Employer and Employee Obligations
Clickatell, as a progressive cloud based service provider business, is taking the approach of extending their remote business as usual approach to an Pandemic scenario that we find ourselves in. Prior consultation has happened with employees in the selection and application of control measures.
Clickatell also has a long-standing Occupational Health and Safety committee that undergoes annual external compliance audits. This team is on standby to implement any decision made by the newly established COVID-19 task team. The task team is responsible for identifying the risk and mitigation timelines and approach to risk management in a pandemic.
3.1 Duties of employees
Employees also have duties to co-operate with Clickatell in implementing and enforcing the risk control measures. They must take all reasonably practicable steps to ensure they don’t do anything that creates or increases a risk to the health and safety of themselves or others.
In a pandemic situation it is reasonable to expect that these obligations placed on the employee and employer will include complying with public health advice and any emergency measures.
Employees are expected to notify the company immediately if they or someone in their household:
- display any flu-like symptoms
- come into contact with any positive coronavirus candidate
- have travelled or plan to travel international
3.2 Duties of the employer: Clickatell Practice in the case of a Pandemic
Clickatell business continuity plan is a contingency plan of action to manage the business risk of a particular event.
We follow the below practices in planning for a pandemic:
1. keep informed and up-to-date on pandemic information
2. educate and keep employees up to date
3. undertake risk management by managing the direct and indirect risks
4. incorporate preparations and risk control measures into a business continuity plan
5. review and evaluate risk control measures
6. plan and manage the recovery phase of a pandemic
7. communicate to customers
3.2.1 Remain informed on pandemic information
Information on pandemic issues is readily available and regularly updated and communicate within the task team.
It is important to regularly review pandemic information and use it to update your business continuity plan.
Our pandemic task team (incl CEO) has been assigned responsibility for monitoring pandemic information.
3.2.2 Keep employees up-to-date
All employees will need accurate and current information on the workplace risks associated with a pandemic, as well as clear advice and education on how these risks will be controlled or minimised. This is done regularly via the company intranet, posters and face to face discussions.
Employees will be provided with information on the nature of the disease, where they can get information, and actions they can take in the workplace to help control risks.
Employees will also be informed on how they will be consulted and advised on the issues of work attendance and work arrangements.
3.2.3 Undertake risk management
As part of planning and preparedness, risk management will be applied to pandemic health and safety risks. This involves identifying and assessing the likely risks at the workplace and those risks associated with the way work is performed. Risk control measures will follow our business as usual remote work procedures and will also be enriched through state led protocol.
The leadership of the company each are responsible for assessing the risks within their department, their dependency on key employees and key vendors.
3.2.4 Risk Mitigation Measures
The OHS risks during a pandemic can be loosely categorised as the direct risks of infection and the indirect risks arising from changes to usual work arrangements.
184.108.40.206 Managing the direct risks of infection
Workplace measures to minimise disease transmission and prevent infection are based on an understanding of how the disease is transmitted from person to person.
In the event of a pandemic Clickatell will deploy the following measures:
220.127.116.11 Social distancing
A primary transmission control measure is social distancing, that is reducing and restricting physical contact and proximity. Clickatell plans to encourage the following measures:
• All staff to limit any internal or external meetings with visitors, staff and contractors - moving all meetings to Microsoft Teams cloud based meetings.
• discouragement of handshaking, and other physical contact in the workplace or at clients
• maintaining a minimum distance of one metre between employees in the workplace (person-to-person droplet transmission is very unlikely beyond this distance)
• Stopping all social gatherings at or for work, including informal spontaneous congregations (personal life gatherings are also discouraged)
In the event of a positive case within the business – the following measures are put in place:
• All staff to work from home
18.104.22.168 Staff Travel
Staff will be encouraged not to travel, however should travel be required, all staff returning from an infected area, or potential threat area, on return will be required to work remotely, without contact to other staff, until the recommended safe period as stipulated by the WHO of the specific pandemic.
22.214.171.124 Hygiene and use of personal protective equipment
Transmission can be reduced by undertaking additional cleaning at the workplace and supporting good personal hygiene.
Clickatell will provide information (Appendix A) and resources to employees to reinforce and support good personal hygiene. Hand and respiratory hygiene training shall be provided.
Unwell employees with pandemic-like symptoms are required not to be at work. If an employee develops symptoms while at work, they will be advised to go home immediately and self-isolate.
126.96.36.199 Appoint a pandemic disease manager
As part of planning for pandemic diseases, Clickatell has identified a pendemic task team which includes the CEO and the head of the occupational health and safety teams and the head of HR. All preparation activities and management of the implementation of risk control systems will be directed by this team.
In the event of a pandemic, the Execs and manager(s) are responsible for control of entry to the workplace and managing the situation when employees become ill at work.
188.8.131.52 Control entry to the workplace
All offices have biometric control entry and can be used for restricting entry to the workplace of persons who may have been infected with a pandemic disease or who have a relatively high risk of contracting it.
Based on medical advice, Clickatell and employees will comply with exclusion periods for employees who are exposed to the infectious disease, show symptoms, are ill or have returned from travel to pandemic-affected areas. This may include taking an employee’s temperature prior to allowing them entry to the workplace.
184.108.40.206 Management of employees becoming ill at work
Employees who report or show compatible symptoms will be:
• isolated from others and referred to a medical practitioner for medical assessment, and
• required to leave the workplace immediately.
Should be required arrangements will be made for their transport either to a doctor or to their home.
A record will be kept of those who become ill and leave the workplace and the people they have had close or casual contact with will need to be assessed.
When a person with suspected infection has left the workplace Clickatell will ensure that their workstation, work area and communal areas they have been in are thoroughly cleaned and disinfected.
220.127.116.11 Ventilation and air conditioning
Clickatell will confirm with building owners of their premises that the air conditioning system is properly designed and maintained.
All internal spaces will be monitored to be well ventilated and if possible, fresh air should be allowed to flow.
18.104.22.168 Manage the indirect risks arising from changes to usual work arrangements
A pandemic will demand significant changes to work arrangements, and these new arrangements will introduce health and safety risks for employees.
22.214.171.124.1 Anxiety among employees
Clickatell will seek to minimise this risk though the following control measures:
• providing employees with definitive advice about the relevant pandemic disease, and the risks and control measures in place to address the risks at the workplace
• promoting a supportive workplace
• reminding staff of 3rd party consultants / councillors via phone available 24/7
126.96.36.199.2 Employees not being aware of current arrangements
Employees should be kept informed on the pandemic situation and changed work arrangements while at work and at home. Effective communication strategies will include:
• regular briefings at work
• advice on the intranet
188.8.131.52.3 Unfamiliar work and higher workloads
Employees may need to be reassigned to priority tasks that are unfamiliar to them. Control measures for these risks include:
• consultation with affected employees
• online training
• clear performance expectations
• close supervision and support
3.2.5 Review and evaluate control measures
OHS risk control measures will be regularly reviewed and updated as required. Additional enhancements based on WHO or government interjection will be recommended and actions accordingly.
3.2.6 Managing the recovery phase of a pandemic
Recovery will be assessed and planned to normalise work activities as the pandemic subsides. The local risk control measures will be progressively suspended on a schedule compatible with the suspension of the broader public health measures.
Communication will be driven via TEAMS, and our intranet with employees both in the workplace and those at home waiting to recommence normal work arrangements.
Employees who are affected by the death of friends or family will receive the required support and leave. At work, counselling should it be needed will be made available where work colleagues have died.
For some time after the pandemic, the normalising process will likely involve re-tasking employees to priority areas. Skills, training needs and workloads will be adjusted and continued through cloud training and consultation with staff will be done before employees are moved to new work.
3.2.7 Communicate to customers
Customers need assurance that the service being offers to them will remain available and reliable. Propper, regular communication is essential to manage the expectations of customers. Ensure proper and regular update to customers (and other key stakeholders) to provide detailed understanding of current work arrangement and possible impact on operations.
A pandemic will be accompanied by considerable social disruption within the community and by major workplace changes.
Potential for infection at work and changed workplace arrangements will present health and safety risks. Clickatell understands its duty of care to actively identify these risks and be prepared to implement control measures to eliminate or minimise them.
The onset of a pandemic may happen quickly, as such Clickatell has develop their business continuity plan, addressing the anticipated business risks of a pandemic and ensure it addresses OHS issues. Clickatell will strive to keep up to date with pandemic advice and regularly review their business continuity plans in line with updated and new information.