This policy was created on 25th June 2020. Last updated 21st April 2021.
The purpose of this policy is to ensure and demonstrate our robust approach to ensuring the safety of our employees, associates, clients and visitors when they work at or visit the PDW Group Development Centre.
This policy will be updated regularly to reflect government policy and/or changes in standards expected based on infection and risk levels in the UK from the Covid-19 pandemic.
Employees & Associates
Risk Assessment & Management
- A full starting point risk assessment was completed on 24th June 2020.
- Weekly risk assessments are conducted by our Head of Operations, and any undue risks or issues highlighted will be fed back to the Board, to employees where relevant and acted upon where possible
- All employees and associates MUST sign in and out whenever they arrive/leave the building using their RFID tag
- The temperature of each employee and associate is to be taken once per day on arrival by a nominated PDW Group person in reception. Anyone registering a raised temperature will be logged and asked to leave the building, with their temperature and any symptoms reviewed as appropriate.
- An accurate record of any raised temperatures and other symptoms will be kept via a symptoms log for all employees and associates. Any employee or associate displaying any relevant symptoms of Covid-19 will be asked to leave the building immediately and self isolate for a minimum of seven days before returning to work
General Cleaning & Cleanliness
- A full deep clean of all spaces at the PDW Group Development Centre (including all internal windows and glass) was undertaken by Spotless Cleaning on 19th of March 2021
- A full clean of the outside of the building including windows, frames and outside signage was conducted on 4th March by Smart Water Cleaning
- Hand sanitiser dispensers and antiviral wipes are available in every room
- All employees & associates must wash their hands regularly during the working day
- Daily end of day cleaning – all door handles, banisters and areas with high touch rate will be cleaned supervised by the Head of Operations
- Bin emptying – a nominated person on each 9a floor will ensure bins are emptied regularly
- Employees MUST clean their own desk regularly including phones, computer keyboards/mice and keep their desks tidy and as paper/clutter free as possible
- All air based air conditioning and heating systems will continue to have regular 6 months check ups
- We have two kitchens in buildings 9a & 9c. Surfaces will be wiped down regularly, including microwaves, kettles, toasters and fridges overseen by Central operations at end of day, but all employees are asked to keep the kitchen areas clean and tidy and ensure any mess must be cleaned up
Social Distancing
- In our 9a main offices (both floors), desks are already of sufficient size and space apart to be well over the 1 m+ distance required between people.
- Hot desking will be discouraged and all employees are expected to work at their own desk using their own computer & keyboard. If spare desks need to be used then the employee/associate must disinfect the desk area before and after using it
- Kitchens
- Only one person is allowed in either kitchen at once
- The kitchen in 9c must also be used when clients are not using the Bronte suite
- Where the 9c building is being used by clients, employees & associates will be notified at least 24 hours in advance so they are aware that they have only the 9a kitchen available
- There are markings on the floors in all buildings to achieve the following:
- Markers of where to stand to speak to employees who may be sitting at their desks
- Standing in corridors or reception to keep people 1m+ apart
- A one way system is in operation in buildings 9a & 9b, so suitable arrow and no entry signs are now at the bottom and top of the stairs to indicate this
- In any emergency of accident or fire, people do not have to stay 1m+ apart if it would be unsafe to do so and normal accident and fire procedures apply
Minimising Transmission Risk
- Face masks & gloves are available for those who want them
- Main internal and security doors on both floors in 9a will remain open during the day as long as a minimum of two people are present in either office. If anyone is left alone or indeed offices are empty on either floor then the security doors must be closed and locked
- Toilets
- No cloth towels will be supplied, only disposable paper towels must be used
- Current bins – tops will be removed, and plastic liners used
- People to use a piece of toilet roll when flushing the toilet
- The opening of windows will be encouraged in preference to using air conditioning during the warmer months
- Parcel deliveries will not be touched by anyone other than the person the parcel is addressed to. Parcels will be dropped off and put in a box in reception and it is the employee’s responsibility to collect it
Home working & flexible working
- Flexible working has always been an option for most employees at PDW Group and this will continue as a general policy
- Homeworking will be more formally adopted as an option where possible and further guidance given as to when homeworking is and is not best. Line managers will agree with individual team members when working from home can be and cannot be done
- Headsets will be made available to any employee who wants to use one from home when using phone or video conferencing
Managing Clients, Delegates & Visitors
- Signing in procedure – an iPad will be used but administered by a PDW Group employee so no touching of the iPad is needed by visitors or clients. This will then be bleached at the end of each day
- Lunches for delegates will be provided in individual boxes and not open platters
- An option to ‘bring your own lunch’ will be added to our My Learning Journey web system from September 2020 so delegates can specify this option prior to arriving
- Client and supplier meetings will be conducted via remote video where possible
- Where people are visiting, site guidance on social distancing and hygiene will be explained to visitors upon arrival by a PDW employee
- Signage throughout the our three buildings will confirm our adherence to Govt policy
- Markers are visible on the floor in our delegate areas showing where chair positions should be to ensure adherence to the 1m+ rule. Delegates will be asked to keep the same chair and not swap mid event
- Boxes of tissues appear in the areas with coffee and water machines to be used to minimise direct touch with machine buttons
- Chairs and coffee/water machines are wiped with bleach/sprayed at the end of each day
- Lead facilitators at the start of day will begin all events ensuring the basic ground rules are clear. It will be made clear that a copy of this policy document is available for anyone who wants to see it
- If any delegate is feeling unwell or ‘hot’, their temperature will be taken and they will be asked to leave the building immediately if they have a raised temperature or have any symptoms of Covid-19
- Written delegate briefing documents will be either:
- Printed fresh each day and disposed of at the end of day or
- Laminated copies will be used for higher volumes and be bleached at end of day and reused
- Practise rooms and support consultants
- Support consultants will use the same room and will not swap during the same event
- A maximum of two delegates will be allowed in any one practise room at once, but only one will sit at the table with the support consultant
- Floor markings and wall signage is on display in each room
- Face masks and gloves will be worn by any employee or associate who is involved with the serving of food or drinks, or clearing up afterwards
15. Lateral Flow Device tests (LFD) are now available and offered to all delegates attending a workshop at PDW, and also to any employees wishing to take a test.