The new guidelines concern both preparing the workplace for the return of workers and protecting their health. This will require introducing new procedures and safety measures concerning workplace organisation.

“It is very important to ensure maximum safety for those returning to work. That's why I'm asking employers to follow the recommendations and minimise the risk of infection in the workplace,” says Marlena Maląg, Minister of Family, Labour and Social Policy.

Risk assessment

Employers are required to revise the risk assessment to take account of all new risks, including risks to mental health. It is important to pay attention to unusual situations that may arise, which might lead to problems, and note how the adopted preventive measures will help the company to operate during that time.

It is important that staff and their representatives are involved in the process of revising the risk assessment. In the opinion of the National Labour Inspectorate, in most occupational groups, the coronavirus epidemic causes anxiety, stress and frustration. A high dose of negative emotions, tension and uncertainty has a negative impact on reactions and behaviour during work.

Action plan

Following the risk assessment, an action plan should be drawn up including appropriate security and control measures to allow normal operation while preventing the spread of the virus.

The measures that need to be applied in order to eliminate or minimise the risk include:

• technical measures – collective protection measures; the employers should avoid elements which are not compact or have spaces, or which pose an additional risk, for example tripping risk or the possibility of objects falling down; the employers should also ensure efficient and effective ventilation of work spaces;
• Organisational measures – for example shift work, increasing the duration and number of breaks, directing only qualified employees to perform specific jobs;
• Personal protective equipment – including protective masks and gloves;
• Behavioural measures – including compliance with rules and guidelines imposed by the management, employee supervision;
• Anti-epidemic measures – including ensuring disinfectants for washing hands and cleaning the workspace, increasing the frequency of cleaning in work spaces, in particular toilets and other facilities, reminders about the rules of hygiene in the form of information distributed in publicly accessible places.

Before starting work, workers should be informed of the changes made, new procedures and, if necessary, relevant training should be provided.

Increasing protection, minimising risks in the workplace

According to the new guidelines, in the initial phase of resuming operations, companies should only carry out key works, some tasks can be postponed until the risk of infection is lower. If possible, provide services remotely - for example via phone and video conferencing.

At the workplace, physical contact between employees needs to be reduced to a minimum. This also applies to places where meal breaks are organised, including canteens and kitchens. Where possible, the most vulnerable workers should be given the opportunity to work from home.

It is recommended that employees leave their workplaces clean. At the entrance to the workplace, information boards should be installed, including information and guidelines for coughing and sneezing, as well as guidelines on personal hygiene and wearing protective masks. Employees should also have an easier way to use personal means of transport, for example thanks to access to parking spaces.

With increased absenteeism, it is necessary to ensure that the conditions for employees on site do not endanger their health and safety. Their additional workload should be as small and short as possible. The regulations on working and rest times must also be observed at all times.

With a lowered number of employees, the employer may consider additional training for the remaining employees while making sure that all employees have the necessary skills and qualifications to perform their assigned tasks. The employer should also inform temporary workers about the risks at work and provide the required training. Before starting work, workers who operate machinery and equipment should be able to recall the necessary safety information and guidelines.

“I do realise that it might be difficult for some to adapt to new normal; however, I consider ensuring the safety of employees in their workplaces a priority. That is why I urge every employer to respect these rules, and I’d like to highlight that a safe return to work is a condition for a return to normalcy,” Minister Marlena Maląg pointed out.