Keeping your business on track

Preparing your employees and your operations for a health pandemic in the workplace

Story by Jan Rupnick

 ON JUNE 11, 2009, the World Health Organization raised the worldwide pandemic alert level to Phase 6 in response to the global spread of the H1N1 flu virus, more commonly known as the swine flu. With more than 70 countries around the globe reporting cases of the disease, the U.S. has confirmed 17,855 cases of the H1N1 flu virus as of this past June, which resulted in 44 deaths related to this illness.

The Centers for Disease Control, WHO, and the U.S. Government have joined forces working to develop ways to prevent the spread of this disease, helping to control the number of people infected with the swine flu, but also sharing tips with businesses on how to prevent the spread of the disease, as well as protect their employees and their bottom line. And since epidemiologists worldwide predict the H1N1 virus will be back this autumn much stronger than the recent bout this past spring, it’s good insurance for your business to have a plan in place in the event just one – or more than half – of your employees find themselves unexpectedly off from work sick.

Why have a plan?

LOCALLY, APPLETON-BASED HEALTH CARE provider ThedaCare has been disseminating information to area employers on how they can develop their own pandemic program. ThedaCare has also worked continuously on its own plan, changing and tailoring it to include the latest health risks.

“After 9/11 we began planning for various safety concerns,” said Tracy Froiland, staff development educator for ThedaCare. “For the past three years we’ve worked hard on preparing for pandemics, and are sharing that information with the public.”

With financial analysts trying to predict the implications of a health pandemic, there are two reports conducted in 2005 that estimated a pandemic could have immediate costs between $500 billion and $675 billion nationally. A third study by New Jersey-based WBB Securities predicted a one-year loss of $488 billion and a permanent economic loss of $1.4 trillion to the U.S. economy.

With an economy already limping along due to the current recession, employers are facing an even greater risk to their bottom-line with the added hit of the swine flu pandemic that’s predicted for this fall. When it comes to protecting your business and your employees, planning for the worst, while hoping for the best, is the most appropriate course of treatment.

“Planning ahead of time can limit the spread of a disease,” said Froiland. “And the spread of the swine flu could be huge. At this point it’s really important for businesses to plan not only for their financial health, but the safety of their employees and the safety of the community.”

Step 1 – Putting a team in place

WHEN DEALING WITH ANY TYPE of company-wide planning, putting together a response team is imperative. These are the people within an organization that will help determine what a plan will look like. Consider including human resource representatives, department managers, shift employees, a representative from your advertising/public relations department, and company legal counsel.

Another resource for your company’s planning team might include the local county emergency management office or local public health agency. Froiland said ThedaCare also offers assistance to local businesses by serving as a resource in developing a pandemic plan. 

“So far we’ve worked with between five and ten area businesses to develop their response plans to the H1N1 pandemic,” says Matt Digman, environmental safety officer for ThedaCare. “We saw an increase in requests after the initial concerns of the swine flu came to light this year.”

Step 2 – Review employment laws

EMPLOYERS ARE IN A UNIQUE POSITION when it comes to a health pandemic like the H1N1 virus. While there are no firm numbers on the severity of the expected outbreak, if it is severe, there is no part of a business that will not be touched. Everything from product flow to product output to sales can be affected.

Employers need to be prepared to deal with the reality that employee attendance could nosedive, that the workplace might become contagious because employees aren’t staying home, that some employees may refuse to work because they are afraid of getting the swine flu, and for financial reasons, some employees might not get treatment for their illness.

 “Planning helps to assure that your business is prepared, that you can respond in an appropriate fashion, and, ultimately, survive the event,” says Greg Gibbons, director of emergency management and region 5 WHEPP coordinator for Affinity Health System.

One aspect of dealing with pandemic that many businesses haven’t considered is when is it their legal obligation to provide a safe work environment. In an environment where a pandemic becomes extreme, an employer could be liable if employees become infected and spread disease in the workplace. A proper plan on how you will prevent and respond to an outbreak should be included in a pandemic program.

It’s also a good idea to consult with an employment attorney for more advice on these issues including the role of the Family Medical Leave Act, the Americans with Disabilities Act, and other laws that might apply.

 Step 3 – What should be included

TO HELP REDUCE THE SPREAD of a health pandemic like the H1N1 virus, the Centers for Disease Control recommends businesses include the following in their pandemic plans:

• Policies that encourage people to stay home. Cross training is one key strategy that can help offset the loss of staff in departments and on shifts. Employers may also want to consider working with an employment agency to arrange for temporary staffing to help cover instances while permanent employees are out ill.

• A return to work policy. With healthcare officials suggesting employees stay home for seven days until the risk of spreading the disease has passed, it is recommended they get their doctor’s permission before returning to work.

• A sick-leave policy. As a practical matter, some businesses are voluntarily extending their time-off policies to help employees feel comfortable with having to be off of work. Not only for employees who are sick, but those that need to stay home taking care of a sick loved one.

• Preventative measures. Solutions for prevention might include company-wide flu shots, or making hand sanitizer readily available.

• A policy that establishes a workplace culture that encourages voluntarily staying home. For financial and/or personal reasons, many employees come to work when they are sick. Should an employee come to work presenting flu-like symptoms, your company needs to develop a consistent course of action, rather than allowing those employees to stay and infect the remaining workforce.

• Establish a social distancing plan if possible. Social distancing helps to reduce the frequency and type of person-to-person contact. Some social distancing techniques include limiting the amount of face-to-face meetings, reducing hand shaking, telecommuting, etc.

 Step 4 – Communication

ANOTHER CRUCIAL COMPONENT to your pandemic plan is a comprehensive communication plan that talks to your employees, your vendors, your customers, as well as the media.

When it comes to talking with employees, transparency should be the focus of your communications, according to Heidi Strand, co-owner of Blue Door Consulting, an Oshkosh marketing firm.

“To help deal with the fear factor, providing employees with information on your pandemic plan, as well as what steps you are going to take – being as transparent and open in your messaging as possible – will go a long way,” said Strand.

Some simple communication tools employers can use internally include:

• Brochures answering frequently asked questions, as well as literature that provide tips on how to prevent the spread of the disease;

• An employee hotline that not only informs staff about the risk level at your company, but also provides up-to-date information about the illness itself;

• Use social networking outreach tools such as a company Twitter or blog;

• A company meeting to discuss your pandemic plan;

• Set up communication teams to answer employee questions as they arise.

 “By becoming a reliable source, you are building a relationship with your team and adding a level of comfort,” said Strand.

The H1N1 virus is a hot topic and media is following the outbreak of the disease closely. By preparing ahead of time, you can use the press to communicate your message to employees, as well as protect your company’s image in case of an outbreak.

“It’s important to be out ahead of an issue like this,” added Strand. “By being proactive and offering solutions on how your business is dealing with the pandemic, you’ll be able to protect your organization’s image with the public, stockholders, and employees.”

Dealing with the unknown or unpredictable often makes it hard for companies to develop a comprehensive plan. But by being proactive rather than reactive, should an outbreak of an illness like the H1N1 virus occur, you’ll be better able to protect the health of your company and your employees.

Jan Rupnick is a freelance writer based in Oshkosh.