Prepare to reopen checklist

Action

Create a Workplace risk assessment and a Health and safety policy to demonstrate legal compliance with health and safety regulations based on the new working environment. For more information, read Risk assessments at work.

Communicate regularly with your staff members before reopening. Keep them informed about different stages of the reopening processes and when they will be expected to return to the workplace. You should also update staff about any new schedules, changes in business hours, or other new expectations that accompany the reopening. You can do this by holding staff training sessions for your staff members and by having posters or newsletters for customers.

If the layout of the workplace has changed, ensure staff and visitors are familiar with it and with any updated evacuation procedures.

Create an up-to-date inventory of your assets at the time of reopening and make sure your insurance reflects this list. This inventory should cover things such as land, buildings, equipment, furniture, fixtures, signage and any specific items unique to your business.

Take reasonable steps to protect your staff and customers from harm after possible changes to the workplace. For example:

• ensure all alarm systems are in operation (eg fire alarms)

• ensure the proper functioning of air conditioning or appropriate alternative cooling in the main areas of IT use

• ensure reassessments of DSE users' workstations have taken place if these have changed following reopening

If the business is reopening following renovation or refurbishment, before inviting staff and visitors to return to the workplace, check that:

• the workplace has been deep-cleaned

• no construction equipment has been left on the site

• any new structures or wiring have been tested and then signed off by qualified electricians

If you use customer or client lists, review them to make sure they are up-to-date. You could also use this opportunity to reach out to your customers/clients to ask them what they would most like from you following your reopening.

Let your clients and customers know that you are reopening and that they can work or transact with you again. You could do this on social media, by posting on your website, or via email. Also, make sure to inform your clients/customers if you have any new requirements for them following the reopening and promote any measures you will be taking to ensure their safety and well-being following the reopening.

If you use suppliers, contact them before restarting operations to ensure they are also still operating and have stock and availability for your needs after reopening.

Review and update your cybersecurity policies and infrastructure to make sure the best possible protection is in place. This is especially important if it has been a long time since your business was last in operation or since you last reviewed your cybersecurity.

Create a Working from home policy or a Temporary working from home policy if you have staff who are working from home or remotely. Depending on the reason for your business’ closure, there could be an incentive to try to continue remote working where possible. These policies set out guidance your staff should follow regarding health and safety and more. 

If your staff are working remotely, you still have the same level of health and safety responsibilities. Ensure you’re aware of key considerations for remote workers. 

If there are any new staff members who are working remotely following a reopening you will need to ensure they are covered by your risk assessments. 

You should remind managers to monitor the wellbeing of remote workers and put in place measures to support their mental and physical health and personal security. You should also make sure they have access to adequate first aid facilities.

If you recall your staff to your premises following a period of closure, their personal needs and responsibilities may have changed, so you may wish to consider approving flexible working arrangements.

If there are any staff who are now identified as lone workers (ie individuals who work by themselves without close or direct supervision), you should create a Lone working policy and ensure that these individuals are covered in your risk assessments.

Create or review your disability access policies to establish that there are safe entrances and exits for staff or visitors with disabilities. You could also create or review your Equal opportunities policy to establish how you will eliminate workplace discrimination and offer equal opportunities at work.

Create or review your Anti-harassment and bullying policy to make sure that all staff feel protected against harassment and bullying when returning to the workplace.

Ensured that staff emergency contact details and other personal details are up to date.

Before you conclude your policies, be sure that everyone who works for you is taken into account, irrespective of their employment status (eg contractors, employees, and workers).

Your health and safety duties as an employer apply to all categories of staff members.

Consider how you will manage your employees during any challenging trading periods after reopening to ensure you’re prepared. This includes, where necessary, considering:

• lay-offs and short-term working