Updating Your Workplace Policies in Light of COVID-19

The arrival of COVID-19 has changed our lives in so many ways, especially how we work. Now, many companies are operating remotely during a pandemic that can cause anyone to call out sick at any time. This is a good time for management and HR to review their policies and make some updates.

A company should be willing and able to modify its policies during times of turmoil and change because doing so shows your workforce that you care about their needs, which reduces turnover, and it keeps the organization competitive with other businesses that may already be offering these flexible benefits. Let’s look at some policies that may need a change in light of COVID-19.

Absence Policies

Start with your sick time policies, with special attention on COVID-19. If an employee calls out, and it is related to the coronavirus, consider not having the day reflect negatively on their attendance record. Not only is this a kind thing to do, but this additional time off may be required via new state laws, so HR should research to ensure they are offering what is allowed.

In addition to providing a day for testing, companies should consider offering extended paid family and medical leave to allow employees to recover from COVID-19 and support their family members if they become ill. Providing up to 12 weeks of extended time is a good starting point. Companies should also guarantee job protection during these instances.

In addition to time off, consider offering supplemental benefits during these difficult times, which can include psychiatric and psychological services or money for childcare services. It may also be a good idea to allow employees to keep all accrued vacation time since many may not be able to enjoy time off during the pandemic.

Increased Flexibility

Now more than ever, it is important to provide a healthy work/life balance for all employees. Many parents have kids that are staying at home and attending classes online and they may have to start their shift later so they can attend to their children. If the schedule allows, consider approving these adjusted schedules with later or split shifts, permitted that the employee gives adequate notice.

Many employees may not feel safe working from the office, and in that case, concessions should be made to allow them to work remotely from home. This should be optional but heavily encouraged. If an employee does work from home, HR should require that they keep track of hours worked and prohibit any work when they are off the clock.

It is important to remember that everyone is different, and some workers may feel that they are more efficient when working in the office. For those that wish to stay at the physical location, safety guidelines should be instituted per the Centers for Disease Control. This includes requiring social distancing, masks, and providing clean and organized workstations.

Remote Work Guidelines

Proper guidance and new policies may be needed for those who choose to work from home as the flow of the workday is much different than in the office. Emphasize proper communications, requiring that all employees send a message whenever they leave their desk or go to break or lunch. Policies should have flexibility for older workers as they may not be as comfortable with digital communication as the younger staff members. You will trade this flexibility for increased loyalty.

Remote work does provide its share of challenges, including distractions when using mobile devices. Create a code of conduct that tells employees that work phones are not for personal use and that they should only visit company-friendly websites on the internet. Have them sign this agreement so they understand the importance.

When working remotely, employees don’t always have an IT team that can assist with cybersecurity matters, so create policies that require antivirus software on computers and mobile devices. Also, create a strict password policy with codes that require a combination of letters, numbers, and special characters, so hackers cannot easily gain access.

Organizations should seriously consider the policies discussed above. By adopting policies to changing times, a company can stay competitive and help its workforce thrive.