Good ventilation in the workplace can help reduce the spread of coronavirus

Reduce the risk of coronavirus as more people return to the workplace.

As coronavirus spreads through the air, the virus can build up in poorly ventilated areas, increasing the risk of infection. It is a legal requirement for employers to ensure an adequate supply of fresh air (ventilation) in enclosed areas of the workplace.

The Health and Safety Executive (HSE) recommends maximising the fresh air with the following:

  • Natural ventilation which relies on passive air flow through windows, doors and air vents that can be fully or partially opened
  • Mechanical ventilation using fans and ducts to bring in fresh air from outside, or
  • A combination of natural and mechanical ventilation

HSE has issued updated guidance on how to identify poorly ventilated areas and steps you can take to improve ventilation. It includes a video to help you.

HSE is carrying out spot checks and inspections by calling and visiting all types of businesses. Make sure your business is following the latest guidance and advice by visiting HSE coronavirus web pages.


COVID-19: Self-employed affected by pandemic can apply for new grants

Help is available

The second stage of the government scheme to support the incomes of self-employed people through the Coronavirus crisis has recently opened. Grants will be paid to eligible applicants under the latest phase of the scheme, which is now open until October.

Under the Self-Employment Income Support Scheme (SEISS), eligible applicants will receive a single grant worth 70% of average monthly trading profits for three months, capped at £6,570.

Anyone whose self-employed business has been hit by the pandemic since 14 July may make a claim – and the Treasury has said money will be paid into their accounts within six days.

Re-opening in the wake of COVID-19

Return to work

The coronavirus (COVID-19) pandemic has interrupted many businesses across the country. While it’s unclear how long COVID-19 will continue to affect organisations, many employers are looking to the future of employees returning to work.

Safe reoccupation of buildings

It is a good idea to perform a risk assessment of reopening before reoccupation takes place and to check that the premises are safe to receive returning employees. If you own the premises you are responsible, but in offices that are rented, obtain confirmation from the landlord and keep this on file.

Steps that might need to be taken include:

  • Safe reinstatement of power and gas supplies by a trained professional.
  • Safe reinstatement of heating, ventilation, and air conditioning.
  • Ensuring lifts/escalators have been checked and certificates have not expired.
  • Water supplies need to be reinstated and Legionella checks performed. Water that has been standing in tanks carries the risk of bacterial contamination that can cause Legionella disease. This is especially important where shower facilities are provided for employees. Cold water systems should be maintained, where possible, at a temperature below 20°C. Hot water should be stored at least at 60°C and distributed so that it reaches a temperature of 50°C within one minute at the outlets. Public Health England has published an information sheet. The Health and Safety Executive (HSE) also has more information on its website. For multi-tenanted premises, it is important to liaise with the building manager on a strategy for safe social distancing in shared areas and what the protocols will be for the use of lifts and stairwells, for example, one-way systems.
  • Consider deep cleaning of the office by a professional contractor.
  • You may need to re-configure the office to ensure that social distancing can be observed. This could also include meeting rooms, cafeterias/kitchens and reception areas. Consider the layout of desk banks and possibly use perspex screens where necessary.
  • Assess whether social distancing can be achieved in toilets and canteen facilities. You may need to stagger the use of these facilities and supervise or control entry and exit.


Employee and visitor information track and trace

It is good practice to collect the following information where possible:


  • The names and contact details of employees who work at the premises. (You may already have this information for payroll purposes.) However, you need to consider and ensure that it is also recorded for temporary and agency workers. The same applies for those visiting from another of your office locations.
  • A contact phone number for each employee.
  • The dates and times that people are at work (Shift Rota).

Customers and visitors

  • The name of the customer or visitor. If there is more than one person, then you can record the name of the ‘lead member’ of the group and the number of people in the group.
  • A contact phone number for each customer or visitor, or for the lead member of a group of people.
  • Date of visit, arrival time and, where possible, departure time.
  • If a customer will interact with only one employee, that name is to be recorded alongside the name of the customer.
  • No additional data needs to be collected for this purpose and remember your obligations under the Data Protection Act.

The NHS has published guidance on track and trace for businesses to support the national effort.

Risk management

While the risk of Covid-19 cannot be eliminated in the workplace, there are plenty of practical steps you can take to mitigate the risk:

  • Consider a phased re-opening of the office. This could entail splitting the workforce in half and having each cohort work alternate weeks from home. This would make social distancing plans more attainable and mitigate the risk of all your employees falling ill simultaneously should an outbreak occur at your premises.
  • Where practical, encourage able bodied employees to use stairs to minimise use of lifts of a group of people.
  • For larger work forces, consider staggered start/departure times to avoid congestion in lobby areas.
  • Look to provide the necessary Personal Protective Equipment (PPE). Identify employees who are more vulnerable to the virus and advise them to stay and work from home.
  • Confirm with all employees that they are symptom free before they are allowed to return to work. Furthermore, confirm that they have not been in contact within the last 14 days with someone who has had, or is suspected to have had, Covid-19, or someone who has been required to self-isolate with suspected Covid-19.
  • Ensure that hand sanitisers/hand washing stations are conveniently located.
  • Establish protocols for meeting rooms – what is the maximum capacity in each to ensure safe social distancing?
  • Minimise the number/frequency of physical meetings with customers or vendors by using technology.
  • Put in place a ‘traffic’ system for employees to safely navigate the office and maintain social distancing. Post clear signage so that staff and visitors are reminded to sanitise their hands upon entering the premises.
  • Arrange seating in waiting areas to ensure social distancing. At reception, erect a perspex screen to protect a receptionist.
  • Confirm all necessary insurance policies are in force and that insurers are aware of your re-opening schedule and operational status.
  • Institute a regular and thorough cleaning regime.
  • Revisit fire/evacuation plans in light of Covid-19. For multi-tenanted buildings, liaise with other occupiers to develop an overall evacuation strategy.
  • Have a clear plan should an employee develop symptoms

Review HSE COVID-19 information and guidance on social distancing as well as government advice on working safely during COVID-19.

Document your work

It is important to evidence the work you have done to reopen your business and to mitigate the risk of Covid-19 affecting employees or visitors on an ongoing basis. To this end, it is a good idea to document the following:

  • Assess: review all areas of work activity, look for contact points between employees and others, possibly any members of the public or delivery drivers and consider / reassess if these can be managed within the current social distancing guidelines. Update your risk assessments to reflect any changes.
  • Train and inform: communicate with your employees and customers about what the new changes may mean, ensuring that they fully understand and above all document and record all training and information going forward. It is important that all employees are trained in the requirements of your re-opening plan. It might make sense to circulate the plan to seek confirmation that employees have read, understood and will comply with it. Make sure that they understand fully how to manage the social distancing guidelines and the importance of regular handwashing.
  • Clean: review welfare arrangements and facilities provided.
  • Document: It is good practice for all risk assessments, actions, plans and procedures to be documented – you may be required to produce evidence of compliance to a regulator. Monitor and Review: It is also a good idea to closely monitor the reopening phase closely and review your plan regularly in light of any developments to ensure all is well and up to date. Update: your Business Continuity Plan (BCP) plan in light of Covid-19 and how it would respond to a second wave/lockdown.

Useful information/links:

Get help and support in the different parts of the UK from Public Health England, Public Health Wales, Health Protection Scotland and Public Health Agency (Northern Ireland).

COVID-19: Preparing for a second wave

Signs of a second wave

Recently Boris Johnson warned that there are signs of a “second wave” of coronavirus infections emerging in Europe. As such, you should start planning today so that your business is properly prepared for a second wave. The first wave was completely unexpected and caught many off guard and now is the time to reflect on what you have learnt, what you would do differently, and how you can be better prepared if a second wave does occur.

Review Government Guidance

Similar to the first wave of COVID-19 cases, governmental guidance will play a large role in how your organisation should respond to a second wave of COVID-19 cases.

Review Your Organisational Risks

Similar to conducting a risk assessment for planning to reopen following the first wave of COVID-19 cases, your organisation should conduct a risk assessment in preparation for a re-emergence of COVID-19 cases. While the complexity of risk assessments will differ from business to business, they typically involve the following steps:

  1. Identifying the hazards
  2. Deciding who may be harmed by a second wave of cases and how
  3. Assessing risks
  4. Controlling risks
  5. Monitoring the results

The HSE have provided information on how to work safely during the coronavirus (COVID-19 Outbreak) and what to include in your COVID-19 Risk Assessment.



Prepare Now to Stay Safe Later

Due to the nature of the COVID-19 pandemic, rules and regulations are constantly changing. You should be prepared to change your business practices if needed to maintain critical operations. For more information on how to keep your business, employees and customers safe whether a second wave of COVID-19 cases occurs or not, contact us today.

The government has published specific guidance for industries or sectors on GOV.UK.

There is also Coronavirus information for people and businesses in Scotland on the Scottish Government website, Wales on the Welsh Government website and Northern Ireland on the nidirect website.