F12.net has developed the following COVID-19 Safety Plan to protect our employees, our guests, and our communities.
Assessment of Workplace Risks
The virus that causes COVID-19 spreads in several ways. It can spread in droplets when a person coughs or sneezes. It can also spread if you touch a contaminated surface and then touch your face.
The risk of person-to-person transmission increases the closer you come to other people, the more time you spend near them, and the more people you come near.
The risk of surface transmission increases when many people contact the same surface and when those contacts happen over short periods of time.
We have included F12.net workers in assessing our workplace and have identified areas where there may be risks, either through close physical proximity or through contaminated surfaces. The closer together workers are and the longer they are close to each other, the greater the risk.
We have involved frontline workers, supervisors, and the joint health and safety committee
We have identified areas where people gather, such as break rooms, tech labs, and meeting rooms.
We have identified job tasks and processes where workers are close to one another or members of the public. This includes at our workplace, in worker vehicles, or at our client’s locations.
We have identified the tools, and equipment that workers share while working.
We have identified surfaces that people touch often, such as doorknobs, elevator buttons, and light switches.
Protocols to Reduce Risks
We have implemented the following protocols to minimize the risks of transmission. We have looked to the following for information, input, and guidance:
Reviewed industry-specific protocols on worksafebc.com, alberta.ca, and ontario.ca to determine whether any are relevant to your industry.
Frontline workers, supervisors, and the joint health and safety committee (or worker representative).
Orders, guidance, and notices issued by the provincial health officers and relevant to your industry.
Other professional and industry associations.
Different protocols offer different levels of protection. Wherever possible, we are adopting the protocol that offers the highest level of protection. We have incorporated controls from various levels to address the risk at your workplace.
First level protection (elimination) — Limit the number of people in our workplace where possible by implementing work-from-home arrangements, establishing occupancy limits, rescheduling work tasks, or other means. Rearrange workspaces to ensure that workers are at least 2 m (6 ft.) from co-workers, customers, and members of the public.
We have established and posted an occupancy limit for our premises.
In order to reduce the number of people at the worksite, we have implemented work-from-home
arrangements, virtual meetings, rescheduling work tasks, and limiting the number of customers and visitors in the workplace.
We have established and posted occupancy limits for common areas such as break rooms, meeting rooms, change rooms, washrooms, and elevators.
We have implemented measures to keep workers and others at least 2 metres apart, wherever possible, including revising work schedules and reorganizing work tasks.
Second level protection (engineering controls) — Where we can’t always maintain physical distancing, install barriers such as plexiglass to separate people.
Because all Employees can maintain a distance of greater than 2ms no physical barriers have been installed specifically related to COVID-19
Third level protection (administrative controls) — Established rules and guidelines, such as posted occupancy limits for shared spaces, designated delivery areas, cleaning practices, and one-way doors and walkways to keep people physically separated.
We have identified rules and guidelines for how workers should conduct themselves.
We have clearly communicated these rules and guidelines to workers through a combination of training and signage.
All staff are required to read our Return to the Office Guide for Networkers (employees), complete supplementary video training, and answer a quiz to get a certificate of completion.
All employees are required to fill in a self-assessment before proceeding into the office, this assessment includes common symptoms, travel outside of Canada and contact with a confirmed or suspected case of COVID-19.
Eating in marked places in lunchrooms
Wiping down shared appliances
Limiting company vehicles to a single occupant
In addition to what is listed above, we have taken additional safety steps:
Marking an X in front of our reception areas to ensure greater than 2ms distance
Wiping down Client equipment before and after servicing
Requiring any technician visiting a client location to wear disposable masks and gloves. The masks and gloves are to be disposed of at the client’s location with new PPE used for the next client location visit.
Fourth level protection (PPE) — In addition to the first three levels of protection, the use of masks and other PPE. Ensure masks are selected and cared for appropriately and that workers are using masks correctly.
We have reviewed the information on selecting and using masks and instructions on how to use a mask.
We understand the limitations of masks to protect the wearer from respiratory droplets. We understand that masks should only be considered when other control measures cannot be implemented.
We have trained workers in the proper use of masks.
We require that our technicians who visit Clients wear a mask at all times.
We require all our employees to wear masks when a 2ms distance cannot be maintained.
In our Return to the Office Guide, we provided links on how to properly put on, take off and dispose of medical masks and disposable gloves. We also include a link to how to properly put on cloth face coverings.
Cleaning and Hygiene Practices
We have reviewed the information on cleaning and disinfecting surfaces.
Our workplace has enough handwashing facilities on site for all our workers. Handwashing locations are visible and easily accessed.
We have policies that specify when workers must wash their hands and we have communicated good hygiene practices to workers. Frequent handwashing and good hygiene practices are essential to reduce the spread of the virus.
We have implemented cleaning protocols for all common areas and surfaces — e.g., washrooms, tools, equipment, vehicle interiors, shared tables, desks, light switches, and door handles. This includes the frequency that these items must be cleaned (number of times per day) as well as the timing (before and after shift, after lunch, after use).
Workers who are cleaning have adequate training and materials.
We have removed unnecessary tools and equipment to simplify the cleaning process — e.g., demo computers and shared utensils and plates
Our Administration team is responsible for implementing our cleaning plan. They regularly sanitize high traffic surfaces such as kitchen and bathroom countertops throughout the day and sanitize workstations daily.
In the Return to the Office Guide and video, safe handwashing procedures as defined by the World Health Organization were reviewed and signs are posted in bathrooms and kitchens to remind our employees of these procedures. We have hand sanitizing stations located in our entryways.
In our training video, we reviewed the “twice wipe method” which included reading cleaning products, and then wiping a surface once for visible impurities and then again with a sanitizing product to remove germs. All employees took and past testing which reviewed this concept.
Our Administration team removed shared snacks and cleaned out all fridges to reduce the risk of transmission.
Communication Plans and Training
We must ensure that everyone entering the workplace, including workers from other employers, knows how to keep themselves safe while at our workplace.
We have a training plan to ensure everyone is trained in workplace policies and procedures.
All workers have received the policies for staying home when sick.
We have posted signage at the workplace, including occupancy limits and effective hygiene practices.
We have posted signage at the main entrance indicating who is restricted from entering the premises, including visitors and workers with symptoms.
Supervisors have been trained on monitoring workers and the workplace to ensure policies and procedures are being followed.
Workplace Monitoring and Plan Updates
Things may change as our business operates. If we identify a new area of concern, or if it seems like something isn’t working, we take steps to update our policies and procedures, involving our workers in this process.
We have a plan in place to monitor risks. We make changes to our policies and procedures as necessary.
Workers know who to go to with health and safety concerns.
When resolving safety issues, we will involve joint health and safety committees or worker health and safety representatives (or, in smaller workplaces, other workers).
Risks from Resuming Operations
If our workplace has not been operating for a period of time during the COVID-19 pandemic, we may need to manage risks arising from restarting our business.
We have a training plan for new staff.
We have a training plan for staff taking on new roles or responsibilities.
We have a training plan around changes to our business, such as new equipment, processes, or products.
We have reviewed the start-up requirements for vehicles, equipment, and machinery that have been out of use.
We have identified a safe process for clearing systems and lines of products that have been out of use.