Hybrid working: making the office COVID-19 secure

As lockdown measures ease an increasing number of charity workers will begin to switch to hybrid working, after months of working almost exclusively at home to adhere to social distancing guidelines.

On 19 July 2021, lockdown measures eased considerably with laws around mask wearing and social distancing lifted. Instead of these measures being a mandatory requirement in many indoor settings, the government is ‘expecting’ employers, employees, and the public to keep each other safe from the threat of infection.

But after so long working only at home, many workers may be nervous about a return to office-based culture, as part of hybrid arrangements that combine home and office working.

According to the latest donor research report from fundraising platform Enthuse, half of all charity workers expect to be allowed to return under hybrid models, with flexible hours of working less than five days a week in the office.

These returning workers will expect the same level of safety as they are maintaining for themselves remotely.

Here we explain how charity employers and employees can ensure hybrid workers are safe and comfortable.

A good start is to access latest guidance from The Health and Safety Executive (HSE), which has produced updated advice to help employers ensure their workplace is COVID-19 secure.

Assessing risk

The HSE advises that employers should start by making sure risk assessment polices are up to date to understand what needs to be done to ensure safety amid the pandemic.

The assessment should identify what specific work activity could cause transmission of the virus and which workers may be at most risk.

In addition, a risk assessment should look at how likely it is that someone could be exposed to risk of infection and have procedures in place to remove an activity or situation to control the threat of COVID-19.

Social distancing and hygiene

There is no longer a requirement to keep workers two metres apart and wear masks when mixing indoors, where possible. But many staff may feel safer if colleagues are wearing masks and keeping their distance.

Employers and employees may wish to continue these measures and consider how to minimise contact between workers within offices. For example, many tasks can be done digitally using work collaboration tools, such as Slack or Asana. Ensure these options are available for staff to help them minimise risk and movement around office buildings.

Placing desks side-by-side not face-to-face is another tip.

HSE social distancing guidance has instead been replaced with advice on cleaning, hygiene and handwashing. This advises frequent handwashing to minimise the spread of COVID and using hand sanitisers. In addition, workplaces should be kept clean, especially bathrooms, toilets and washbasins.

Ventilating offices

COVID-19 feeds off poorly ventilated areas. Employers are urged to minimise the threat of infection by making use of natural ventilation, ensuring fresh air comes through open doors, windows, and vents. Also use fans and ducts to bring fresh air into an office.

Charities also need to identify poorly ventilated areas of building in their risk assessment and address them.

Consulting with workers

Charities need to ensure employees and visitors are aware of risks and the measures being taken to minimise the threat of infection.

Also, involve hybrid staff and volunteers in decision-making about keeping offices safe. They can help identify areas of risk and suggest solutions. Such conversations should also take into account diversity of a workforce, says the HSE.

“Hold conversations in ways that are ‘culturally competent’. This means taking account of the background, culture, beliefs of that person and their specific circumstances,” it says.