning |
|
Office meetings |
Risk of infection of people being unable to maintain 2m SD |
Can avoid risk if meetings are held such that 2m SD is possible |
Have meetings in open areas if possible |
If not possible to have meeting in open area, hold meeting in rooms large enough to accommodate the 2m SD |
|
|
To be reviewed in October 2020 or if Government Guidance changes