Action 

Description 

Workplace safety precautions before activation of plan

• Information provided by public health authorities will be readily available around the office place.
• Sufficient hand sanitizers, cleaning products etc. will be provided.
• Extra cleaning and deep sanitizing will occur on a frequent basis for areas with increased risk of contamination.
• When entering work for the day ensure to wash hands before touching equipment.
• Before and after lunch, ensure to wash hands.
• No physical contact, no shaking hands and ensure enough space between employees.
• If employees are going to travel outside of work-related activities, OR if employees have just been travelling, inform steering committee of where you are going or where you have been - even if your destination has not been a high-risk area. It is important that a decision can be made whether to attend the office or work from home after the employee’s trip.

Triggers for response plan

• Country of office location becomes high-risk or significant increase in infection cases.
• Office location is inaccessible and inoperable for Employees due to infection of individual(s) at workplace.
• Government issues advice for all work-related activities to be conducted from remote locations where possible.

Pre-requisite

• CEO, management team and managing directors closely monitors the guidelines and recommendations as set out by the Foreign Ministry and the National Health council of respective office locations.

Response plan

• The CEO activates the response plan.
• Employees work remotely as instructed and for duration length set by the CEO in accordance with the guidelines set forth by the government. Facilities can remain open for this duration to all staff, until stated otherwise.
• Employees who test positive must remain at home for a minimum of 14 days or until a medical professional has cleared the individual.
• Steering committee meet daily to discuss latest news from official sources and align response plan

Communication 

Responsible 

• CEO for internal/external communication.
• Managing directors or office managers for operational communication in respective office slack channels.
• People+ first point of contact for employees regarding questions or concerns around policies including sick leave.

How 

• By all appropriate and available methods including email, slack #general, calls and text messages. 

Content 

• Maintain open lines of communication with staff. It is recommended all departments to do a daily check-in with team online.
• Employers should educate employees about the virus, including its symptoms and risks, and mitigating steps recommended by relevant health and foreign affairs authorities.

When 

• Continuously update employees until response plan concludes.

Steering committee

Anne-Marie Finch amf@templafy.com

Jesper Theill Eriksen jte@templafy.com

Ellen Benaim ebe@templafy.com

All company’s latest contact details are listed in BambooHR directory.

If an employee becomes infected at work or other location

• Ensure employees displaying symptoms of sickness to return home or separate the individual from others at work until they can leave or emergency services arrives, for severe cases.
• Ensure employees seek and follow professional medical advice and to remain at home until cleared by medical professionals.
• Conduct an impact assessment to determine whether others were in contact with the individual and recommend self-isolation where necessary.

Reporting duties of staff and managers

• All employees must report positive infection to employer without delay. It is crucial that employees tell their immediate managers immediately if they have recently returned from an affected region, or have come into contact with someone who has done so (or otherwise who is suspected of suffering from the virus)
• Immediate managers must report positive result of an employee to the steering committee in order for them to report to the local health authority.

Travel considerations

&
Large scale events and conferences

• All non-essential work travel, events and conferences are cancelled to/from affected areas as defined by governmental authority.
• If deemed necessary to continue with travel, a risk assessment should be conducted before all travel and signed off by steering committee.
• It is advisable to stay abreast of local government travel advice when conducting risk assessments.

Client meetings and interviews

• All client meetings and interviews for new hires are to be moved to an online format or postponed 4-6 weeks if on-site visits are insisted upon by customer.

Absenteeism

• All employees must report their level of absence (working from home, sick leave, holidays) as standard in BambooHR.
• All employees should indicate their level of absence as a slack status for availability purposes.

Extended response considerations 

0-14 Days 

• Employees work remotely as instructed.
• If employees are sick, the normal sick procedure applies.
• Facilities may be shut down from entry without notice.
• All employees follow instructions provided by the Management team and managing directors/office managers.
• A thorough deep cleaning of the office facilities is scheduled before re-entry to the office.

14+ Days  

• The Management team will continue to address long-term strategy in a daily online meeting if further remote working required.
• The CEO will decide the date work in the office locations can resume.

Name 

Role/Position 

Date 

Comment

Jesper Theill Eriksen

CEO

2020-03-02

Approval