This document applies to anyone who works in our 102 Bank St. location. It is an evolving document and you will be updated as guidelines change.
Date Updated: August 26th, 2020 Document Owned By: Lisa Winberg Contact Lisa.Winberg@altishr.com
TS KNAB 201
EXCEL/ALTIS RETURN TO WORK FRAMEWORK
TABLE OF CONTENTS
INTRODUCTION
3
Our Priorities
4
Safety & Wellness Team
5
Minimizing Office Transmission
6
Rules of Office Engagement
7
COVID-19 Knowing & Acting
8
STAGE OVERVIEW
10
STAGE ONE
12
What's Necessary
12
What is Not Permitted
13
Our Commitment to You
14
Your Responsibilities
14
Kitchen Guidelines
15
Floor Plans
16
Office Door Sign
18
STAGE TWO
19
What's Necessary
19
What is Not Permitted
20
Our Committment to You
21
Your Responsibilities
21
STAGE THREE
22
What's Necessary
22
What is Not Permitted
23
Our Committment to You
24
Your Responsibilities
24
STAGE FOUR
25
What's Necessary
26
Our Committment to You
26
APPENDIX
27
COVID-19 Risk Levels
28
Physical Distancing 101
30
Hand washing
31
How to Use a Mask Mental Health & Wellness
32 33
2
A Note From KT To Our Altis.Excel Family,
We’ve been apart physically since March 16th, but together in spirit and actions ever since. Our Altis.Excel family has leaned into this major obstacle and accomplished many things we didn’t think possible. As we prepare to reunite, we have had a lot to consider.
Our priorities in reuniting include every team member’s emotional wellness, physical wellbeing and their family considerations – and at the same time, our business performance and viability play into how we best achieve our goals with all of our needs in mind.
The framework herein is my commitment. We want your input as this plan comes into effect. We’re prepared to respond to changes in the virus, and changes in our respective needs. Know that this plan is not static, we’ll evolve it together.
Our altis.excel family is incredible and unique and we have lots to consider as we progress towards returning to the office. About half of us have children at home, aging parents to consider and commute via public transit. As you can see, we all have a lot to consider above and beyond our responsibility for our careers and company health. We get it.
During the Emergency Phase of the Pandemic, the first 3 months, we were busy at work and at home too. Collectively, we took care of our loved ones. Some of us became teachers, and remembered how hard elementary school math could be while others took the time to master new culinary skills (shout out to all of our newly minted bread bakers!)
We know that our Return to Work on-site is not a flip of a switch. It needs to be gradual, it needs preparedness, it needs openness and care for each other.
Back to our RTW framework, we prepared this in tandem with our clients. We truly believe in what we’ve laid out here and hope to work together to create an environment in which we can all safely thrive.
Essentially, let’s work together to get back together, and also make work-from-home a powerful part of our lives.
Here with you, Kathryn Tremblay
3
Our Top Priority is YOU We have taken our RTW Plan very seriously and are committing that the following will be done as we progress through our return.
We will create a Safety & Wellness Team who will be responsible for ensuring our RTW plan is successful.
We will have the office thoroughly cleaned and sanitized before anyone returns on-site.Â
We will conduct a RTW medical questionnaire to assess the physical health and potential risk of exposure to COVID-19 for everyone coming back on-site.
We will conduct a RTW survey
If at any point there is a second wave
to get a sense of your emotions surrounding the thought of both RTW and staying at home.
we will promptly reinstate elements of the Pandemic Plan.
We will have a discussion with each of you regarding the circumstances surrounding your personal RTW - this will cover details such your commute, your at-home responsibilities such as childcare and the risk profile of your home
We will work with property management
We will adapt our core business operations
We won’t be returning to the office prior to September 1st, 2020
to establish a clear sanitization plan is in place for all common areas.
to ensure your physical safety throughout each phase.
If you decide that you would like to work in the office, we will work with you on an individual RTW plan.
We will provide a prearrival on-site orientation package with details on what to expect when you RTW (i.e. changes to the physical office, PPE requirements, etc.)
We will develop a communication plan to keep you updated as we work through the various phases of our RTW plan.
4
SAFETY & WELLNESS TEAM FOR ANY QUESTIONS OR CONCERNS RELATING TO OUR RTW FRAMEWORK, PLEASE CONTACT LISA AND SHE WILL ESCALATE AS APPROPRIATE. Lisa.Winberg@altishr.com Work:416.214.2500 Ext: 2261 Cell: 416.318.6261
5
Let's Start With The Basics... Minimizing Office Transmission Practice good hygiene Stop hand shakes and use non-contact greeting methods Sanitize hands at the door and schedule regular hand washing reminders Disinfect surfaces like doorknobs, tables, and desks regularly Avoid touching your face and cover your coughs and sneezes Increase ventilation by opening windows or adjusting air conditioning
PPE You must wear a mask when you leave your office You may use your own mask. If you do not have one, we will provide one for you. Please refer to page 24 on how to properly use a mask
Wear your Comfort Level Indicator Bracelet
How to walk through the office Follow all signage on the walls and the floor Follow the arrows on the ground Only leave your office for necessary reasons (not social)
Limit meetings and nonessential travel
Use video conferencing instead of face-to-face meetings
Take care of your emotional and mental well-being Outbreaks are a stressful and anxious time for everyone. Make sure to check in with yourself and others for support.
Red: I am very cautious. Please stay more than 2m away! Yellow: I am somewhat comfortable, but still mindful of all guidelines Green: I am comfortable and would hug you if allowed 6
RULES OF OFFICE ENGAGEMENT
Stage One & Two
Rules will be updated for later stages in accordance with Public Health Guidelines
01
DO NOT COME TO WORK IF YOU'RE SICK!
02
WEAR A MASK
03
Before coming into the office, assess your health and determine if you are safe. If you or anyone in your house is feeling sick you MUST stay home and contact your manager ASAP. You must wear a mask when you enter the building and at ALL times except for when you're in your own office. You may leave the door open. Please wear your mask when in the hallways, bathroom, and kitchen.
ONLY COME TO THE OFFICE ON YOUR SCHEDULED DAYS
During Stage 1 and 2 team members may only come into the office on their 2 scheduled days each week . To allow for adequate social distancing in common spaces we will not exceed stated capacities.
04 05
YOU MAY ONLY USE YOUR OWN OFFICE
06
CLEAN DESK POLICY
07
PLEASE OBEY THE BATHROOM DOOR SIGNS
Visiting each others offices will not be permitted.
THE LUNCHROOM IS CLOSED
You may use the fridge to store your food, but must eat in your office and wipe the fridge handle down after use. You can use the microwave & water cooler. You must bring your own dishes and glasses. Use of the dishwasher and coffee machinewill not be permitted. Leave your desk free of clutter at the end of each day and use the provided Lysol wipes to wipe down your desk, keyboard, & mouse. Cleaners will NOT be able to clean your desk if there is anything on it. If a bathroom is in use, an “occupied” sign will be on the door. Do not crowd the door. Follow the floor signage to know where to stand. Allow the person in the bathroom the opportunity to leave.
08
WIPE DOWN ANY COMMON ELEMENTS AFTER USE
09
WEAR INDICATOR BRACELET & RESPECT OFFICE DOOR SIGNS
10
OBEY THE ELEVATOR GUIDELINES POSTED IN THE LOBBY.
There will be Lysol wipes throughout the office for your use at all common areas: Water cooler, photocopiers, printers etc. You are responsible for wiping down any surface you touch after use.
Please update your door sign on a weekly basis and ensure your bracelet effects your current emotions.
To avoid long wait times, please consider using the stairs while keeping at least 2m apart from others in the stairway.
7
COVID-19
KNOWING & REPORTING Do NOT come to the office if you have any symptoms or have been in close contact with someone who has. If you have symptoms you MUST get tested. Stay home until you receive your results.
KNOWING
The following symptoms may appear 2-14 days after exposure: Fever Sore Throat Cough Loss of Taste and/or Smell Shortness of Breath Body Aches Headache Nausea, Diarrhea, Vomiting
REPORTING
You must contact your manager via email if you have any symptoms or you have been in close contact with someone who has symptoms or has tested positive. Your Email Must Include: A timeline of your symptoms (when they began, etc) The last date you were in the office The date you were tested for COVID-19 or plan to be Who in the office you were in contact with What shared elements you used, that you can remember To find a local COVID-19 testing centre, visit: covid-19.ontario.ca
8
PRIVACY Under normal circumstances, all medical conditions or concerns are held in complete privacy by the employer. We will continue to honour your privacy regarding all other medical conditions, however, with COVID-19, given how contagious it is, we MUST share as much information as possible to protect our team. We will inform the entire office once we learn of a suspected case of COVID-19 so that efforts can be made to contain the spread as quickly as possible. It’s not personal, it’s about mitigating risk.
Dear Manager, I wanted to let you know that I woke up this morning with a fever and dry cough. I was feeling very tired and had a headache when I left work yesterday. I did the online COVID self-assessment and think I should get tested. I will be going this afternoon and will keep you posted. As you know, I was in the office on Monday and Wednesday this week. I was mostly in my own office but I did put my lunch in the fridge in the kitchen and also got water a few times each day. I used the wipes every time I touched anything not on my desk like I was supposed to and I didn’t go into anyone else’s office but I was talking to Tori and Stacey in the kitchen on Wednesday and took the elevator down with Molly at the end of the day. I’ll reach out as soon as I hear anything.
EXAMPLE EMAIL 9
QUICK STAGE COMPARE CHART
STAGE ONE
% of the Workforce
25-30%
Physical Distancing In Person Gatherings Use of Common Spaces In Person Team Meetings Deliveries On-Site Visitors Off-Site Meetings Use of the Company Car Non-Essential Work Travel Medical Questionnaires Bring Your Own Food 10
STAGE TWO
STAGE THREE
STAGE FOUR
50%
75%
100%
11
PRE-OPENING PHASE BEGINS:
AUG 4TH 2020
2530%
STAGE ONE
OF WORKFORCE RETURNING IN TWO DAYS A WEEK TIME SLOTS
PRE-OPENING PHASE: FOR THOSE WHO HAVE COMMUNICATED THAT THEY'RE READY TO RETURN
IN ORDER FOR STAGE ONE TO COME INTO EFFECT THE FOLLOWING HAS OCCUR: We’ve deemed it safe to return to work based on provincial and federal government guidelines We’ve identified a group of employees ready to come back to work We’ve received all medical questionnaires from those returning & there are no concerns The cleaning and sanitization of our office is complete Property management has established a clear cleaning & sanitization plan for all common areas
12
Stage One
At this point, the following will NOT be permitted: Being present in the office outside of your predetermined scheduled days
In-person gatherings including:
events, socials, meetings and interviews
Use of any common spaces including: lunchroom, conference / boardroom and collaboration spaces
Use of shared lunchroom elements including:
coffee machine, dishwasher and kitchen utensils (note that use of the water cooler will be allowed and the proper wipes will be made available for use). You must bring your own dishes and glasses.
Use of the company car (where applicable)
Deliveries: including food, personal shipments and unnecessary business shipments Note that mail will be allowed as well as certain essential business shipments such as technical equipment
Off-site meetings All meetings will continue over Zoom.
Non-essential work travel
On-site visitors
No use of the reception.
13
We're Committed to the Following:
Stage One
Conducting daily audits
Providing cleaning supplies
of health and safety measures
for each individual to use in their own office
Conducting regular mental health checks Extensive All Guest Chairs cleaning of will be removed high traffic areas from offices office space, and bathrooms on a daily basis
with both on and off-site team members
Supporting both on and off-site team members in their business and learning development plans
Those Returning to Work Will Be Responsible For: Returning to work with any borrowed office equipment excluding laptops (laptops should be kept at home should employees need to work-from-home)
Cleaning your own personal office space at the beginning and ending of every day with the cleaning materials provided
Bringing their own food and drinks to the office (note that use of the water cooler will be allowed and the proper wipes will be made available)
Respecting the social distancing markers
Respect & Update Door Signs
outlined within the office and wearing PPE
with designated dry erase marker
Monitoring your own health and the health of those in your household and reporting any symptoms to your manager
14
Kitchen Guidelines
Sanitizing wipes will be provided to wipe down all handles and surfaces after use.
FRIDGE: You may store your food in the fridge, however all items must be removed by the end of the day.
WATER: You can use the water cooler to fill your own containers - wipe down with the wipes provided. DISHES/CUTLERY/DRINKWARE: You must bring your food & drinks in your containers and use your utensils: the communal supplies including the dishwasher are NOT available.
COFFEE: No coffee/tea will be provided at this time this includes milk, sugar, creamers etc. DINING AREA: CLOSED. You are not permitted to eat in the kitchen/lunchroom at this time.
15
102 Bank St Floor Plans In Stage One, we will be creating one-directional hallways to minimize our risk of COVID-19 transmission. We will be using arrows on the floor to indicate the flow of traffic. It is important to respect the arrows, even if it seems inefficient to get from Point A to Point B! We are all doing our part to keep each other safe. As we progress to later stages, the floor plans/ walking routes may be adapted.
2nd Floor
16
3rd Floor
4th Floor
17
Office Door Sign
Each person will have their own dry erase pen
Lisa Winberg
Director, Growth Strategies
For The Week Of:
Sept 14-18
Hours In The Office:
M
T
A Fun Fact About Me:
10AM - 6PM
W
T
F
Comfort Level
Check the one that applies to you:
I have a one year old daughter and I've been loving using my workout bike since quarantine started!
Comfort Level Details: Red: I’m keeping at LEAST 2m away and would prefer even more! Yellow: I’m respecting all guidelines and you can be in my office at an appropriate distance. Green: I’m still respecting all the guidelines, but I'm comfortable if we cross paths.
18
SEPT 14TH 2020
50%
OF WORKFORCE RETURNING IN TWO DAYS A WEEK TIME SLOTS
STAGE TWO IN ORDER FOR STAGE TWO TO COME INTO EFFECT THE FOLLOWING HAS OCCURRED: Stage one has been in place for a minimum of one month with no health or environmental concerns We’ve identified a second group of employees ready to come back to work We’ve received all medical questionnaires from those returning in phase two and there are no concerns Property management has maintained their cleaning and sanitization plans for all common areas The economy has continued to open up with schools, restaurants and bars There are no signs of a second wave of the COVID-19 pandemic 19
Stage Two
At this point, the following will NOT be permitted:
Use of any common spaces including: lunchroom, conference / boardroom and collaboration spaces
Use of shared lunchroom elements including:
Team meetings of more than 5 people Lunch must continue to be had in your office alone.
Non-essential in-person gatherings including: events and socials
coffee machine, dishwasher and kitchen utensils (note that use of the water cooler will be allowed and the proper wipes will be made available for use). You must bring your own dishes and glasses.
Non-essential on-site visitors Use of the company car
(i.e. walk-in interviews)
(where applicable)
Non-essential work travel or off-site meetings
20
We're Committed to the Following:
Stage Two
Conducting daily audits
Providing cleaning supplies
of health and safety measures
for each individual to use in their own office
Conducting regular mental health checks Extensively All Guest Chairs cleaning high will be removed traffic areas from offices office space, and bathrooms on a daily basis
with both on and off-site team members
Supporting both on and off-site team members in their business and learning development plans
Those Returning to Work Will Be Responsible For: Returning to work with any borrowed office equipment
Cleaning your own personal office space
Bringing their own food and drinks
Monitoring your own health
excluding laptops (laptops should be kept at home should employees need to work-from-home)
to the office (note that use of the water cooler will be allowed and the proper wipes will be made available)
Respecting the social distancing markers
Respect & Update Door Signs
outlined within the office and wearing PPE equipment
with designated dry erase marker
at the beginning and end of every day with the cleaning materials provided
and the health of those in your household and reporting any symptoms to your manager
Respecting the 5 person limit for team meetings Lunch does not count
21
DATE
TBD YEAR
75%
OF WORKFORCE RETURNING
STAGE THREE IN ORDER FOR STAGE ONE TO COME INTO EFFECT THE FOLLOWING HAS OCCURRED: Stage two has been in place for a minimum of one month with no health or environmental concerns We’ve identified a third group of employees ready to come back to work We’ve received all medical questionnaires from those returning in phase three and there are no concerns Property management has maintained their cleaning and sanitization plans for all common areas Government reopens all normal economic and social activities, as well as international borders Testing is well underway for an anti-virus, vaccine and/or therapeutic measures There are no signs of a second wave of the COVID-19 pandemic
22
Stage Three
At this point, the following will NOT be permitted:
Large Social Gathering
Non-essential off-site meetings
Use of the company car (where applicable)
We're Getting There!
Group events of 50 people or more
Non-essential work travel
23
We're Committed to the Following: Providing cleaning supplies
Stage Three
Conducting bi-weekly audits of health and safety measures
for each individual to use in their own office
Conducting regular mental health checks Extensively cleaning high traffic areas office space, and bathrooms on a daily basis
with both on and off-site team members
Supporting both on and off-site team members in their business and learning development plans
Those Returning to Work Will Be Responsible For: Returning to work with any borrowed office equipment
Respecting the social distancing markers
excluding laptops (laptops should be kept at home should employees need to work-from-home)
outlined within the office and wearing PPE equipment
Coordinating their own food
Monitoring your own health
at this point, going out for lunch is permitted and full use of the coffee machines has resumed
and the health of those in your household and reporting any symptoms to your manager
24
DATE
TBD YEAR
100% OF WORKFORCE RETURNING
STAGE FOUR NOTE: WHILE SOME WORK FROM HOME WILL CONTINUE, IT’S NOT EXPECTED AT THIS TIME THAT ANY EMPLOYEE WILL WORK FROM HOME 100% OF THE TIME
E W
D DI
! IT 25
In Order for Stage Four to Come Into Effect:
Stage Four
Phase 3 in place for a minimum of 1 month
Our physical workspace is functioning as per usual
with no health or environmental concerns
with no social distancing markers or signage
We have confirmed that all employees are ready to come back to work
There is a vaccine and/or anti-virus available for COVID-19
The economy is fully re-opened
There are no COVID-19 restrictions in place
We have received all medical questionnaires from those returning in phase four and there are no concerns
There are no signs of a second wave of the COVID-19 pandemic
We're Committed to the Following: Providing cleaning supplies
Conducting routine audits of health and safety measures
for each individual to use in their own office
Conducting regular mental health checks Cleaning high traffic areas office space, and bathrooms on a regular basis
with all team members
Supporting both on and off-site team members in their business and learning development plans
26
APPENDIX
COVID-19 General Knowledge
Risk Levels Based on 4 Primary Factors: Enclosed Spaces Duration of Interaction Forceful Exhalation (ex. yelling, sneezing) Density of People
COVID-19 Risk Levels LOW Picking up Takeout Food or Coffee Staying at Home
Outdoor Picnic or Porch Dining
Biking & Running
LOW/MEDIUM
Grocery Shopping
Retail Shopping Playing Sports Outside while Distancing
MEDIUM Medical Office Visit Visiting Hospital ER
Visit to the Dentist
Ourdoor Restaurant Dining
Using Taxi or Ride-Sharing Services
Museums 28
MEDIUM/HIGH Nail or Hair Salons
Working in an Office
Working out at a gym
Indoor Dining or Coffee Shop
HIGH Nightclubs and Bars Indoor Party
Playing Contact Sports
Watching Live Sports Religious Services
Air Travel
Public Transportation Movie Theatre or Live Theatre
Concert 29
Physical Distancing 101
No Shaking Hands Or Hugs
Stay Home If You Feel Sick
Keep Your Distance (6 ft)
Avoid Crowds & Communal Areas
Wash Your Hands Frequently
Cover Your Cough With Your Elbow or A Tissue 30
Handwashing 101
Proper hygiene stops the spread of the virus.
Source: World Health Organization
01
Wet your hands before applying soap.
02
Bring your palms together and rub soap all over the palms and backs of your hands, including between the fingers.
03
Wash your hands for at least 20 seconds.
04
Wipe your hands with a clean towel or paper towel and avoid rubbing too vigourously.
31
How To Use a Mask Before Putting on a Mask:
Clean hands with alcohol-based hand rub or soap and water.
While Wearing a Mask: 1. Cover your mouth and nose. Make sure there are no gaps between your face and the mask. 2. Avoid touching the mask. If you do, clean your hands with alcohol-based hand rub or soap and water. 3. Replace the mask with a new one as soon as it is damp. Do not re-use single-use masks.
To dispose of the mask: 1. Remove the mask from behind using the strings. Do not touch the front of mask. 2. Discard the mask immediately in a closed bin. 3. Clean hands with alcohol-based hand rub or soap and water. 32
Mental Health & Wellness Resources Internal Support
Mental Health Crisis Line
Erin Campbell, Human Resources E-mail: erin@altishr.com Work Number: 416-214-2500 ext. 2222 Cell: 647-631-7546 Kathryn Tremblay E-mail: Kathryn@excelhr.com Work Number: 613-230-3700 ext. 1229 Cell: 613-286-1945
Kids Help Phone: 1-800-668-6868 Canada Suicide Prevention Service (CSPS): 1-833-456-4566 The Royal Mental Health Crisis Line: 1866-996-0991 Trans LifeLine: 1-877-330-6366
Recommended Reads Lost Connections: Uncovering the Real Causes of Depression and the Unexpected Solutions by Johann Har Depression and Other Magic Tricks by Sabrina Benaim 24/6: The Power of Unplugging One Day a Week by Tiffany Shlain Feeling Good: The New Mood Therapy by David D Burns When the Body Says No: The Cost of Hidden Stress by Gabor Maté The Mindfulness Solution: Everyday Practices for Everyday Problems by Ronald D. Siegel The CBT Handbook: Comprehensive Guide to Using CBT to Overcome Depression, Anxiety, Stress, Low Self-Esteem and Anger by Pamela Myles and Roz Shafran
Mental Health & Wellness Apps LifeLine, online support and access to resources across Canada What’s Up, using methods to cope with depression and anxiety Mind Shift, designed for teens and young adults with anxiety Headspace, meditation and mindfulness techniques Mood Kit, mood improvement activities and tips to develop selfawareness and a healthy attitude TranQool, connect with registered therapists for one-on-one sessions Quit That, helping users beat their habits and addictions Happify, engaging games, activities and gratitude prompts to train your brain to overcome negative thoughts The Mindfulness App, guided or silent meditations from 3-30 minutes
33
HERE WITH YOU
We're in this together. Please speak up if you have any questions or suggestions.