Returning to the office post-COVID-19 · Employee relations during the COVID-19 pandemic Compliance with labor safety requirements. Strategic labor safety management after COVID-19

Returning to the office post-COVID-19 Employee relations, labor safety and sustainable development: is your company prepared? June 2020

Returning to the office post-COVID-19© 2020 Deloitte Consulting LLC. All rights reserved. Slide 2 of 13

Contents

Returning to the office after COVID-19: strategy and transition plan 03-05

Labor legislation during the COVID-19 pandemic 06

Labor safety once COVID-19 restrictions are eased 07

Complying with labor safety requirements 08-09

How we can help 10-11

Our team 12-13

Returning to the office after COVID-19: strategy and transition plan

Labor legislation during the COVID-19 pandemic

Labor safety once COVID-19 restrictions are eased

Complying with labor safety requirements

How we can help

Our team



Developing a strategy and transition plan to ensure business continuity in the current environment is a top priority for companies. Analysis of current trends* shows that assessing employees’ ability to work remotely while ensuring their well-being are key factors for effective strategy development.

Company leaders must take the implications of COVID-19 into consideration when determining who has a critical business need to be in the office and who can continue to work remotely.Measures aimed at reducing the number of people in the office at one time, sanitary and epidemiological guidelines, and additional support

for employees have also emerged as major considerations as companies plan to return to the office post-COVID-19. Some companies are planning to keep 30-35% of their employees working from home for the foreseeable future.

Only employees who perform critical

business functions return to the

office

Ability to work remotely

Companies continue with their

remote working policy

Introduction of social distancing

measures

Revision of office space/employee

working arrangements

Impossibility of working remotely

High employee health risk

Low employee health risk

*Findings from a Deloitte study





How we can help

Our team



One type of strategy for returning to the office is based on the key functions of employees who must be physically present at the office. This approach incorporates measures for ensuring the physical, psychological and emotional well-being of employees as they return to the office.

Premises

Business functions

Working location is flexible

Collaborative work





How we can help

Our team

Individual work

Necessity of being in the

office

Procurement

Marketing

Operational activities

IT

HR

Finance

Target zone

What you need to consider when

developing a staff work plan

Ensuring a safe return to the office

while maintaining productivity

• Define the functions, roles and business lines that must be performed from the office to be effective and those that can be performed remotely.

• Assess the types of work that can only be performed in person, taking the duration of the work into account for space planning and safety.

• Support teams that are working remotely. Define policies and rules for working remotely; conduct trainings on effective remote working.

• Develop an assessment plan for staff performance, costs, security and working conditions. Develop a step-by-step plan for returning to the office for each category of employee.

• Develop regulations for testing, checking the premises and interactions with visitors aimed at promoting operational efficiency and physical and mental health.

• Ensure that recommendations for workplace testing, security and disinfection are indeed being implemented; develop corresponding policies and allocate the required resources.

• Ensure that the workplace is set up in a way that enables social distancing and compliance with other health guidelines.

• Revise and update HR policies, procedures and programmes to account for potential refusals to work and the family circumstances of employees.

• Understand and comply with current legal requirements.

• Set up feedback channels for employees: collect opinions and address any issues.

• Draw up a change management and communication plan to boost employee confidence and motivation about working in the office.

• Assess which technologies and tools are needed for office and remote team members to work together effectively.


Public research on returning to the office after COVID-19* reveals the following global trends:

• Office set-up will be completely transformed. Possible innovations could include one-way office walkway systems, office-wide location tracking that sends automatic notifications to employees who breach social-distancing requirements, equipment and mobile applications to self-test for COVID-19, office furniture with anti-microbial surfaces, and fully-sealed lunch boxes. Open plan office spaces will undergo a major transformation, with desks kept a safe distance apart, the installation of partitions, and informational posters and security signs.

• New roles. New positions may appear such as elevator operator, temperature controller, and contact tracers for sick employees to ensure that safety guidelines are implemented effectively.

• Work schedule. To avoid queues and overcrowded elevators, companies are considering assigning employees to various streams. Employees could also be kept separate thanks to staggered shifts, flexible work hours, home office, and access to the office seven days a week.

• Confidentiality. The new COVID-19 testing procedures and contact tracing requirements for employees raise a number of data confidentiality issues. This will require further legal elaboration.

Employee relations during the COVID-19 pandemic

Compliance with labor safety requirements.

Strategic labor safety management after COVID-19 restrictions are eased

When developing a return-to-office strategy, employee relations are key to facilitating adaption to this new environment, guaranteeing safety, and managing labor safety risks for as long as COVID-19 remains a threat.

Based on our experience and practice, we can help your company determine whether it complies with regulatory requirements and prepare to manage ongoing risks when offices re-open.






How we can help

Our team

*Data from the General Counsel’s Guide to Reopening – Bloomberg Law, May 22, 2020, URL: https://news.bloomberglaw.com/in-house-counsel/what-general-counsel-need-to-think-about-as-companies-reopen

https://news.bloomberglaw.com/in-house-counsel/what-general-counsel-need-to-think-about-as-companies-reopen


Employee relations are a key consideration for businesses during the pandemic. In the current context, it is critical to understand the main problems faced by all parties in labor relations, as well as the best available solutions. We have created a list of possible steps employers could take to improve employee relations during the pandemic.

Prepare HR documents on the end of remote work for relevant employee categories


Develop a company-wide operational strategy for when COVID-19 restrictions are eased

Coordinate work employees who cannot return to Russia due to border closures and register their absence

Inform the appropriate authorities of employees working in the office

Organize electronic document flow of HR documents with employees who continue to work from home

Change employee work schedules as required: part-time work, flexible work, shift work

Reduce employee headcount if necessary

Update job descriptions to reflect the employer's responsibilities to ensure safe working conditions

Review how COVID-19 affects employee medical insurance

Designate leaders who will provide employees with COVID-related information

Introduce a motivation/incentive scheme to encourage compliance with safety guidelines

Introduce idle time if required

Review the remuneration system

Organize employees’ hiring and dismissal during the period of legal restrictions

Grant holidays to employees during the period of legal restrictions

Develop disciplinary measures for employees working remotely





How we can help

Our team


Build an effective labor safety system and manage operational

risks after the pandemic

Developing a corporate response strategy for labor safety, along with a plan to ensure safe working conditions and recommendations to make sure that these goals are met.

1. Conduct a COVID-19 health and safety risk assessment 2. Create a risk map that covers the following elements: • A list of identified threats • The scope of each risk’s impact and its potential consequences• Risk probability assessment • Risk level • List of existing risk-control measures • List of risk-control measures that have yet to be implemented 3. Develop risk control measures

Monitoring labor safety given the ongoing risk of transmission

Training: develop programmes that encourage personal accountability

among employees and managers and foster a culture of safety during the

pandemic


A key tenet of sustainable development is safety management. The ongoing risk of coronavirus transmission means that the labor safety system must be enhanced. Companies will have to build an effective health and safety management system to deal with operational risks.





How we can help

Our team


... analysed legal regulations

to identify the latest

requirements and

recommendations for visiting

the organisation’s premises?

... developed a set of

documents that confirm

compliance with the

mandatory labor safety

procedures?

... arranged for regular

procurement of masks,

gloves and other personal

protective equipment

(PPE), disinfectants and

body temperature

checkers?

Prior to employees’ return to the office, has the employer ...

... arranged trainings for

employees responsible for

administering first aid?

... conducted an analysis of employee health

that conforms with the latest legal

requirements, specifying which categories of

employees may not work on the

organisation’s premises?

... prepared its premises and

workspaces for employees’

return?

... made arrangements for

employees unable to work from the

office and created an office

attendance schedule (if necessary)?

... organized trainings for

employees responsible

for the procurement and

supply of PPE that cover

their proper use and

functions?

... set up a system for

coronavirus testing?

... selected a

contractor to

professionally disinfect

the office space?

The employer is responsible for ensuring safe working conditions and labor safety. Given the current situation, it is important for employers to understand how they can guarantee a safe workplace in the current environment while complying with legal requirements.

We have drawn up a list of self-evaluation questions to help you assess how ready your company is to comply with regulatory requirements and build a safe office environment.

... prepared a policy on

third-party visits to the

office?



Labour legislation during the COVID-19 pandemic

Occupational safety once COVID-19 restrictions are eased

Complying with occupational safety requirements

How we can help

Our team


... document the performance of such activities?

... test at least 10% of employees for new coronavirus infections on a regular basis?

... check the temperature of employees on a regular basis?

After returning employees to the office, does the employer ...

... conduct labor safety briefings to inform employees about new safety requirements?

... ensure proper PPE usage?

... conduct a COVID-19 investigation if an employee is infected and notify the relevant authorities?

... monitor updates to legal requirements for employees who attend the office?

... recycle used PPE in the appropriate manner?


These questions for employers are based on the latest Rospotrebnadzor recommendations and the Decree of the Mayor of Moscow of 5 March 2020 No. 12-UM (with amendments and additions) for companies located in Moscow with "office" employees (in the absence of harmful and/or dangerous working conditions). Please note that this list is not exhaustive, and it can be expanded to meet the requirements of regional legislation and the specific nature of the employer's activities.

... ensure that employees’ personal data obtained during these procedures is processed in accordance with legal requirements?





How we can help

Our team

Once employees have returned to the office, does the employer ...


How we can help

Selection of approved organisations that test for COVID-19, assistance with administrative aspects of the testing process

Support with selecting licensed centres that provide first aid training, interaction with these centres

Preparation of a set of labor safety documents templates confirming compliance with mandatory procedures for returning to the office

Organisation of COVID-19 testing

Creation of materials for labor safety briefings focused on employees’ return to the office

Support with first-aid training for employees





How we can help

Our team

Support developing a return-to-office strategy

Preparation of HR documents templates for returning to the office

• Preparation of HR documents templates on the end of remote work for certain employee categories

• Preparation of HR documents templates to adjust work schedules

• Support in submitting information on office-based employees to the relevant authorities

• Changes to job descriptions

• Updates to company internal regulations to reflect the procedures for visiting the office

Support investigating COVID-19 cases at the workplace

Independent assessment and diagnostics of the health and safety system

Development of tailor-made strategies and standards to meet the specific needs of an organisation or sector in compliance with legal requirements, international standards and best practices.

Development and implementation of strategies and standards

Health and safety risk management

• Development and implementation of a risk-oriented approach in the risk management system, formulation of risk management methodology for labor safety matters

• Performance assessment for the risk management system, improvement of the current risk management system

• Identification of key operational risks

• Employee training on various risk management methodologies

• Risk assessment of human factors, implementation of the best international health and safety risk management practices

Trainings

Development programmes for specialists and managers engaged in labor safety

We can support you in developing a strategy and come up with practical solutions for returning to the office post-COVID-19. We offer comprehensive solutions covering HR administration, labor safety and setting up workplace safety procedures.


How we can help

HR electronic document flow

• Setting-up of HR document flow for employees working remotely

• Compilation of a list of documents that can be digitized

Updating Company’s internal policies and regulations

• Updates to company policies to reflect the new required procedures

• Support with updating the employee compensation system

• Assistance reviewing employee medical insurance in light of COVID-19 risks

• Assistance building a motivation/incentive scheme for employees who comply with safety guidelines


Labour legislation during the COVID-19 pandemic

Occupational safety once COVID-19 restrictions are eased


How we can help

Our team

We can also help you with the following related issues:

Returning to the office post-COVID-19© 2020 Deloitte Consulting LLC. All rights reserved. Slide 12 of 13Returning to the office post-COVID-19© 2020 Deloitte Consulting LLC. All rights reserved.

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Tax & Legal

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ext. 1828

E-mail: [email protected]

Senior Manager

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Email: [email protected]

Partner

Tax & Legal

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Partner

Tax & Legal

Tel.: +7 (495) 580 9719

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Svetlana BorisovaPavel Balashov

Anna Borisova





How we can help

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Elena Kovalevich

mailto:[email protected]





Our team





How we can help

Our team

Director

Tax & Legal

Tel.: +7 (495) 787 0600

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Senior Lawyer

Deloitte Legal

Tax & Legal

Tel.: +7 (812) 703 7106

ext. 2521


Director

Deloitte Legal

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ext. 4534


Managing Partner of Deloitte Legal CIS

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ext. 1481


Yuriy Khalimovskiy Anna Kostyra

Ekaterina Seryakova Veronika Varshavskaya






Our team





How we can help

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Senior Manager

Risk Advisory, Sustainability Services

Tel.: +7 (495) 787 0600

ext. 5334


Partner

Risk Advisory, Sustainability Services

Tel.: +7 (495) 787 0600

ext. 5213


Oskana ZalevskayaIvan Kukhnin



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Returning to the office post-COVID-19 · Employee relations during the COVID-19 pandemic Compliance with labor safety requirements. Strategic labor safety management after COVID-19