COVID-19 GOOD PRACTICE GUIDE
COVID-19 GOOD PR ACTICE GUIDE ISSUE 1 JULY 2020
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a note from the COO
Through the initial lockdown period the Keltbray Group continued delivery of its Infrastructure projects in the essential Rail and Power Sectors as per Government instruction; having developed new controls to comply with Government and PHE guidance. Most other projects in the Built Environment sectors were paused. The majority of the central London based projects have now restarted operationally (circa 90% by number); having adopted new smart working processes and procedures to comply with the latest guidance reflected in the Construction Leadership Council’s (CLC) Safe Operating Procedures (SOPs) A fundamental change, particularly applicable to our Built Environment London projects, is the restrictions on the number of people physically being able to commute to and work on the sites because of the social distancing requirements. Whilst every project is individually risk assessed, our general position
VINCE CORRIGAN Chief Operating Officer
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is that on the larger London sites, on average we have been able to return between 5060% of the Pre-COVID resource levels for the project. Whilst also variable, the productive element of these resources is generally achieving between 80-100% of outputs. However, because of the reduced resource numbers our programmed activities and associated preliminaries are being elongated. On our smaller sites, the impact tends to be smaller. In contrast, the Group’s above noted Infrastructure work has been minimally affected, principally because of it being linear, therefore more open, and less physically constrained in its nature. Our working practices and environments in our primary offices and depots have also been re-assessed and modified to ensure we observe the social distancing guidance. We currently continue to have a combination of home and office based working. Across all of our activities, we
now have a tested, reliable and smart set of working procedures developed by the Group to comply with the CLC’s SOPs. Many of these practices will transition into business-as-usual Group operating procedures post-Covid, given the productivity improvements they can achieve over traditional work practices. As a result of all of the above, and the growing market uncertainty impacting the future opportunity pipeline – particularly in respect of the London-centric Built Environment market – we continue to have circa 25% of our PAYE people on furlough. This remains under continuing review. In summary, the Group has acted quickly and decisively; we constantly review our actions and smart working procedures in accordance with the issued guidance; and, at all times our actions are in the interest of ensuring Keltbray has the strength and resilience to operate effectively through the crisis and be properly positioned to grow in the future.
COVID-19 GOOD PRACTICE GUIDE
contents 02 A NOT E FR O M T H E COO 0 4 SUM M A RY 0 5 GOOD PR ACT I C E M EA SU R E S 16 COM PA N Y S UPP O RT 19 SAFE TY I N N OVAT I O N AN D COMPL I AN CE 21 SUPP O RT C H A N N ELS
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summary
This document is intended to act as a guide for Keltbray sites, projects, locations and offices to use for reference regarding COVID-19 good practice. The material used is taken directly from sites or locations where Keltbray are working, and serves as examples that can be replicated if deemed appropriate and reasonably practicable, dependent on site and location. Whilst we understand not every measure in place is replicable in each location, we hope our approach will create familiar surroundings for all employees, allowing them to go about their daily tasks in a safe and comfortable working environment. Furthermore, in order to gain insights and feedback regarding the good practice measures implemented, the Workforce engagement and HSQE teams surveyed employees across the group. The results of this survey, some of which are included in this guide, were overwhelmingly positive and the feedback received has been reviewed to better understand how we can continue to support the health, safety and wellbeing of our employees. If colleagues believe we have exceeded these standards in any area, or would like to make a suggestion, they are invited to contact workforce@ keltbray.com or use Keltbray Contribution so we can share the learnings. We are all in this together, and by working as a team, we can greatly increase our levels of effectiveness and support. 4
COVID-19 GOOD PRACTICE GUIDE
good practice measures
TR AVE L L ING TO A ND FR O M WORK When travelling, everybody should continue to avoid public transport wherever possible. Colleagues are reminded to comply with latest government guidance at all times and asked to consider: Avoiding public transport at peak times (face coverings will be provided if you must use public transport)
Clear van screens in use to segregate personnel
Parking areas for cars, vans motorcycles and bicycles Cleaning methods for vehicles Cycling, or traveling on foot Segregation of individuals within vehicles If journeys must be shared, encourage continuity of individuals
Additional areas for bicycle parking
E M PLOYE E M E THO DS O F TR A NS P O RTATIO N TO A ND FR O M WO R K
Walking (only) Driving Motorcycling Additional areas for bicycle parking
Cycling Public Transport 5
Clear floor marking at site entrances
‘Touch points’ removed wherever possible
Temperature testing at location entrances
Clear and simple visual guidance
ACC E S S AN D EG RESS As there is the potential for entry and exit points to become busy or crowded, colleagues are asked to consider the following items for all locations: Adequate and suitable waiting areas Clear and obvious signage and floor markings One-way systems Removal of turnstiles or ‘touch points’ (if secure to do so) Exclusion of non-essential visitors Staggered start/finish times to reduce congestion Increased number of access points Remind people not to enter if they are experiencing symptoms of COVID-19 Adequate hand washing/sanitising stations Temperature testing Regular cleaning regimes Avoid public interface 6
COVID-19 GOOD PRACTICE GUIDE
GE NE R A L CL E A NING When looking to ensure a proportionate and suitable cleaning regime, colleagues are asked to consider the following points which have been successfully implemented in various areas: Areas of high traffic such as corridors, welfare areas and entrance/exit points Adequate cleaning measures for touch points such as door handles The numbers of people in each area Regular cleaning of communal surfaces
Suitable cleaning of eating and drinking areas before/after each sitting Special attention to welfare areas and toilets/ showers/sinks PPE is suitable for the tasks Deep cleaning options if required Stocks of cleaning supplies and sanitisers
CO V ID- 1 9 GE NE R A L CL E A NING E FFE CTIVE NE S S
Very Effective Effective Adequate Thorough attention to the cleaning of wellfare units
Ineffective Very Ineffective 7
HA ND WA S HING A ND S A NITIS I N G
Sanitiser, hand cleaners and protective creams
Hand washing and sanitising is one of the best methods to prevent spreading this virus, some measure that have been implemented are: Clear and concise signage Additional hand washing stations and facilities (including access/egress points) Suitable cleaning products and hand protection creams Social distancing measures between sinks Sanitisers at touch points and other easily accessible areas ‘Non-touch’ sanitiser dispensers
Hand cleaning available at site entrance and exit points
CO V ID- 1 9 HA NDW A S HING A ND S A NITIS ING E FFE CTIVE NE S S
Very Effective Effective Adequate Additional hand cleaning stations distributed at key locations on sites
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Ineffective Very Ineffective
COVID-19 GOOD PRACTICE GUIDE
Segregation of personnel in toilet areas
Clear floor marking to provide guidance
Measures to ensure social distancing
Clear and obvious signage in office locations
TO I L ET FACILI T I ES Many special measures have been implemented across our sites and offices regarding toilet facilities, some of the measures introduced are: Clear and concise signage
TO IL E T FACIL ITIE S CO NTR O L M E A S U R E S DU R ING THE COVID -1 9 PA NDE M IC
Limiting numbers of people at any given time Creating social distancing between facilities Regular and suitable cleaning regimes Increased numbers of bins and disposal receptacles
Very Effective Effective Adequate
One-way systems
Ineffective
Extra hand sanitisers and cleaning products
Very Ineffective 9
CHA NGING FACIL ITIE S , S HOWE RS A ND DRYING R O O M S Hand washing and sanitising is one of the best methods to prevent spreading this virus, some measure that have been implemented are: Social distancing measures Segregated changing areas
Single occupancy cubicles Clear and concise signage Clear floor markings One-way systems Segregated changing and drying areas Heightened cleaning regimes Increased number of bins and waste receptacles Increased ventilation
Individual cubicles
CHA NGING FACIL ITIE S , S HOWE RS A ND DRYING R O O M S CO NTR O L M E A S U R E S DU R ING THE COVID -1 9 PA NDE M IC
Very Effective Effective Adequate Ineffective Clear floor markings
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Very Ineffective
COVID-19 GOOD PRACTICE GUIDE
Individual eating/drinking areas have been installed
Social distancing is achieved in canteen areas
Separate microwaves and fridges have been provided for each area
Further examples of welfare cubicles
One-way systems are in evidence
Smoking areas with clear segregation
CAN TEEN , EAT I NG AND SMOKI NG AR RAN GEMENTS As with the other welfare areas, our canteens and eating facilities have seen a multitude of changes, a selection of examples can be seen below: Single occupancy tables One-way systems
CA NTE E N, E ATING A ND S M O K I N G A R R A NGE M E NTS CO NTR O L M E A S U R E S E F FECTIVE NE S S
Staggered break times Dedicated microwaves and fridges per seating area Clear and concise signage and floor markings Segregated eating cubicles Suitable cleaning of eating and drinking areas before/after each sitting
Very Effective Effective Adequate Ineffective Very Ineffective 11
WO R K ING A R R A NGE M E NTS Due to our varied workplaces and tasks, there have been numerous initiatives implemented to maintain social distancing or minimise the risks within the workplace. Some of our COVID-19 control measures from our head office are shown in this video walkthrough.
Clear and obvious access/egress routes in use
Various examples are shown below from across our organisation including: Working from home options and video conference meetings Segregated access and egress routes One-way systems Socially distanced methodologies Physical segregation of desks and work stations Revised risk assessments and procedures Updated permit systems
One-way systems with visible floor markings
Clear and concise signage and floor markings Staggered work shifts Appropriate PPE Heightened cleaning regimes
Socially distanced morning briefings
WO R K ING A R R A NGE M E NTS CO NTR O L M E A S U R E S DU R ING T H E COVID -1 9 PA NDE M IC
Very Effective Effective Adequate Office work stations with segregation measures in place 12
Ineffective Very Ineffective
COVID-19 GOOD PRACTICE GUIDE
Induction rooms have been adapted
INFO R M ATIO N A ND INSTR U CT I ON Many adaptations have taken place to ensure we can effectively and safely continue to provide the required level of communication and information, these examples show how social distancing has been achieved ensuring a safe environment. Online or remote briefings are also being carried out (click here for induction example) to limit numbers of staff in any given location, or when they are working remotely, this is done via Microsoft Teams or Zoom platforms.
Social distancing measures in place
COVID -1 9 INFO R M ATIO N A ND INSTR U CTIO N E FFECTIVE NE S S
Very Effective Effective Adequate Effective instruction and engagement is still achieved
Ineffective Very Ineffective 13
S I GN AGE AN D MARKI NG S Clear signage and floor markings form an intrinsic part of our mitigation plans. These provide simple guidance and physical reminders to maintain social distancing and follow the safe systems in place. Various options have been implemented across our working locations to best suit the local requirements. Particular areas of focus are: Location entrances/exits Walkways and pedestrian routes Welfare and changing facilities Stairways and one way systems Canteen and smoking areas Work specific areas
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Floor markings in place
Visual guidance to maintain distancing
Specific instruction in certain areas
Bold signage at site entrance
One-way systems in offices
COVID-19 GOOD PRACTICE GUIDE
Pictorial toolbox talks
Informational poster
COVID -1 9 S IGNAGE A ND M A R K I N G S E FFECTIVE NE S S
Very Effective Effective Adequate Ineffective Clear indicators in stairways
Very Ineffective 15
company support WE L L B E ING A ND S U PP O RT With such a change to our working lives, certain individuals or groups may require a level of assistance or support to ensure a positive transition and maintain their wellbeing; as always Keltbray strive to achieve ‘good days at work’. In order to provide a suitable support system, our dedicated wellbeing committee has been adapting our approach to encompass the added factors created by COVID-19. Content is delivered through the ‘Thrive’ programme via our health and wellbeing teams and wider network of mental health first aiders and wellbeing advocates. Some highlights include: Dedicated wellbeing Intranet page Regular video or conference calls Wellbeing updates for furloughed staff Regular contact with staff via email and media Health and wellbeing surveys In addition to the above, our new ‘WeCare’ support service has recently been launched, this allows access to a 24/7 online GP, mental health support service, get fit programme and more.
WE L L B E ING S U PP O RT E FFECTIVE NE S S DU R ING THE COVID -1 9 PA NDE M IC
Very Effective Effective Adequate Ineffective Very Ineffective 16
COVID-19 GOOD PRACTICE GUIDE
GEN ER AL COMPANY SUPP ORT Crisis management COVID-19 has undoubtedly changed the working landscape in an unprecedented manner, to address this change and ensure the ongoing resilience of our business a crisis management team was created. This team continuously monitor government guidance and advice, allowing our organisation to ensure safe working environments for all employees and react to the ongoing changes in a timely and proportionate manner.
COVID -1 9 GE NE R A L S U PP O RT E FFECTIVE NE S S
Very Effective Effective Adequate Ineffective Very Ineffective
Engagement and Inclusion In order to gauge opinion and ensure our staff are fully involved in the numerous changes, a comprehensive COVID-19 survey has been carried out. This covered all areas of our mitigation controls and also engages with individuals regarding any potential concerns or impacts that may be affecting them or their families. The response to this was overwhelmingly positive and the wealth of comments received has already allowed us to further improve our working environments and processes.
GE NE R A L AT TITU DE A B O UT WO R KING DU R ING THE COVID -1 9 PA NDE M IC
Very Comfortable Comfortable Unsure Uncomfortable Very Uncomfortable
A M O U NT O F E M PLOYE E S THAT K NOW HOW TO CO NTACT THE E M PLOYE E S U PP O RT CHA NNE LS
Yes No 17
Human Resources In order to provide staff with access to our human resources team, a dedicated email address was created employeesupport@keltbray.com .This allows individuals to access the expert assistance and advice they need regarding all areas of employment status from our dedicated in-house team. Communication To maintain a connection with all of our staff in these uncertain times, our communications team have provided regular and structured content for all employees including furloughed staff. Weekly bulletins, news round-ups and Intranet articles all provide valuable information and support. Wherever possible, people are being encouraged to stay connected with each other, and multiple platforms have been utilised including WhatsApp, Facebook and LinkedIn to mention just a few. Our Intranet is accessible via laptop or mobile application, ensuring staff have access wherever they may be situated. This is regularly updated and hosts a wealth of information and support including dedicated COVID-19 and wellbeing pages. Training and Development This is an area that has also seen a great deal of change due to the requirement for social distancing. In order to maintain competencies, and allow our staff to continue with their personal development several adaptations and innovations have been seen. Online training has been made available along with virtual e-learning sessions from which we have received extremely positive feedback. In addition, specific training catalogues have been created to provide learning specific for staff working remotely, from home or on furlough. 18
COVID-19 GOOD PRACTICE GUIDE
safety innovation & compliance
As always, health and safety remains one of our core values, and the challenges of COVID-19 has driven innovation and development. One specific example of this is the ReacTec proximity monitors, these are a development of equipment currently being used for another application, some of the features are listed: Alerts workers if they have strayed to within two meters of a colleague Informs employers of the frequency and severity of breaches of social distancing protocols
Behavioural Safety and Culture With so many changes to our working environment it can be difficult to adapt. To address this, our dedicated behavioural engagement team are designing new programmes to ensure our staff are able to accommodate these changes and understand the importance they play in creating safe and engaging working environments. Inclusion of our employees is core to our organisational development, so, there will much focus on our values and understanding how we can all play our part in delivering our One Keltbray ethos.
Can assist with contact tracing of those who have been close to employees subsequently displaying COVID-19 symptoms Can facilitate contact tracing across employers on busy infrastructure projects Ring fences work teams who need to work more closely together in controlled cohorts Can be expanded to enable real time intervention by a supervisor in the event of social distancing breaches
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Compliance
Test and Trace Policy
In order to ensure compliance with government guidance and provide clear structure to our operational teams and office based staff, a dedicated ‘safegaurding’ team was created. The outputs from this group can be seen below, and offer all required information and procedural guidance to our staff and teams.
Following the introduction of the new government Test and Trace Programme, Keltbray have developed a policy to ensure full compliance and support for the scheme. This policy details our approach, the steps to be taken and the levels of support that will be provided. The policy is available here
GRP-HSQE-GUI-038
Guidance
COVID-19 Site Operating Guidance – Protecting Our Workforce
GRP-HSQE-FRT-097
Form
Keltbray Cleaning Schedule
GRP-HSQE-FRT-098
Form
COVID-19 Site HSQE Audit Form
GRP-HSQE-FRT-099
Form
COVID-19 Site HSQE Inspection Form
GRP-HSQE-FRT-100
Form
COVID-19 Personal Declaration
DCD-HSQE-PRO-001
Procedure
Keltbray SCS – Covid-19 Project Re-start Process
DCD-HSQE-FRT-080
Form
COVID-19 Project Mitigation Plan
DCD-HSQE-FRT-082
Form
COVID-19 Back to Work Briefing
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COVID-19 GOOD PRACTICE GUIDE
support channels
‘WeCare’ Employee assistance programme
LifeWorks App
Mates in mind
Construction industry helpline
Mind
Samaritans
Lighthouse club
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UK contact address: Keltbray Ltd St. Andrew’s House Portsmouth Road Esher,Surrey KT10 9TA T: +44 (0)20 7643 1000 www.keltbray.com
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