Updating Your Workplace Policies & Procedures During COVID-19

From hospitality to education, the coronavirus has impacted every industry. Also known as COVID-19, the pandemic has led to more than 100,000 deaths worldwide, and we’re self-isolating for an indefinite period of time to prevent the spread of infection as much as possible.

I don’t doubt that COVID-19 has affected your business, and it will continue to do so for at least the near future. It can feel scary not to be able to control the outcome, but you can take charge of how you respond to the pandemic and set a good example for your employees.

Updating your workplace policies and procedures is a great way to do this, and it’s a crucial part of your COVID-19 crisis management planning. This is an ideal opportunity to take a step back, look at your current documentation and alter it as needed.

Why Should You Update Your Workplace Policies & Procedures?

Outdated or ineffective policies leave your organization vulnerable to risk. Those old rules you drafted years ago may fail to comply with employment laws and regulations that are now more relevant than ever. An old handbook may not address recent systems or processes that remote employees need to be aware of.

Also, a violation could cripple your company financially. In the past, the National Labor Relations Board has ruled on many cases that have cost organizations hundreds of thousands of dollars. 

Having effective policies and procedures provides for:

• Uniformity and consistency in decision-making and operations
• Demonstration of your core values
• Quick and efficient action and resolution of issues that arise
• Direction of the organization during times of change
• Assistance with performance assessment and accountability
• Improved communication for employees
• An overall sense of stability and dependability for the workforce

By updating your workplace policies now, you’re protecting both the present and future of your company.

What About U.S. Employment Laws & COVID-19?

There are a number of employment laws and policies that will be especially relevant to your business, but there’s no way to cover them all in one blog.

That’s where I can help—we’ll meet virtually to ensure you’re complying with the labor and employment laws that are relevant to you during this uncertain time.

Contact me to set up a consultation.

It’s inevitable that some of your employees are going to need to be absent, whether they test positive for the coronavirus or have to take care of a child who can no longer go to daycare.

Here are a few reasons why now is a good time to highlight employment policies and procedures around absenteeism and sick leave:

• On March 18, 2020, the White House signed into law the Families First Coronavirus Response Act, which provides emergency paid sick leave and emergency paid family and medical leave to workers of employers with 500 or fewer employees (and covered public sector employers). This new act won’t be in any of your earlier documentation.
• Many cities and states (including California, Oregon, New York and Washington), have laws that provide employees with paid time off in times of their own illness, a family member’s illness or closure of a workplace, school or daycare. A policy in your Texas office may not fly in another city or state, for example.
• If you offer your employees other paid time off benefits, such as PTO or vacation, they may be able to use those days now to minimize their financial stress.
• The Family and Medical Leave Act (FMLA) is a federal law that gives protected (paid leave isn’t required) time off in the case of a serious health condition to eligible employees or a covered family member. If a COVID-19 case is dire enough, or if there are concerns around an underlying health issue, that employee may qualify for FMLA-protected leave.

These are just a few examples of employment laws that you and your employees need to know about. By updating your workplace policies with this information, you educate and support your employees; this may also minimize the number of people who will come into work while ill.

Your employees will likely have a lot of questions, so drafting some documentation can streamline communication around the sick time and paid time off that they’re eligible for.

I hope this has given you some guidance on updating your workplace policies during COVID-19. No matter the size of your company, having rules and regulations in place will keep your employees informed and your organization protected from expensive fines and lawsuits.

Whether your employees are still coming in to work each day, are taking paid leave or are laid off, read my blog on maintaining employee engagement and productivity.