As an employer, are you prepared to effectively manage your business should Canada experience a pandemic with Coronoavirus (COVID-19)? The following recommendations will assist you in proactively preparing for contingency business operations, as well as your human resources policies, and procedures.

By Christina Gellos

Whether you have been watching the news, scrolling through your social media feed or received updates from your child’s school, you will likely have been made aware of the Coronavirus (COVID-19) and its increasing spread, globally.  The outbreak of COVID-19 was first reported in Wuhan, China, late December 2019. Last month, the World Health Organization (WHO) declared the outbreak a global health emergency. In 2010, the WHO defined a pandemic as, “the worldwide spread of a new disease” that affects large numbers of people.” While the global increase of cases has not officially been declared a pandemic, the WHO has announced that the world should do more and be in a “phase of preparedness.”  

Canada’s Health Minister, Patty Hajdu, ensued further panic by warning people to consider stockpiling food and medicine in case of a potential pandemic despite the relatively low risk. 

At LD Human Resources, we are of the opinion that if health authorities are warning the world to be more prepared for a global health emergency, the same recommendation should apply to businesses: their current operations, policies, procedures and human resources.

What does this mean for you as an employer? While it may be too soon to use the “p” word, these warnings suggest that getting ahead of the game and being in a state of preparedness is more effective than reacting with a state of panic.  Amin Mawani, a disaster management expert at York University suggests that businesses should take action today, because as the SARS experience showed, “when things happen, they happen fast.” Mawani says employee absenteeism is one of the costliest elements of a pandemic and already many employers seeking to stock up on masks and sanitizers have found they are behind — and face long wait-lists for supplies. “It is not too late, though, to adjust HR policies,” he says. 

As an employer, are you prepared to effectively manage your business should we experience a pandemic in Canada? The following recommendations will assist you in proactively preparing you for next steps:

1.     Seek out risk intelligence 

Familiarize yourself and your team with the leading health authority updates and recommendations throughout the outbreak such as the Centre for Disease Control and Prevention, the WHO, and other local authorities providing up to date information. The Province of Ontario has also created a temporary site available in several languages to provide regular updates.

2.     Communicate essential information

Some employers are reluctant to communicate information, worrying that this will fuel unnecessary panic. In fact, it’s the absence of information that sows panic. Plan to communicate regularly and reassure employees the situation is being monitored. Set up weekly meetings to ensure all new information is being communicated. This may also reduce the risk of panic.  Communication should include any travel bans and best practices for prevention from health authorities, and provide additional resources for concerned employees. 

3.     Implement preventative measures

Preventative measures reiterate the importance of employee Health & Safety. The management team plays a vital role in demonstrating their commitment and support to employees. Best practices from local health authorities should also be recognized, followed and supported. Some common preventative measures that are inexpensive and can easily be put into practice include providing tissues, hand sanitizers, masks, and educating employees on proper hand washing techniques. Request that employees do not shake hands and encourage ‘social distancing’. Put up posters in common areas as a gentle reminder.  Encourage self-care such as eating well, regular exercise, plenty of rest and hydration. Other preventative measures could consist of implementing quarantines for employees returning from high risk areas, restricting work travel, and limiting face-to-face business meetings and conferences. If the situation declines, allow employees to work from home, teleconference for meetings and send symptomatic employees home. Make sure that the preventative measures are consistent and being offered to all employees, as an option.  

4.     Review work from home and sick leave policies

Review your current workplace policy to assess how it will support an increase in absences and ensure it supports a potential emergency. Staff may be required to work from home or take sick leave for various reasons such as self-quarantine, taking sick leave for themselves, or to look after an ill family member. Alternatively, they may be homebound as a result of school closures. No matter the reason, employers should reiterate current policies and communicate any revisions with employees to ensure everyone is aware, familiar and understands how the policy applies. If a work from home option is available, ensure the company has the infrastructure to effectively support the business during an emergency. 

5.     Review your Business Continuity Plan (BCP)

The Business Continuity Plan (BCP) is a prevention and recovery tool that supports the ongoing operation of a business in the event of an emergency. Review your BCP so that it is up to date, or create one if it does not exist.  Ensure everyone is familiar with the plan including worst case scenarios, critical roles, technical support, and overall roles and responsibilities if the plan were to be executed. Once finalized, a walk-through of the plan is strongly encouraged to evaluate all assumptions and the Plan’s effectiveness. 

Prepare now to avoid panic later. Contact LD Human Resources today to help you have the right planning, policies and training in place and protect your workers and your company’s operations during a pandemic.

About the Author

Christina Gellos is a consultant with LDHR. She has over 15 years’ corporate human resources experience and built her career in the financial services sector. Her expertise includes: talent acquisition and retention, job evaluation, onboarding, employee relations, performance management, and reorganization.  She is known for her personalized approach, calm demeanour and her ability to create successful business partnerships. Christina enjoys working with clients to support their strategic objectives and develop or enhance their HR practices. She is a proud resident of Markham, Ontario, a proud mom of two children, and an active member in her community.