Office workers must have at least four square metres of space each and keep a distance of at least two metres from colleagues, according to guidelines for the workplace issued on Tuesday.

If this is not possible, employers should set up perspex screens between desks and employees will have to wear their masks.

The guidelines were issued after Prime Minister Robert Abela on Monday said all workers can start going back to work as from Friday.

The guidelines were published by the Office of the Deputy of the Prime Minister. The 10-page document provides information on how employees and workers are to maintain social distancing, practice good hygiene and know all the COVID-19 symptoms.

 

Employees to maintain physical distancing by keeping a distance of 2 metres between people

Apart from ensuring employees and workers maintain a distance of at least two metres, other means of limiting the spread of COVID-19 are:

• Encouraging workers to frequently wash their hands for at least 20 seconds with soap and water, or with an 70% alcohol-based hand sanitizer

• Be aware of COVID-19 symptoms and make sure workers do not come to work if they are unwell

• Ensure that the workplace is cleaned and disinfected regularly

• Put up signs and posters at the workplace to remind workers and others of the risks of COVID-19

• Hand and other hygiene practices must become common in the workplace

• Frequent cleaning and disinfection of common surfaces further reduce risk of surface contamination spreading to healthy persons.

• Restrooms must be sanitized frequently.

Each morning all staff members must have their body temperatures checked before entering the workplace. Individuals displaying fever (37.2 degrees or more) shall not be allowed to enter.

If individual begins to show symptoms in the workplace, no staff member should remain on site with symptoms, and individual must return home alone and remain there.

 

2 metres between all seating

Two metres should be granted between all workspaces as a minimum. If this is not possible when at full occupancy, consider shift patterns or part-remote working to reduce the overall number of staff in the office at any one time.

• It is important to maintain distance between individuals

• There should be at least four-square metres per staff member within the office or office space and a minimum of two metres between staff members. When this is not possible, acrylic or tempered glass screens are to be used and masks or visors must be worn at all times .

• All staff members must have a personal working space. The practice in an office of allocating desks to workers when they are required or on a rota system shall be prohibited.

• Desks should be safely spaced and divided respecting distancing measures

• In larger, open plan environments considering one-way systems in walkways, to create circulation within the workspace.

• Declutter personal workspaces. Discourage desk toys and minimise paperwork

Remote working should continue to be encouraged where possible to reduce face to face contact.

The number of staff in the office at any one time should be kept to the minimum required. Teams grouped by varying skillset will allow for easy isolation should virus symptoms be present

Shared spaces such as kitchens and meeting rooms should be redesigned to allow for appropriate distancing measures to be carried out, including floor markers and signage to help guide staff to maintain social distance

 

Cleaning procedures

Cleaning and disinfection will need to be increased as standard

High traffic contact zones, such as handles, bathrooms, desks and chairs, lift buttons, shared printers and copiers will need frequent cleaning and disinfection throughout the day

 

Remove absorbent furniture and fabrics

Soft furnishings such as curtains and carpets are hard to clean. Where possible, choose office furniture and screening that is functional and easy to wipe down.

 

Open plan offices should be divided using screening

Open plan offices should be divided using screening so that employees can work while minimizing the risk of infection. Working hours may need to be adjusted, where viable, to discourage full occupancy within the office. One-way traffic systems should be considered to help support social distancing in walkways.

Dividing the workforce into shifts is the best way to ensure business continuity. Where physical distancing is not viable, work teams or groups should be established, made up of varying skillsets.

It is recommended that different teams or groups keep contact between them, both at and away from the office, including breaks, to an absolute minimum.

In this way, should there be the possibility of an outbreak of infection within one team, it is relatively easy to isolate the case to one section of your business - allowing work to continue and minimising the risk of spreading the infection.

Face-to-face meetings such as handovers between shifts, when unavoidable, should be held in well ventilated rooms or even better, when the weather permits, outside, and should be kept as short as possible, ideally shorter than 15 minutes.

Computers and work equipment be individually assigned.

 

Non-essential visits to the office should not be allowed

Family members of staff, particularly children should not be allowed in the office

Clients should be given clear insturctions of requirements whilst in the office, and sure wear a mask or visor when entering workplace

Use and ask clients and contractors to use electronic paperwork where possible.

Other procedures to reduce risk of COVID-19 spread in offices and workspaces

Occupational safety and worker's rights:

Businesses shall designate someone responsible for safety at work, whom the staff may contact.

The employer is responsible for providing information and guidelines on occupational safety and the health and well-being of all members of staff.

At a minimum, the occupational health and safety measures in accordance with these recommendations that relate to general occupational safety must be communicated to all those involved.

Staff shall be informed of the rules on sick leave. Individuals displaying fever (37.2oC or more) or flu-like symptoms must remain at home until they have been cleared by a medical professional before they can return to work.

Persons suffering from COVID-19 infections or their contacts must be cleared by the public health authorities.

 

Develop a contingency plan and continuity plan for an outbreak

The plan should address how to keep the office running if a significant number of employees, contractors and suppliers cannot come to workplace. Ensure that plan address the mental health and social consequences of a case of COVID-19

 

Below is a list of guidelines issued on Tuesday

Guidelines for Offices and Workspaces

Guidelines for Retail Outlets and Lotto Booths

Guidelines for Chinese Medicine and Acupuncture Clinics

Guidelines for Indoor Cinemas and Theatres

Guidelines for Massage Services

Guidelines for Tattoo Artists

Guidelines for Museums and other cultural places