Introduction

Announced on the 11th May 2020, businesses operating during the COVID-19 crisis and remain open to staff, visiting contractors and the public are encouraged to publish their risk assessment and methods to control the risk of spreading the virus.

Our adherence has been easy to achieve thanks to prior research into best practice and the majority of the following recommendations were implemented before the UK lockdown on the 23rd March 2020.

1) Thinking about risk

1.1) Managing risk

RIDEA Technology employs fewer than 5 people and therefore is not required to carry out this assessment. However thanks to our preemptive work ahead of this documentation and ease of adhering to this guidance we have decided to publish our efforts for the benefits of contractors and visitors both at our offices and on-site. If you have any concerns relating to a RIDEA Technology employee or contractor working on behalf of RIDEA Technology we would urge you to immediately inform us of your concerns and/or contact the HSE using their contact form or call 0300 003 1647.

All preventative measures are in place including:

1 – All staff and contractors have increased the frequency of handwashing. All surfaces are cleaned and sanitised using alcohol or chlorine product as directed by UK and US CDC recommendations on infection control.

2 – Working from home or in isolation is our first objective whenever possible.

3 – On-site work is carried out whenever possible in isolation and where more than one engineer specialist is required work is carried out consecutively, tools, equipment and commonly touched surfaces are wiped and sanitised using alcohol.

1.2) Sharing your risk assessment

Details are published here.

2) Who should go to work

2.1) Protecting people who are at higher risk

In the first instance remote support is given and we will remotely access equipment to avoid any exposure. We will use a courier service to relocate equipment to our business premises for repair or reconfiguration. Standard procedure before COVID-19 is that all equipment is cleaned on arrival and before shipment. Additionally, since COVID-19 we now provide sufficient alcohol wipes to enable our customers to sanitise computers on arrival at their premises following repair or configuration, if they do not have such facility available to them.

Staff and contractors in this category will not be asked to leave the safety of their homes.

2.2) People who need to self-isolate.

As stated in 2.1.

2.3) Equality in the workplace

We treat everyone equally and with compassion to their unique circumstances without exception.

3) Social distancing at work

3.1) Coming to work and leaving working locations

No vehicle sharing. Hand sanitiser to be used prior to entry.

3.2) Moving around buildings and worksites

On-site work is postponed unless required and can be completed in complete isolation of other staff, contractors, visitors, clients or members of public. Vehicles should be parked at the nearest point to where work is being carried out. Hand sanitiser is carried at all times and used after all contact with shared surfaces such as doors and lifts. Stairs should be used whenever possible.

3.3) Workplaces and workstations

No sharing of desks or IT equipment input devices such as keyboards and mice and no sharing of common office items such as pens, pencils or other desk equipment. Desks sanitised. No face to face working, or side to side working. 2m gap is present between entry/exit points and all desks.

3.4) Meetings

No meetings will be held or attended. All meetings will be carried out via video conferencing. On-site inspections or meetings will be performed by a single engineer on-site in complete isolation while streaming live video to further engineers.

3.5) Common areas

Single-use of shared areas such as workplace kitchen. No sharing of food. To remain on-site throughout the working day and limit movement to food premises at lunch. Daily cleaning of common areas.

3.6) Accidents, security and other incidents

First aid kits have been supplemented with additional PPE to prevent cross-infection if close contact is required during an emergency event.

4) Managing your customers, visitors and contractors

4.1) Manage contacts

No visitors within our operating premises. Equipment to be dropped off or collected will be arranged by phone and left in a safe isolated place before being received by the next person.

Alcohol wipes will be provided to sanitise any packing materials and immediate hand washing and cleaning of equipment immediately after receipt.

4.2) Providing and explaining available guidance

Visitors, delivery drivers and contractors will be given instructions by email and phone before visiting.

5) Cleaning the workplace

5.1) Before reopening

We have remained open throughout and our procedures have not required any additional actions to meet the COVID-19 guidance.

5.2) Keeping the workplace clean

Communal areas, door handles, switches and any other frequently touched surfaces are sanitised every morning.

Personal belongings are not stored in the workplace after the end of each shift.

High-touch items such as towels have been removed.

5.3) Hygiene: handwashing, sanitation facilities and toilets

Public and visitor access to toilets have been closed entirely. Contractors, visitors and the public will be directed to public facilities in the local area.

5.4) Changing rooms and showers

No such facilities exist.

5.5) Handling goods, merchandise and other materials, and onsite vehicles

All items are cleaned on arrival and departure.

Vehicles are never shared and only have a single user.

6) Personal protective equipment (PPE) and face coverings

6.1) Face coverings

Face coverings of an N95 standard should be retained for public services who are struggling to gain sufficient supplies. Any work to be done which would benefit from such a face covering will be postponed or an alternative method found to mitigate any increased risks that would require additional PPE such as face coverings.

7) Workforce management

7.1) Shift patterns and working groups

All work carried out must be done so in complete isolation or with a minimum of 2m gap, working side to side or back to back for as short a period as possible. For example when arriving on-site and greeting reception or security staff for the sole purpose to introduce yourself on arrival and departure.

No signing in of visitors books or screens, instead this should be handled by the site host on our engineers’ behalf to safeguard cross-contamination.

7.2) Work-related travel

7.2.1) Cars, accommodation and visits

No sharing of vehicles, strict use of personal vehicle only.

No use of any shared or public transport.

No work which requires overnight accommodation away from normal residence.

7.2.2) Deliveries to other sites

Call ahead, and arrange a safe place to leave an item, retreat to a safe distance and direct a site contact to collect the item.

Any delivery which requires more than one person will be postponed. Only deliveries of small items which can be safely lifted by a single person.

7.3) Communications and Training

7.3.1) Returning to Work

RIDEA Technology has maintained availability for full operations throughout the crisis.

7.3.2) Ongoing communications and signage

eMail updates as required to staff, contractors, clients and visitors.

Main doors locked and contact made with unannounced visitors by phone/intercom from behind closed and locked doors, or via social distanced face-to-face communication.

8) Inbound and outbound goods

We have already implemented phone communications with all main and major courier delivery drivers who typically deliver to RIDEA Technology. They can make contact by phone or SMS text message in advance of any deliveries and collections.

Deliveries are when possible grouped so that a smaller number of larger deliveries are made to reduce contact.

Drivers are directed to different toilet facilities within the building to those used by staff within the building to avoid cross-contamination.