As the warmer summer weather settles in (however short-lived it may be!), it’s a good idea to start preparing for the occupational health and safety risks that hotter temperatures can bring. These include sunburn, an increased risk of skin cancer, dehydration, heat stress, heat exhaustion, and heatstroke. Keep reading to learn about what you can do to prepare to work safely in the sun.

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Technological developments are taking place at an increasingly rapid rate. New digital tools have the potential to revolutionise the health and safety industry, but come with their own concerns. Keep reading to learn about some of the new technologies being integrated into the modern workplace and the risks that they present.

 

The Internet of Things

The Internet of Things (IoT) enables what is called a “smart building” which contains “an integrated system of sensors” that sends data to an AI system. (Source) The sensors can detect changes to fast-paced environments such as a manufacturing plant, and, for example, alert employees to a chemical spill or other potential hazards. (Source) 

Wearable ‘digital monitoring technologies’ connected to the IoT are a way for firms to track employees in real time and prevent accidents. Guided by “algorithms and AI based on big data”, they can provide real-time information as to the location of the employee, their vital signs, productivity, micro-facial expressions, “and event tone and sentiment analysis”. (Source) (Source) By providing warnings about “harmful exposures, stress, health problems and fatigue”, this technology can help prevent workplace accidents and ill health. However, this level of surveillance may have a detrimental impact on employees’ mental health, with many potentially viewing it as an invasion of privacy. (Source) 

 

Autonomous Vehicles & Drones

Autonomous vehicles are one way that technology can prevent accidents. With sensors, cameras, and a GPS system, the vehicles can adjust their route if they detect hazards. (Source) Drones are a similar type of vehicle that can now be used to access hazardous areas of the workplace and collect the required data, for example to carry out equipment inspections. This alleviates employees of the task of having to enter areas that are high up, that are difficult to access, or have extreme temperatures or noise levels (Source) (Source) These vehicles may cause danger to employees working alongside them, however, for example “through trapping, entanglement, impact, noise and vibration”. (Source)

 

Cobots 

Currently used by Amazon in their distribution processes, cobots (collaborative and smart robots), are robots designed to work together with humans in shared spaces. Advanced sensors and learning from humans via “self-optimising algorithms” allow these robots to interact with humans, and to complete both physical and cognitive tasks.

From a health and safety perspective, robotics facilitate the ability to remove employees from dangerous situations, and can also create access for workers who are normally unable to participate in the workplace, for example people with disabilities.

However, this technology does present its own risks: robots “may behave in unanticipated ways”, and could cause injury to their human counterparts either via direct contact, or through the equipment they are using. Employees may feel pressure to match the output and accuracy of these machines, which are not susceptible to human error or tiredness.  (Source) 

 

Online Platform Work 

The topic of remote and flexible working has been the talk of many workplaces for the last couple of years. For more information on remote working safety, read our blog post here.

New business models enabled by platforms such as Uber Eats and UpWork are another branch of the flexible/remote working trend. There are a number of risks inherent to this model. For example, these online platforms tend to encourage fast-paced work without breaks, driven by “inter-worker competition”, “rating mechanisms” and uncertainty around payment. This is in addition to the risks posed by the specific type of work; for example, digital online platform workers are at risk of “visual fatigue and musculoskeletal problems”. Furthermore, it is challenging to apply OSH (Occupational Safety and Health) regulations to this category of work, due to factors such as the lack of a common workplace and the often temporary nature of the work.

(Source) 

 

Virtual and Augmented Reality

VR and AR have been increasingly adopted in ICT, engineering, manufacturing, and healthcare sectors. There are numerous ways that this technology can be applied to improve OSH. VR and AR can facilitate the removal of employees from hazardous environments. They can also provide information on “hidden hazards”, such as asbestos, electricity cables, or gas pipelines”. However, they also present a number of risks, such as “eye strain, repetitive strain injury, increased cognitive load and decreased situational awareness” and cybersickness, which involves nausea and dizziness. (Source)

 

What can Employers Do to Mitigate The Risks of Health and Safety Technology?

The application of international and national regulations to these new OSH developments is an ongoing process.

Meanwhile, there are steps that can be taken on an organisational level to address the risks posed by use of new technologies, including:

(Source) 

Ayrton Group provides a comprehensive safety consultancy service which includes risk assessments and provision of a safety statement. We will complete a comprehensive audit of your premises, procedures, equipment and staff to identify and assess any hazards and risks so that you can be sure your workplace is in accordance with occupational health and safety best practices. 

Find out more about this service here, or contact us on 021 4210331 (Cork office), 01 8385595 (Dublin office) or info@ayrton.ie. 

We are proud to announce that Ayrton Group is now an associate member of the Inogen Alliance.

Earlier this month, we travelled to the Inogen Alliance Conference in Blanes, Catalonia, where we formally took our place as an associate member. At the conference there were 78 different countries represented by their respective associate members. We were delighted to meet our colleagues from across the globe and bring our expertise and experience together with that of our peers.

Inogen Alliance is a global network of independent consulting companies that are together by choice to collaborate on environment, health & safety and sustainability expertise for multinational clients. With offices on every continent, more than 5,000 associates worldwide, and projects completed in over 200 offices and more than 150 countries, Inogen Alliance provides unparalleled coverage, consistency and 20 years of experience working towards a more sustainable future. 

With the diversity of its associate members, Inogen Alliance offers “global thinking with local expertise”. Operating as an independent business in their own countries, associates understand the native cultural nuances, regulations, and language. Equipped with this knowledge, they come together through the Inogen Alliance to create a global network for clients with exceptional coverage.

For more information please visit www.inogenalliance.com

With increased trends towards remote work, the issue of remote working safety has become a pertinent consideration for employers and employees alike.

While many workers have now returned to working on site, many employers have retained a certain amount of flexibility in relation to remote working. A Labour Party survey revealed that 93% of employees ‘would like the choice of flexible work’, and many workers have come to expect it. (Source)

Recent Developments in Remote Working Health and Safety

Whether working on site or from a remote location, employers must ensure the health and safety of their staff. However, recent data has revealed that many employers have not taken comprehensive remote working safety measures.

According to a survey undertaken by Mason Hayes & Curran, around 40% of organisations have not devised a remote working policy. The study, which surveyed 150 HR professionals, also revealed that 63% of organisations do not have a right-to-disconnect policy, and just 38% have carried out remote working risk assessments. 

Ger Connolly, senior partner at Mason Hayes & Curran, said that “organisations should absolutely have a policy that sets out their position in relation to remote working”, and that they should complete a risk assessment of home working set-ups, and furnish employees with appropriate equipment. (Source)

The Right to Request Remote Work Bill 2021, introduced in January 2022 may bring some changes to the remote working landscape if passed into legislation. It states that when applying to work remotely, employees must provide details of their proposed working location, and complete their own assessment of their remote working location. The proposed legislation will also require employers to have a formal remote and hybrid working policy. This must consist of a written statement that defines how the employer will manage remote working requests, and “the specific conditions which will apply to remote working generally within the organisation.” It will be considered an offence to fail to have this policy in place.

The Challenges and Risks of Remote Working

Leading employment solicitor Richard Grogan warned of ‘challenges’ that employers and employees can face in the near future due to a remote working structure. Grogan stated that many homes are unsuitable from a health and safety standpoint, particularly apartments. (Source) Some of the challenges that working from home may pose include:

According to the HSA, employers must organise all work-related activities to protect “the safety, health and welfare of employers”. (Source) Here are some essential steps that you should take to ensure the safety of any employees who are working from home:

Implement a Remote Working Policy

This should outline:

Complete a Remote Working Risk Assessment

A risk assessment of the home workstation must be carried out by “a competent person”, i.e. someone with adequate training and experience. If potential issues or risks are identified, these should be recorded and corrective measures taken.

Contact Ayrton Group for information about our workplace audits and risk assessment consultations.

Consider Workstation Requirements

The considerations for remote working stations will be similar to any workstation. Some of these are:

Find a full work-from-home risk assessment checklist in this HSA guide. 

Looking for safety consultation or training for your organisation? Get in touch with Ayrton group for information on our safety consultancy services and training courses. Contact us by phone on (021) 421 0331 (Cork) or (01) 838 5595 (Dublin), or email info@ayrton.ie.

Accidents happen in the workplace, and as an employer, you need to be prepared. One of the ways to do this is to assess your workplace first aid needs.

 

What is First Aid?

 

According to this guide from the HSA, first aid refers to

“(a) Treatment in a life-threatening situation (e.g. heart stoppage or severe bleeding) pending medical help, or
(b) Treatment for minor injury (e.g. cuts or bruises).”

Below, we have collated and summarised information in relation to workplace first aid. Note that this is not exhaustive, and for a full account of your legal obligations, you should refer to the full Safety, Health and Welfare at Work (General Application) Regulations 2007, or employ the services of a professional safety provider. Ayrton can provide you with personalised consultation regarding your workplace first aid needs. Contact us for more information.

Chapter 2 of Part 7 of the Safety, Health and Welfare at Work (General Application) Regulations 2007 relates to an employer’s duties in terms of workplace first aid. This applies to all workplaces, apart from “means of transport used outside the undertaking or a place of work inside a means of transport; a fishing boat; a field, wood or land forming part of an agricultural or forestry undertaking which is situated away from the undertaking’s buildings.”

 

Do I Need to Provide a First Aid Kit? What Should Be Included in it?

 

Legislation denotes that employers must provide “marked and easily accessible first-aid equipment”. This must be kept up to date.

The kind of first aid equipment required will depend on your workplace and the type of processes that are being undertaken there. Certain workplaces would be considered higher risk, such as factories and construction sites. There are other determining factors, such as size of the workplace, the number of employees, how the employees are dispersed, and the types of potential hazards. For a guideline of what to include in your workplace first aid kit, see our FAQs.

If there are any “special hazards” in the workplace, such as risk of exposure to toxic or hazardous substances, the first aid kit should be located in close proximity to the hazard. (Source)

 

Should My Workplace Have a First Aid Room?

 

If the safety statement indicates that it is necessary, one or more first aid rooms must be provided. The room(s) must be suitably-sized, easily accessible for stretchers and contain appropriate equipment and facilities. Whether your workplace necessitates a first aid room will depend on a number of criteria, including the size of the workplace premises, the type of work being undertaken, and the distance from medical services.

When designing a first aid room, there are multiple considerations. For example, the entrance to the room must be sufficiently wide to accommodate stretchers or an ambulance trolley, surfaces must be easy to clean, and the room must be located appropriately in relation to work spaces and means of transport to medical facilities.

 

What Documentation Do I Need to Keep?

 

Employers are also legally obligated to provide a workplace safety statement, which must include “details of arrangements made for the provision of first-aid, including the names of occupational first-aiders and the location of first-aid rooms, equipment and facilities for or at the place of work.” You must also ensure that “the names, addresses and telephone numbers of the local emergency services are clearly displayed at each place of work.”, as well as written records of the dates of all first aid training, including recertification training. (Source)

You must advise your employees and safety representatives about the first aid protocols and facilities you have in place. (Source)

First aiders should detail all incidents in a first-aid treatment record book. This book is highly confidential, and must be stored in a secure place. Health and Safety Inspectors may request to view these accounts. An example of how this information may be recorded is available below.

first aid workplace documentation

How Many First Aiders Should My Workplace Have?

 

Employers should designate the number of occupational first-aiders required in the workplace, and that adequate training and equipment is provided to them.

The below table is an example of the required number of first aid providers for different types of workplace. The HSA advises to double these figures if the workplace is situated more than an hour away from medical services. For full details of the required number of first aiders, see our FAQ page.

Workplace First Aid Numbers

Where Can I Avail of First Aid Training?

 

The Pre Hospital Emergency Care Council (PHECC) is the statutory body that regulates training standards for First Aid Response. PHECC approves Recognised Institutions and Approved Training Institutions which provide courses including First Aid Response (FAR).

Ayrton provides a number of PHECC-certified First Aid Courses for beginners and refresher courses for those who have completed training but need a reminder. As well as that, we have an expert team of safety consultants who can audit your workplace and complete a risk assessment to make tailored recommendations as to your workplace first aid needs.

If you’d like more information on any of these services, contact a member of our team who would be happy to help. Email info@ayrton.ie, call 021 431 0331, or submit a contact form.

There were 53 workplace fatalities and 7,417 non-fatal incidents in 2020, according to most recent figures from the Health and Safety Authority. The majority of victims in these cases were employees.

How can we work towards reducing these numbers?

The key is to implement comprehensive health and safety practices in all workplaces. Workplace safety consultancy services are an efficient way to address your organisation’s health and safety needs holistically.

What does this service involve?

If you avail of a safety consultancy service, your organisation may be subject to a number of procedures, including::

There are also a number of industry-specific services that we can can provide, for example  traffic management for construction sites and also for workplaces where there is a need to manage pedestrian and vehicular traffic, both internally and externally.

 

What are the benefits of engaging Ayrton to assist you with your workplace safety requirements?

 

This is a key benefit, particularly if you do not have the sufficient in-house knowledge and capabilities. Consultants have the expertise necessary to offer a comprehensive service to assist the organisation to produce the highest level of health and safety and ensure the organisation fulfils all of its legal obligations. As they are within the safety industry full-time, they will have their finger on the pulse of any changes in legislation and best practices, and will ensure that even the finest of details are addressed.

 

An external health and safety consultant can offer an objective view of your organisation, without having their perspective skewed by existing knowledge of the business and its workforce. This will also provide further assurance that no stone is left unturned when it comes to your organisation’s safety.

 

Consultants can highlight risks and hazards and provide methods to address them. Monitoring the workplace in this manner has been associated with decreased injury and illness. (Source) 

According to the ESRI, those who have been in a role for less than six months are four times as likely to have been injured in their workplace than those who have been in their role for over five years. This indicates the importance of health and safety training and monitoring for employees from day one. (Source) That being said, health and safety should be a priority when it comes to workers of any length of tenure. In fact, workers aged 65 and over, who are generally more experienced, had the highest number of fatal work accidents in 2020. (Source)

Preventing injuries has a positive outcome for the wider organisation as well as the employees, particularly due to reduced absences. In 2019, there were “486,000 days lost due to work-related injuries”. These absences can have a detrimental effect on productivity, and can incur costs such as compensation payments and the cost of hiring replacement staff. (Source) (Source) Moreover, injuries or illnesses induced by poor workplace safety may undermine the company’s reputation, or decrease staff morale. (Source)

 

The Safety, Health & Welfare at Work Act of 2005 governs workplace health and safety in Ireland. The act states that every employer has an obligation to ensure the safety of their employees. Employers in Ireland are also legally obligated to assign at least one person to oversee workplace health and safety.

Safety consultants will provide you with the guidance and materials needed to comply with legislation. For example, Section 20 of the act sets out the requirement for each workplace to have a safety statement. This document, which can be provided as part of the workplace consultancy process, acts as a reference for the employer and employees with regards to specific policies, procedures, equipment and responsibilities.

 

By availing of a health and safety consultancy service, you will demonstrate your commitment to your staff’s wellbeing. This can help employees feel more valued, and increase the trust in the employer-employee relationship. Employees will also feel motivated to uphold health and safety procedures if they see that their employer is making progress in this area. (Source) 

Ayrton can provide full-time and ad-hoc safety consultants to provide solutions tailored to your business needs. Catering to organisations across all sectors, our expert team leverages decades of combined field and training experience to work on projects of all sizes. We can provide a suite of resources to businesses ensuring not just legislative compliance and reductions in accidents but real, measurable improvements. 

Contact us today to find out more.

International Day of Persons with Disabilities takes place today, December 3rd. The goal is to promote the rights of people with disabilities by recognising the barriers they face, and advocating for inclusion and accessibility.

Disability in Ireland

Around one in every nine people in Ireland have a disability. These include physical disabilities, visual impairments, intellectual disabilities, and neurological conditions. 

Not all disabilities are readily visible. Some people have ‘hidden’ disabilities, such as epilepsy, neurological conditions, and being deaf or hard of hearing. Moreover, four out of five people will acquire a disability in adulthood, so it is possible that some of your employees will acquire a disability in the future. With this in mind, it is good practice to devise health and safety plans from an inclusive perspective. (Source)

Your Obligations as an Employer

According to the Safety Health and Welfare at Work Act 2005, employers must ensure ‘the safety, health and welfare at work of all employees’ in so far as is practicable. (Source) Additionally, Regulation 25 of the Safety, Health and Welfare at Work (General Application) Regulations 2007 addresses the safety of people with disabilities at work, stating that employers must ensure that workplaces account for employees with disabilities, for example ensuring people can use doors, staircases, and bathrooms. (Source) 

Other legislation pertaining to the health and safety of people with disabilities at work includes the Employment Equality Acts, which specify that employers must accommodate people with disabilities as is reasonable. Measures may include:

(Source)

Making Reasonable Accommodations

If an employee makes a request for reasonable accommodation, the employer must complete an analysis of their needs, the conditions in which they work, and the employer’s own resources. From this, the employer must devise a solution that both fulfils the employee’s needs, and is reasonable to provide based on resources.

Note that if the facility or treatment is something that the employee can be reasonably expected to provide for themselves, e.g. an inhaler or walking aid,  the employer is not obligated to provide this. (Source)

Create an Inclusive Workplace Culture

Many employees may be reluctant to inform their employer about their disability, for a number of valid reasons. While this is each individual’s personal decision, and must be respected either way, the employee’s needs may not be met if they do not disclose. This can create ‘unintended, unforeseen health and safety risks’. To reduce this sense of reluctance amongst employees, employers should foster ‘a supportive, non-judgmental environment’, and ensure that all employees are reminded of this.

Employers can encourage a sense of inclusivity by asking all employees if they have any health and safety requirements. It is recommended to do this initially during an employee’s induction to the company, and then periodically at review meetings. As mentioned earlier, many people acquire their disability in adulthood, so people’s health and safety needs may change over time.(Source)

Measures that employers can take to create an inclusive culture are:

As mentioned, some people have hidden disabilities and do not feel comfortable disclosing that to their employer. If you plan effectively, however, you can ensure that your overall health and safety measures account for people of all abilities. You can do this by ensuring that risk assessments take into account any particular risks that may affect people with disabilities. 

It is also important to maintain thorough implementation of your health and safety policy. Be aware that certain hazards, such as trailing wires or poorly stored boxes, while dangerous for any employee, can be particularly dangerous for someone with a disability such as restricted vision. (Source)

With any issue as crucial as this, it is recommended to seek professional guidance to ensure that you are adhering to legislation and best practices. For a consultation on how to make your workplace safe for all, contact our expert team on (01) 838 5595 (Dublin), (021) 421 0331 (Cork), or email info@ayrton.ie.

As winter begins, so does the prospect of severe weather. With this, there are a number of potential risks and hazards that can have a serious impact on your workplace. Keep reading for an overview of some of the considerations that you as an employer must take to winter-proof your workplace.

Think Safe, Act Smart

Your first step in preparing your workplace for winter should be to complete a thorough risk assessment of your premises, both indoor and outdoor areas. Take note of areas that could be prone to weather-related hazards, and consider whether any areas could be slip, trip, or fall hazards due to heavy rain or ice. Bear in mind that risks could be inherent to a particular area, or they may arise due to the type of work being completed in that area.

Communicate with employees regarding any of these potential risks and the measures you are taking to prevent them, such as placing safety signage around the site or prohibiting access to particularly hazardous areas. Also, advise them of the safety measures they should be taking, such as exercising increased vigilance during periods of adverse weather, and wearing suitable clothing and footwear.

Find out about our risk assessment consultancy service here.

Beware of Flooding

We may not get a white Christmas, but it’s almost certain that there will be plenty of rain. If your workplace is in an area that is at risk of flooding, it’s important to make the premises as resistant as possible, and to have the tools necessary to deal with a flood should it occur.

For workplaces that are liable to flood, it is important to have a plan in place. This should include information such as a list of emergency contacts and escape routes. Also, ensure you have the necessary equipment or materials that you may need in the event of a flood, for example plywood or plastic sheeting.

For more information on managing flood risks, go to flooding.ie.

Get Ready for Wintry Temperatures

Working outside in extreme temperatures presents multiple serious risks. For example, risk of slips is increased with weather conditions such as snow and ice, a particularly important concern for those working at height. Employers must also provide welfare facilities for outdoor workers to protect them against the cold, such as an area where they can go to warm up or change out of wet clothes. (Source)

Temperature is also a consideration for indoor workers. According to the Health and Safety Authority’s Guide to the Safety, Health and Welfare at Work Regulations, employers must ensure that a minimum temperature of 17.5 degrees Celsius is achieved after the first hour of work for rooms in which sedentary office workers are situated. For other sedentary work wherein most of the work is done while sitting, a minimum temperature of 16 degrees is required. (Source)

Stock Up on Supplies

Extreme weather may prevent the distribution of supplies, which can be a major complication, especially in the case of time-sensitive supplies. To mitigate this risk, assess your stock levels and consider increasing levels in case of a disruption, and consult with your suppliers regarding the measures they are taking to prepare. You may also need to find alternative means of transport. Also, consider the points whereby suppliers will need to access the building, and ensure that safety measures are taken, for example gritting driveways. (Source)

Steer Clear of Dangerous Roads

Weather conditions such as heavy rain, ice, or fog can present increased risks for road travel. To minimise risk, consider a remote working option if feasible. If staff members cannot work on site due to hazardous road conditions, consider any implications this may have on regular business procedures.

If you have customers visiting your premises, make sure you have reviewed any touchpoints they may have, e.g. entrances etc., and take necessary precautions to ensure they are not compromised by adverse weather. If the weather gets particularly severe, customers may not be able to attend on site. You can prepare for this by devising alternative ways for your customers to engage with the business, such as video calls or online commerce. (Source)

Any employees that operate vehicles as part of their role must also take extra precautions, such as reducing their speed and allowing extra time for journeys. All vehicles should be supplied with emergency equipment. They should also be checked to ensure that they are in working order, for example indicators and lights being clean and working, that there is sufficient oil in the vehicle, that windscreen wipers are working properly, and that tires have sufficient pressure. (Source)

Provide for People with Disabilities

Take into account any additional requirements of employees with disabilities; some individuals’ disabilities may be affected by colder temperatures. For example, individuals with reduced mobility may need to wear extra clothing on areas of the body that may be particularly affected by the cold, e.g. hands and feet. If there is a ramp providing access to the workplace, employers should disperse grit or salt if there is ice. (Source)

Please note that this is simply an overview of some of the considerations you may need to take to prepare your workplace for the winter. If you would like a personal consultation regarding preparing your workplace for the winter, or any other health and safety concerns, feel free to get in touch with our team on info@ayrton.ie. You can also call the Cork office on 021 4210331, or the Dublin office on 01 8385595.

Mental health is an integral part of our lives. For many of us, the same can be said about our work. Consequently, the integration of the two is an issue that requires great attention and care. Workplace mental health has been particularly pertinent in recent times, as COVID-19 and resulting restrictions have caused increased levels of fear, anxiety, and depression.

This year, World Mental Health Day takes place on Sunday, 10th of October. This important date comes at a particularly apt time, as many people undergo the stressful process of returning to their workplace. For some, this will be a relatively minor change and for others it will take a considerable amount of adjustment. In any case, the change is likely to cause at least some level of stress and anxiety to many.

Poor workplace mental health can lead to other issues such as absenteeism, high levels of staff turnover, and lowered productivity. (Source) (Source) As an employer, it is worth addressing your organisation’s capacity to cultivate an environment that promotes positive mental wellbeing throughout this period of change.

Below, we have outlined a number of measures you can take to do this.

Communicate Clearly

Uncertainty often causes or exacerbates stress and anxiety, so clear communication between employers and staff is essential.

Specifically, many people may experience heightened health anxiety prior to and during their return to the workplace. To allay these concerns, assure all staff that you are complying with public health guidelines. Make them acutely aware of any COVID-related protocols that are present in the workplace, such as hand hygiene procedure and physical distancing restrictions. You can do this by providing induction training prior to employees’ re-entry, or by placing signage around the workplace. Employers should also have a clearly defined COVID-19 response plan in place to manage incidences where a member of staff shows symptoms or is a confirmed case or close contact. (Source) Some staff members may have been on furlough, in which case you should have a strategy in place to transition them back to the workplace. Measures can include a phased re-entry or setting out a plan for their return. (Source)

To relay all necessary information to your staff, you can provide a company-specific orientation or induction session to brief your employees on what they should expect. According to regulations, you must also provide general COVID-19 induction training. (Source) Provide guidance or training to line managers also, so that they can impart this information to their respective teams. They should be aware of the potential effect that this transition period may have on employees’ mental health and should be clear on their responsibilities in terms of catering to this. (Source)

Assess and Adapt

As well as assessing your workplace for physical hazards, it is recommended to undertake a mental health related risk assessment. This process requires the same steps as any risk assessment i.e., identifying and assessing the risk, and subsequently taking steps to address it. (Source) Risks here could include stressors such as uncertainty around health and safety protocols, or increased workloads due to higher rates of employee absence. To foster a sense of positive mental wellbeing in your workplace, particularly during this stressful period, it may be necessary to make accommodations such as adjusting workloads, deadlines, and schedules. (Source)

Along with these preventative measures, you must also have a plan in place to deal with issues that may arise. If an employee discloses an issue related to their mental health, organise a meeting with them to discuss the issue. They should be reassured of confidentiality and encouraged to speak openly and avail of mental health supports. During this meeting, you should also arrange a plan for any adjustments that need to be made to their working situation. Brief the employee on what supports are available and arrange for others to be provided if needed. In the case of complex cases, you can seek support from mental health professionals. If there is an emergency, and/or you feel that an individual may be in immediate danger, you should contact the emergency services on 999. (Source)

Take measures to cultivate positive mental wellbeing in your organisation. This may include offering counselling, occupational health services, or if such services are not available internally, signposting employees to external support. (Source) If your workplace already offers such services, conduct an audit of them to ascertain whether they have the capacity to handle a potential increase in demand. (Source)

It is also important to consider the mental wellbeing of managers and HR professionals, who have been under considerable pressure to respond to a continually evolving situation, as well as managing their existing duties. It is important to remind them to monitor their own mental wellbeing and seek support if needed. (Source)

How We Can Help

At Ayrton, we are committed to promoting workplace health and safety, and we recognise the importance of workplace mental health as an aspect of our overall wellbeing. Our course, ‘IOSH Managing Occupational Health and Wellbeing’, is designed to train managers and supervisors to improve health and wellbeing across their organisation. Participants are taught how to recognise a ‘well’ employee, what to consider in a health needs assessment, and the importance of managing fluctuations in people’s health. Find out more here.

You can also find out more about the return to work in relation to public health guidelines in our previous blog post.

Over the last 18 months, we have become accustomed to our so-called ‘new normal’. For many of us, working from home was a major aspect of this. However, now that the vaccine rollout has progressed significantly, this restriction is about to be lifted.

From Monday, 20th of September, we may begin returning to the workplace ‘on a phased and staggered attendance basis’, for ‘specific business requirements’. (Source) Then, on the 22nd of October, these regulations will be fully removed, allowing all those working from home to reenter the workplace ‘on a phased and cautious basis’. (Source)

As we return to our ‘old normal’, or more accurately, adapt to our ‘newer normal’, it is important for businesses to have measures in place to ensure adherence to evolving government recommendations. 

There are several steps to take in preparing your employees and the workplace for reentry.

Prepare

Gather the Paperwork

First, you should ask all employees to fill out a pre-return to work form. (Source) This form will provide information as to whether the employee is currently experiencing symptoms, waiting to receive results of a COVID-19 test, has just returned from abroad, or is self-isolating or restricting their movements. You should also facilitate COVID-19 induction training. (Source) 

Make a Plan

Your business most likely already has a COVID-19 Response Plan in place, and it will need to be updated in accordance with new recommendations. The plan should include procedures for dealing with a suspected or confirmed case, such as assigning a case manager and allocating isolation areas. (Source)

Assess the Risks

It’s also important to review occupational health and safety risk assessments and update them in relation to COVID-19. Determine where and how COVID-19 related risks are likely to occur, such as areas where employees deal with the public or customers. You should also account for employees who would be considered high risk, for example those with underlying medical conditions. Once the subsequent adjustments to the workplace have been made, address any non-COVID related hazards and risks that may have arisen as a result. (Source) 

At Ayrton, we have a team of qualified risk assessment consultants who can complete a comprehensive audit of your workplace to identify and help to reduce risks. These assessments are designed in line with all relevant legislation and will help you to fulfil all legal requirements you have as an employer. Learn more about this service here.

Assign Your Team

If you haven’t done so already, assign a Lead Worker Representative (LWR) whose responsibility will be to cooperate with the employer to ensure that COVID-19 workplace safety measures are being upheld. You should appoint LWRs in appropriate proportion to the number of employees in the workplace. (Source)

Prevent

Once preparations are completed and the return to work has commenced, you must take steps to prevent the spread of COVID-19 in the workplace.

Keep it Clean

Continue to implement preventative measures in relation to maintaining good hygiene. Washing hands regularly and disinfecting surfaces should be encouraged. To support this, you can provide sufficient resources for employees, such as hand sanitiser, posters with hand hygiene guidelines and PPE equipment or face coverings. 

Supply the Facts

As always, be sure to maintain an open line of communication with employees regarding COVID-19 measures. This will include the provision of up-to-date public health information, such as how to prevent the spread of the virus. Said information can be displayed around the workplace and provided through COVID-19 induction training. (Source)

Keep Your Distance

To maintain physical distancing, you may have to rearrange workspaces or canteens, stagger the times during which workers attend on site, or arrange employees into small teams to work and take breaks together. (Source) (Source)

Air it Out

Effective ventilation is another factor to consider in the prevention of COVID-19. There is an increased risk of contracting COVID-19 in badly ventilated areas, and this risk is intensified where people are in close contact. This can be mitigated by opening doors and windows where possible and disabling recirculated ventilation systems. This also applies to vehicles that employees use for work travel. Ceiling mounted, desk and portable fans, should be avoided where there is more than one person in the room. (Source) (Source)

Take Extra Precautions

Certain kinds of workplaces are considered high-risk, for example meat processing plants, restaurants, and spaces where people shout or talk loudly. In these circumstances, ‘a greater level of adherence’ to regulations is necessary to prevent airborne transmission of the virus. (Source)

Stay Informed

Public health guidance will most likely be updated in respect of the further changes to restrictions from the 22nd of October. As an employer, it is important to stay up to date on these changes to ensure a safe and healthy working environment for all employees.

Workplace regulations and requirements in relation to COVID-19 would be too extensive to cover in one blog post. For further information, visit hse.ie, hsa.ie, and hpsc.ie.

Ayrton provides a range of courses designed to equip you to manage the transition back to the workplace. These include Lead Worker Representative Training, Return to Work Protocol – Business Response Plan, COVID-19 Safe Return To Work Training, and COVID-19 Workplace Compliance Audit. You can get in touch with our expert team on info@ayrton.ie, who will provide you with more information about our courses and assist you in navigating this complex and unprecedented process.