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COVID-19 [Coronavirus Insights] – What We’ve Learned

11 min read
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The COVID-19 pandemic has profoundly changed how we work and interact. It swept across the world, affecting millions and disrupting economies. Workplaces faced challenges in keeping employees safe while operating effectively.

Health and safety became a top priority, leading to rapid adaptations. This blog article explores key workplace topics during the pandemic and the measures taken to tackle the challenges.

Understanding and addressing COVID-19’s impact is crucial for creating a safe and supportive workplace. By focusing on health, mental well-being, and adaptive strategies, employers can navigate the pandemic’s challenges effectively.

In the following sections, we’ll delve into critical topics for employers and employees. From workplace safety to mental health support, we aim to provide insights and actions for building a resilient workplace during and after the pandemic.


Workplace Health and Safety Measures

Mental Health and Well-being Support

Remote Work and Flexible Arrangements

Vaccine Mandate FAQ

How to Improve Cooperation and Employee Resilience

Benefits of the Vaccine Mandate and Paid Time Off

How to Manage Employee Time Off for Covid Vaccine

Factorial Helps Companies During the Covid-19 Pandemic

Software for Remote Workers ✅

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Workplace Health and Safety Measures

In the face of the COVID-19 pandemic, workplace health and safety took center stage like never before. 

Employers and organizations worldwide swiftly implemented stringent measures to safeguard employees and prevent the virus’s spread within their premises.

Key health and safety guidelines became the backbone of workplace protocols, creating a secure environment for employees to carry out their duties. These guidelines, often informed by recommendations from esteemed health authorities like the World Health Organization (WHO) and the Centers for Disease Control and Prevention (CDC), encompassed various crucial aspects.

Social Distancing in the Workplace

First and foremost, social distancing measures became the norm, with offices reconfiguring layouts to maintain a safe distance between workstations. Additionally, communal spaces such as break rooms and meeting areas were adapted to reduce close contact, ensuring employees could still collaborate while minimizing potential risks.

Hand sanitizing stations

Hand hygiene emerged as a fundamental practice, with hand sanitizing stations strategically placed throughout workplaces. Regular handwashing, using soap and water for at least 20 seconds, was emphasized as a critical habit to prevent viral transmission.

Mask Mandate in the Workplace

Mandatory mask-wearing policies were implemented to provide an additional layer of protection, particularly in scenarios where social distancing may be challenging. Wearing face masks not only safeguarded individuals but also fostered a collective commitment to the well-being of the entire workforce.

Frequent Disinfection

Frequent cleaning and disinfection protocols became integral to workplace safety. High-touch surfaces like doorknobs, keyboards, and shared equipment were regularly sanitized to reduce the risk of cross-contamination.

Covid-19 Symptoms

Furthermore, many employers encouraged employees to self-monitor for symptoms and stay home if feeling unwell. By prioritizing the health of their employees, organizations demonstrated their commitment to minimizing the spread of the virus within the workplace.

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Overall, workplace health and safety measures played a crucial role in mitigating the impact of COVID-19. These guidelines fostered a sense of security, enabling employees to navigate the challenges of the pandemic with confidence while ensuring continuity in vital business operations. As the situation evolved, remaining vigilant and adaptable to updates from health authorities continued to be essential in safeguarding the well-being of the workforce.

Mental Health and Well-being Support

Recognizing the impact of COVID-19 on mental health, employers embraced a proactive approach to support their workforce. Companies implemented various resources and initiatives aimed at fostering mental well-being and resilience among their employees.

Regular check-ins

Open communication channels played a crucial role in this support system. Employers encouraged employees to voice their concerns and challenges openly. Regular check-ins with managers and colleagues provided an opportunity to address individual needs and ensure no one felt isolated or overlooked.

Employee Assistance Programs (EAPs)

Mental health resources and assistance programs were readily available, offering professional support to employees in need. Employee Assistance Programs (EAPs) and counseling services allowed individuals to seek confidential help for managing stress, anxiety, and other mental health issues.

Work-Life Balance

To promote work-life balance and alleviate stress, employers introduced flexible work arrangements. This allowed employees to adapt their schedules to personal needs, creating a healthier integration of work and personal life.

Additionally, organizations organized virtual wellness sessions, workshops, and mindfulness programs to equip employees with coping mechanisms for dealing with the challenges posed by the pandemic. These initiatives not only encouraged self-care but also fostered a sense of community and mutual support among team members.

Emphasizing the importance of mental health support at the leadership level was vital. Managers and executives openly discussed their own experiences with stress and demonstrated vulnerability, destigmatizing mental health discussions and encouraging others to seek help when needed.

By prioritizing mental health and well-being, companies demonstrated a genuine commitment to their employees’ welfare. This proactive approach not only improved employee morale and productivity but also helped create a resilient and united workforce capable of overcoming adversity together.

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As the world transitions into a post-pandemic era, the lessons learned from supporting mental health during challenging times will continue to be invaluable. Fostering a workplace culture that embraces mental well-being will remain essential in building a positive and compassionate work environment for the future.

Remote work and Flexible arrangements

The outbreak of the COVID-19 pandemic triggered a rapid and profound shift in the way we work, giving rise to the widespread adoption of remote work and flexible arrangements. As governments and organizations sought to curb the virus’s spread, traditional office-based work structures were replaced with virtual workplaces virtually overnight.

Does remote work decrease productivity?

The impact of remote work on productivity was a subject of much debate during the pandemic. While some initially expressed concerns about potential decreases in productivity due to the challenges of remote collaboration and distractions at home, others found that employees adapted remarkably well to the new work setup. In fact, several studies reported that remote workers experienced increased productivity and efficiency, citing factors like reduced commuting time and a more comfortable work environment as contributors to their improved performance.

Employee Well-being

Beyond productivity, employee well-being emerged as a significant consideration in the remote work landscape. The blurring of boundaries between work and personal life necessitated careful attention to maintaining a healthy work-life balance. Employers and managers encouraged flexible work schedules, allowing employees to accommodate personal commitments while still meeting their professional responsibilities. Additionally, initiatives promoting mental health support, virtual team-building activities, and opportunities for social interaction played pivotal roles in nurturing employee well-being during these challenging times.

Remote and Hybrid Work Models

The sudden embrace of remote work also brought to light the possibilities and potential of a future of work that integrates flexible arrangements. As the pandemic continued, many companies recognized the advantages of remote work and explored hybrid models that combine in-office and remote workdays. This flexibility not only accommodated diverse employee preferences but also expanded the talent pool by allowing access to skilled individuals outside traditional geographic boundaries.

Return to work

As the pandemic eventually waned, discussions about the future of work gained momentum. While some organizations began to transition back to physical workplaces, others embraced a more permanent remote work setup. The experience of the pandemic has reshaped perspectives on the feasibility and effectiveness of remote work, prompting employers to rethink traditional work structures.

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It is evident that the rise of remote work during the pandemic has forever transformed the workplace landscape. The lessons learned during this time will undoubtedly inform the future of work, with increased emphasis on flexibility, employee well-being, and optimizing productivity in diverse work environments. As we move forward, striking the right balance between remote and in-person work will be crucial in creating dynamic and adaptable workplaces that meet the evolving needs of employees and organizations alike.

Vaccine Mandate FAQ

This section discusses vaccine mandates in the workplace amid the COVID-19 pandemic. It explores whether employers can require vaccinations, covering legal aspects, employee rights, and creating a safe work environment.

Can Employers Require a Covid Vaccine?

The answer is yes, in accordance with the Department of Labor’s Occupational Safety and Health Administration’s (OSHA) plan for medium and large businesses to ensure workforce vaccination. According to the plan, companies with more than 100 employees must require employees to receive the covid-19 vaccine or agree to weekly testing.

The vaccine mandate also requires federal employees, contractors, and medical workers to get vaccinated.  For these employees, weekly PCR tests are no longer valid alternatives. However, there are exceptions for employees who abstain from the vaccine for religious or health reasons. In these cases, employers must provide regular PCR testing.

As part of the mandate, employers must provide paid time off for covid vaccine.  Companies that do not comply with the laws may face fines of up to $14,000 per violation.

Can Employers Ask About a Covid Vaccine?

According to the vaccine mandate, private employers must separate employee personnel files from their private medical files. While employers can ask for vaccine documentation from their employees, please note that medical information must be kept confidential.

Employees who abstain from the vaccine for approved medical or religious reasons should be guaranteed confidentiality in the workplace.  For these employees, accommodation must be provided and they must be protected from discrimination.

Under the new law, employers should require covid-19 vaccines before onboarding new employees.  Regulations prohibit recruiters from asking about medical information during interviews and job applications.  However, they can offer employment contracts with the condition that new hires show proof of inoculation.

Is the Covid Vaccine Mandate a HIPAA Violation?

HIPAA violations in the workplace should also be considered when discussing employee medical information. Human resource managers should be vigilant of these laws and determine the best way to manage HR records and employee files.

However, laws require many companies to follow the same restrictions as “HIPAA covered entities”.

Check to see if your company is a “HIPAA covered entity” and if your company should avoid non-HIPAA compliant software.

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So, what is the best way to manage HR Records and Employee Files?

Regardless of your company’s status, document storage is of utmost importance when considering the sensitive information of individual employees.  It is recommended that employers utilize a tool to store employee files securely.

How to Improve Cooperation and Employee Resilience

Navigating crisis management is of primary concern for HR managers. Everyone wants a satisfied and cooperative team.  During times like these, HR managers need tools to manage conflict and deal with difficult topics in a constructive way

There are several ways that HR managers can help to spread awareness and encourage employees to receive the vaccine.  Here are some of the best ways to proceed.

Awareness Initiatives

HR managers can help by providing information to employees about vaccine safety.  Additionally, human resources should develop the best procedures to minimize the spreading of misinformation.  There should be clear communication between HR and all team members about all covid-related procedures, including taking temperature, hand washing, and mask regulations.

Regular Company Updates

Information about new cases and changing health protocols should be shared with employees.  Human resources should stay up-to-date on new health information and accurately spread the messages to employees.

Encourage Healthy Communication

Many employees may express resistance towards the new measures.  In order to promote cooperation and satisfaction, employers should encourage constructive discussion about the changes.  As with other difficult topics, HR should try to create a culture of understanding in the workplace.

Benefits of the Vaccine Mandate and Paid Time Off

Although the new vaccine mandate presents new challenges, a vaccinated workforce can be a major plus for companies.  Many US citizens have not received the vaccine due to their fear of missing workdays.  Due to their lack of protection against the virus, companies and individuals are vulnerable to the virus’s impact.  The mandate says that companies must provide paid time off for the covid vaccine.  This may be the solution to this dilemma.

Decreased Absenteeism-Although employees may need a few days to receive the vaccine and recover from side effects, they will be less likely to miss days due to covid.  Also, the nationwide push for vaccination will make family members less likely to fall ill.  Aside from helping people stay healthy, the new vaccine requirement may also convert to a more present and healthy workforce.

Employee Morale

Like the effects of paid sick leave laws, regulated time off for vaccination can help both businesses and workers.  Paid time off for covid vaccines reduces employee stress and increases loyalty towards the company.

Workplace Safety

By offering paid time off for covid vaccines, companies can ensure safer and healthier working conditions for their team. Their workforce will be less at risk of office outbreaks, meaning less of a risk for employers as well.

Mental Health

Perhaps employees have been dealing with family illness, death, and instability.  In times like these, additional stress should be avoided at all costs. And the vaccination mandate may consequentially provide relief for employees who worry about catching covid from unvaccinated coworkers.

Beyond doubt, there are many advantages to paid time off for covid vaccines.  But what should employers do to successfully manage these extra absences?

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How to Manage Employee Time Off for Covid Vaccine

From the beginning, the pandemic has been the source of stress for employers and employees alike.  People are exhausted by quarantining, social distancing, and mask-wearing. Companies need to prioritize the needs of individual team members and maintain a supportive, positive company environment.

HR professionals are trying to manage these difficulties while creating a good atmosphere for their team. To better organize requests for vaccine-related absences, professionals may choose to use an excel template or an absence management software.

Automated systems help to liberate human resource professionals from the tasks of managing time-off requests and tracking hours.

The best way for human resources to maintain accurate records of employee leave is with a time-off management system . This will ensure that company policies are regulated and that employees can ask for their needed days off without hesitation.

Decisions about time off during covid are unique from employer to employer.  Additional software also can help your company to customize and align procedures with your chosen way forward.

Factorial Helps Companies During the Covid-19 Pandemic

Since the COVID-19 crisis began, companies, including Voicemod, have had to adapt to the new socio-economic context. The HR department had to be digitized quickly to accommodate remote work. Voicemod, a company that provides multimedia experiences through voice modulation and sound effects, had an advantage as their work could be done remotely.

Voicemod implemented an action plan before the crisis, offering telework to their employees. They were well-prepared with the necessary equipment for remote work. The company used Factorial software for signing, absence requests, and document management, making the transition smoother.

Being fully digitized presented new challenges, such as onboarding new staff remotely and maintaining communication channels effectively. Voicemod focused on establishing trust and commitment among their team members.

Measuring productivity proved easier in the development area, but they ensured regular meetings with project managers for better visibility. Voicemod valued Factorial’s absence and time control features the most, finding them easy to use and helpful in organizing schedules.

Factorial was chosen for its centralization of essential HR management tools and its user-friendly interface. Alicia highly recommends Factorial, especially for small and medium-sized businesses, praising the exceptional customer support provided.

Interview with HR Manager Ibo Tomlinson

The HR manager’s role extends beyond front-end tasks like hiring and training. In an interview with Ibo Tomlinson, Senior People Operations Manager at Complex Networks, he discussed how crucial backend HR responsibilities are. Ibo’s focus lies in compliance, performance management, and compensation strategies for the company.

Complex Networks, a renowned media company, adapted to the COVID-19 pandemic by implementing a phased approach. They transitioned to remote work early on and used digital tools like video interviews for recruitment. The company prioritized safety by restricting non-essential travel and adopting remote onboarding.

Complex Networks prioritized employee well-being by offering generous time-off policies, including mental health days. Ibo believes that companies will likely offer more flexibility for remote work in the future. Open communication was key to supporting employees during the crisis.

As companies continue to adapt, Ibo expects a shift in work-from-home policies and a balance between office and remote work. Companies and HR administrators have learned to find new ways to operate and adapt to changes for their survival and success.

Factorial’s Prevention Strategy

Factorial joined the ‘Staying Home Club’ as it was referred to online. When stricter measures were announced to prevent the spread of Coronavirus, Factorial also increased its in-office protection. The company implemented preventive measures against COVID-19, and they shared their prevention plan with users.

Many team members began working from home as a precautionary measure. Despite the remote work, Factorial continued to provide excellent service and attention to platform users while spreading awareness about COVID-19 and avoiding fear.

In addition to recommendations, Factorial implemented mandatory actions to reduce the risk of COVID-19. These included spacing out tables, limiting the number of people in meeting rooms, and placing thermometers around the office. Employees with health risks were advised to stay at home.

To minimize disruptions caused by the COVID-19 epidemic, Factorial urged employees to be prepared for remote work scenarios.

Factorial supported companies in transitioning to remote work by extending its free trial during that period. The company emphasized the importance of staying informed through reputable sources like the WHO and recommended extra health precautions for teams and families.

The recommended COVID-19 prevention strategies included staying home when feeling sick, washing hands frequently, and avoiding sharing food and utensils. They also advised against business travel and collective public transport.

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