COVID-19 Health & Safety Policy - Sherborne Upholstery

Sherborne Upholstery Ltd COVID 19 Back to Work Health and Safety Policy.

Whilst you have been away, we have been working hard to ensure safety measures and procedures have been put in place to create the best atmosphere and safe working environment for our employees.

This Policy is based on common sense and the following advice bodies. This Policy will be constantly under review. Where new areas of risk are identified they will be acted upon immediately and measures implemented, communicated and procedures put in place or existing procedures amended.

UK Government

World Health Organisation

Public Heath England

Health and Safety Executive

General Notes:

Social Distancing and Inappropriate Behaviour.

These are unprecedented times and the need to respect your work colleagues’ space through social distancing is paramount at all time. Any horse-play such as coughing or breathing in the face or vicinity of other people on purpose or as a joke will not be tolerated and disciplinary investigations/processes will take place. This sort of inappropriate behaviour will be considered as an act of gross misconduct under Health and Safety Regulations.

In this section:

Disposable gloves Advice.

Other than in a medical environment gloves are not advised.

Do not wear disposable gloves instead of washing your hands. The virus gets on them in the same way it gets on your hands. Also, your hands can get contaminated when you take them off.

Disposable gloves are worn in medical settings. They are not as effective in daily life.

Wearing disposable gloves can give you a false sense of security.

You might:

sneeze or cough into the gloves – this creates a new surface for the virus to live on.
contaminate yourself when taking off the gloves or touching surfaces.
not wash your hands as often as you need to and touch your face with contaminated gloves.

Mask Advice.

For all workers and sectors other than medical environments, based on current evidence, there is very little scientific evidence of widespread benefit from PPE. Instead practicing good hand hygiene and social distancing are key to minimising the risk of infection.

World Health Organization research also shows that compliance with these recommended behaviours reduces over time when wearing face masks for prolonged periods. There is also the risk that wearing a face mask can offer a false sense of security. This may lead wearers to stop, or reduce other practices to protect themselves and others. WHO and UK guidance follows the science and is not advising the use of face masks in public places and for those working in supermarkets, waste collection, schools, transport and similar settings.

However, the UK government now wants people to wear ‘face coverings’ in places where social distancing isn’t possible, such as on public transport or when visiting a supermarket.

The advice is, if you are healthy only wear a mask if:

You are caring for a person with suspected COVID 19 infection.

You are coughing or sneezing to protect others.

Note: Hands must be washed after removal of the mask.

This also applies to all face coverings.

*During this Pandemic a Risk Assessment of a working practice may deem face coverings necessary when close proximity working cannot be prevented.

Cleaning Regime.

Extra cleaning by Cedar Estates will continue to take place on entrances, handrails, door handles and toilet areas etc.

Areas of concern will be quarantined and then cleaned if an employee who has been at work shows symptoms and needs to self-isolate.

Social Distancing. In-work Activity.

All workers are encouraged to keep working and should be working from home if they can.

Only travel to work when you absolutely cannot work from home. Protect yourself, your colleagues and help save lives by staying at home wherever possible.

If you are travelling to your workplace you will still need to observe the social distancing guidance whilst you are travelling, as far as is practical. Use government guide lines for public transport and car sharing. https://www.gov.uk/guidance/coronavirus-covid-19-safer-travel-guidance-for-passengers

Social distancing means staying 2 metres (6ft) apart from other people.

In your workplace you need to observe, where possible, the social distancing guidance.

Note: line markings have been put in place near exit points and toilet area etc. To help and remind staff regarding social distancing.

HSE Health Check Advice.

Should employers introduce temperatures checks as a further precautionary measure to protect its workforce against COVID-19?

Temperature checks are not being considered by the Company at this time. Whilst the general population have been asked to consider a high temperature as one indicator, currently there are no government guidelines recommending the introduction of temperature monitoring as a standard within the workplace.

Hand Washing and Toilet Facilities.

There are toilet facilities available for employees and visitors to regularly wash their hands to reduce the risk of infection. This should be encouraged.

Floor distancing marks have been implemented to help with self-distancing and signage on how many people are allowed in the toilet at any one time are displayed.

Extra temporary hand washing facilities have been installed and are situated in areas where they have been deemed to be necessary.

Canteen Areas

Each canteen will have a set of rules for their safe use. These will be displayed at the entrance.

There will be no seating available in the canteen areas.

Each canteen has been reconfigured individually to comply with social distancing rules and sanitiser has been positioned at the entrance to these areas for use of the vending machines and microwaves etc.

Where possible a new doorway will be made to allow a one door in one door out policy.

It is recommended that where possible do not use the canteen and to bring in your own cold food and drinks for consumption and take breaks in your work areas or cars during these unprecedented times.

Use of the canteen areas may need to be controlled by staggered timeslots.

Use of Vending Machines and Microwaves.

The advice given by vending companies is:

Please sanitise your hands before touching or using the appliance.

Don’t cough or sneeze on the machine.

Keep a distance of at least 2 metres between consumers.

*Hand sanitiser will be situated at these areas. *

Internal Meetings and Meetings with External Representatives.

All meetings that can be held via phone or video link should take place this way to reduce face to face discussions.

Any meetings that need to take place must be done by observing the social distancing rules. If this is not achievable, for instance, in the office environment then another area for the discussion must be used, such as the showroom where social distancing is possible.

Movement within the factory and office environment.

At all times employees should respect the social distancing rules and allow each other to pass safely, special care should be taken within the gangways, corridor areas and stairwells.

Doors should be left open where appropriate such as corridors and personal offices to minimise handle use.

Signage.

Relevant signage has been situated throughout the factory to remind employees of their social distancing and hygiene responsibilities.

Clocking In and Out.

Please adhere to social distancing rules when entering and exiting the building at all times. Floor markings inside the building will give a guide to adhere to the 2m rule.

To help a staggered exiting from the building at the end of the shift, pieceworkers will be able to leave anytime from 30 minutes earlier than your designated finish time after authorisation from your Head of Department. Your clock out time will automatically default to your normal designated finish time and the total number of hours worked will be calculated on this time and not the time you left the building. You will not need to fob out so you can use any authorised exit.

Time rate workers will finish at their normal time but again will not have to fob out and can also leave from any authorised exit.

Maintenance and Repairs.

Employees may be asked to leave the area that repairs are taking place in to adhere to the social distancing rules.

When working on an unavoidable task in close proximity to each other maintenance staff will wear face masks.

Smoking Shelter.

These must only be used when the 2m social distancing rule can be adhered to. No more than two people to use these areas at any time.

Smoking can still take place in personal vehicles.

Factory Radio.

Volume to be reduced, this will help people hear and understand conversations on the work-floor and still keep to the 2m distancing rule.

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Factory Areas, Adaptions and Work Practices.

Note: PPE masks and gloves are not deemed necessary in the factory except in circumstances where social distancing cannot be implemented. These will be highlighted. If, however, an employee wants a reusable face mask to use at work (approx. 1 week’s use) they will be supplied with one.

Reception Area.

This area can be used and still adhere to the 2m social distancing rule.

The main reception desk and equipment will be used by the receptionist only. The 2^nd reception desk area will be used for the relief and cover worker.

Each relief or cover worker will bring their own handset with them to plug into the telephone console.

Movement around the factory by the Receptionist will be reduced. Paperwork normally distributed by the Receptionist will be now be collected by personnel as they pass.

Use of shared equipment such as the franking machine will be allocated to one person if possible. If shared use is needed then cleaning materials are available to clean the machine before use.

A barrier between the reception staff has been fitted to ensure safe working practice.

Upper Office Areas.

The desk layout in the Sales, Production and General office are positioned to allow for the 2m social distancing rule to be adhered to by staff when going about their daily duties.

Employees should not enter these areas unless their duties necessitate it but this should be kept to a minimum.

If new rules of entry or procedures are needed, they have been displayed at the entrance to the department.

Woodwork Assembly.

The assembler’s working area is adequately spaced to allow staff to keep to the 2m social distancing rule.

When acquiring ancillary parts within departments for assembly the employee will need to use their own common sense and their own Health and Safety responsibilities to adhere to the 2m rule.

Product movement by Feeders etc within the area and beyond is unavoidable. They must use common sense and their own Health and Safety responsibilities to adhere to the 2m rule.

The rebate tool use is required by most assembly employees in this department. A cleaning process has been put in place to clean the rebate tool after each employee has finished their workload. If needed a new working procedure will be implemented.

Staple guns will be cleaned after each repair has been completed before return to the department.

Use of manual and powered carts should be kept to individual users where possible, cleaning stations have been positioned to clean handle grips if shared use is unavoidable.

Woodwork shunt vehicle loading should take place observing the 2m rule. The driver should not enter the building unless requested to assist with work processes and must adhere to social distancing rules during this time.

Loading of the wood parts to the shunt vehicle to be done by one person so that the fork truck is not shared. If this is not possible cleaning materials are available in the truck to wipe down the controls.

Factory Office Area.

New doorways have been fitted to allow entrance and exit from each office separately to adhere with social distancing advice.

No one other than the person allocated to the office should enter. Discussion will take place when needed and work allocated externally to the office area to facilitate the 2m social distancing rule.

Woodwork Machine Area and Woodwork Loading Bay.

All machines are situated such that the 2m social distancing rule can be implemented during the machining process.

All employees in this area when moving routed parts etc will need to use their own common sense and their own Health and Safety responsibilities to adhere to the 2m rule.

Any employee discussions or engineering repairs in this area will need to be done respecting the 2m rule.

Areas of the department to be made one-way when collecting ancillary parts from back room (crosscut) to accommodate social distancing.

Cutting Department and Material Stores.

All machines are situated such that the 2m social distancing rule can be implemented during the machining and checking process.

When moving cloth rolls around the department or from the store, laying up or loading hoppers with cut product etc, social distancing rules should be met, this may involve waiting at times for clear space to appear.

Cutting canteen area must only be used by one person at a time, signage will explain the rules.

The cad room can only have two people in at any one time as long as the 2m rule is adhered to. Keeping the cad work to one person so they are the only person using the computer through this period of work adjustment may be implemented.

Material stores checking area will only be used by the authorised personnel. This area cannot be used as a short cut through the building.

When two-man lifts are needed or external deliveries are unloaded a face covering must be used if the 2m social distancing rule cannot be adhered to.

Use of sack carts should be kept to individual users where possible, cleaning products to clean handle grips are available if shared use is unavoidable.

Sewing Department.

All main sewing and cushion filling machines are situated such that the 2m social distancing rule can be implemented during the working process.

If other ancillary machines such as over-lockers etc can’t be used observing the 2m rule then new barriers will be made or staggered use of the machines or the machines moved temporally.

Hoppers delivered to and taken away from the sewers area can be done observing the 2m rule.

The external sewing machine mechanic will wash his hands thoroughly prior to entering the department and will observe the 2m rule during repairs and conversations. The sewer may need to leave the work area during repair work.

Powered carts will be kept to one user where possible. Cleaning products to clean handle grips are available if shared use is unavoidable.

Cover splitting area.

This corridor area and office/work environment has adequate space for the employees to work and adhere to the 2m distancing rule.

Care and common-sense must be used when carts are moving in this area to ensure the 2m distancing rule is met.

Upholstery Department.

The upholsterers working area is adequately apart from the nearest other employee to keep to the 2m social distancing rule.

Work fed to the upholsterer by the feeder can also be done within the 2m distancing rule.

An area will be identified at the outside edge of the upholsterer’s area for staff to put work tickets to avoid unnecessary conversations over work schedules.

Staple guns will be cleaned after each repair has been completed before return to the department.

Upholstery feeders will need to exercise patience and common-sense whilst moving around departments collecting products. Where possible carts are to be moved out of the gangway when unloading to allow free movement to pass by others.

The foam store bell has been moved so it can be activated by foot.

A one-way system has been introduced to bring furniture to the inspection area from upholstery to control movement between areas.

Factory Office Area.

The office has been spilt into two separate offices. This has been be rearranged to adhere to social distancing measures.

Unless invited in, no one other than the persons allocated to the office should enter. Discussions will take place when needed and work allocated externally to the office area to facilitate the 2m social distancing rule.

Alternative work allocation and work processes have been implemented to avoid person to person contact where possible.

Inspection Area Office.

The computer is to be moved out to the quality control area to avoid unnecessary entrance to the office.

The Quality Control carpeted area is to only be entered by authorised staff. No one is allowed to go into this area unless invited to do so and the 2m rule is to be observed.

Stores Areas.

Jobs will be allocated to one person rather than shared when possible to keep personnel apart. If shared duties are necessary but it’s impossible to work within the 2m social distancing criteria then a face covering must be used during those processes.

One person to be allocated to use the fork truck. If this cannot be adhered to, cleaning products are available to clean down the controls after each use.

Motor testing and kit assembly can be carried out within this area without encroaching on the 2m distancing criteria.

All delivery unloading should be carried out by as few people as possible, if 2m distancing cannot take place when unloading and putting away then face coverings must be worn during this process.

Face coverings must be worn when dealing with external contacts if the 2m social distancing rule cannot be adhered to.

Main stores offices will have a two-person limit and the rooms rearranged if necessary, to accommodate social distancing.

Despatch, Packing and Action Assembly.

Action assembly areas are far enough apart that it is deemed that the 2m social distancing rule can be met.

No one should enter the working area unless invited into by the employee, the 2m rule must be adhered to during conversations.

When receiving parts or stacking finished actions in the action area the employee will need to use their own common sense and their own Health and Safety responsibilities to adhere to the 2m rule.

When packers are using the packing lift tables and making boxes up it is deemed that the area can be used by the employee and still adhere to the 2m social distancing rule.

When taking packed product to the loading bay the employee will need to use their own common sense and their own Health and Safety responsibilities to adhere to the 2m rule.

A new procedure has been put in place when booking jobs in at the scanner.

Product taken off of the hoist can be done so safely using the 2m rule and moved to the despatch area.

Service Department.

This area is deemed large enough and benches separated to allow for the 2m social distancing to be adhered to.

If tools need to be shared in this area cleaning processes will be put in place or extra equipment obtained.

No one should enter this area unless invited to do so by the service department employees.

When loading or unloading a vehicle and a two-man lift is needed or the 2m rule cannot be adhered to a face covering must be used.

Repairs coming into the area should be sprayed with Anti-bacterial spray and hands washed after each delivery.

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Queensbury Warehouse / Transport.

Loading and setting-up of vehicle loads.

When loading and unloading vehicles a face mask must be worn by all the employees involved in this process due to the enclosed space and close proximity of employees when conveying of instructions, loading and stacking of furniture. These masks will be allocated to the employee and are designed to be replaced after 5+ days of use. If used periodically they could last longer.

Masks are not deemed necessary when moving furniture etc within the building or setting up of loads at the shutters but employees will need to use their own common sense and health and safety responsibilities to adhere to the 2m social distancing rule.

If possible, the spare toilet area will be opened to extend the facilities.

The office area can be used with self-distancing measures in place but a limit on how many employees can use the area has been displayed outside the office area. Some employees may be moved to facilitate this.

Warehouse Internal Shunt vehicle.

This should be used by one person only during the day. If a two-man lift is needed at any time that hinders the 2m self-distance rule then face covering must be used by both employees.

If shared duties are needed then a cleaning procedure is in place.

Drivers.

In general, only the driver should enter his cab, this is his personal space and must be respected.

*There may be occasions when another driver needs to be present, in this scenario a face covering must be worn.*

Each driver will be supplied with re-usable face masks to wear when delivering furniture to retailers to protect themselves and the retailers due to the different scenarios they might come up against.

Hand sanitiser will be allocated to each driver to help with hand hygiene during their daily duties due to lack of hand washing facilities.

When loading unpacked returns an anti-bacterial spray that will be supplied should be applied to the product before handling.

Information will be emailed to our retailers laying out our requirements during deliveries and the measures we have put in place to protect them and our drivers. This information will also be available on our website.

Our drivers have the authority to refuse a delivery if they deem the situation they are delivering into breaches self-distancing and Company rules.

Each driver will have a laminated guide, signed by the Joint M.D, Transport Manager and Health and Safety Manager of our delivery safety requirements so they can be explained to the retailer if necessary.

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Leather Factory

A new procedure has been put in place when booking jobs in at the scanners in upholstery and packing.

Leather Store and Cutting.

Work practices such as leather storage, horse loading, fault marking, machine loading, cutting, product separating in these areas are all deemed suitable to allow the 2m social distancing rule to take place.

Any interaction between employees can be done accommodating the social distancing measures.

Leather Sewing.

All sewing machines are situated such that the 2m social distancing rule can be implemented during the working process.

If other ancillary machines such as twin needle machines etc can’t be used observing the 2m rule then rules of their use will be implemented such as time allocation and work staggering.

Allocated work tickets, obtaining work, sewing and finished jobs put out for upholstery can be all done observing the 2m rule.

Leather Upholstery and Inspection Area.

The upholsterers working area is adequately apart from the nearest other employee to keep to the 2m social distancing rule but each upholsterer must be aware of the upholsterers around them when moving around their bench area to guard against encroaching into this space.

A work allocation method will be devised to alleviate the need for unnecessary interaction between employees.

Work fed to the upholsterer by the feeder can be done within the criteria of the 2m distancing rule.

Staple guns will be cleaned after each repair has been completed before return to the department.

Product taken to the inspection area should only be left in the area designated by the inspector.

The inspection area is to be kept clear of unauthorised personnel. Employees may only go into the area if invited by the inspector.

Electric Upholstery.

The upholsterers working pen areas are adequately spaced apart and have separation from the nearest other employee to keep to the 2m social distancing rule.

Work fed to the upholsterer by the feeder can also be done within the 2m distancing rule.

Staple guns will be cleaned after each repair has been completed before return to the department.

Upholstery feeders will need to exercise patience and common-sense whilst moving around departments issuing jobs. Where possible carts are to be moved out of the gangway when unloading to allow free movement to pass by others.

When upholsterers move finished jobs to the assembly point, care must be taken using common sense and their own Health and Safety responsibilities to adhere to the 2m rule.

Action Assembly.

Assembly benches have been allocated to ensure the 2m social distancing rule can be met and tools allocated to each person so sharing of equipment is not needed.

Collection of steel parts to assemble actions can be done using common sense and their own Health and Safety responsibilities to adhere to the 2m rule.

Finished assembled actions can be moved to the action area keeping to the 2m distance rule.

Chair Assembly.

Assemblers areas can be separated to ensure the 2m distancing rule is adhered to.

Each assembler has their own tools so sharing is not needed.

Movement of finished product to the inspection area can be done within the 2m distancing rule.

Inspection Area.

Floor marks and a barrier have been added to the carpet area so that feeders do not encroach into the inspector’s area.

Inspected products can be moved to the packing area using the 2m distancing rule.

Transformers and tools used in this area are for the inspector only. No sharing of tools is necessary.

Wood Assembly Shunt Vehicle Deliveries.

One driver to do all the fork truck work if possible. If shared use is needed, a cleaning process is in place for before and after use.

Movement around the department and putting wood frames away into racking can be done adhering to the 2m self-distancing rule.

Packing.

When using the packing lift tables, making boxes, and storing finished goods it is deemed that the area can be used by the employee and still adhere to the 2m social distancing rule.

A new procedure has been put in place when booking jobs in at the scanners.

No one should enter the working area unless invited into by the employee, the 2m rule must be adhered to during conversations.

Stores Area.

Jobs to be allocated to one person rather than shared when possible to keep personnel apart. If shared duties are necessary but it’s impossible to work within the 2m social distancing criteria then a face covering must be used during those processes.

One person to be allocated to use the fork truck/E10. If this cannot be adhered to, cleaning products are available to clean down the controls after each use.

All delivery unloading should be carried out by as few people as possible. If 2m distancing cannot take place when unloading and putting away then face covering must be worn during this process.

Face covering must be worn when dealing with external contacts if the 2m social distancing rule cannot be adhered to.

The stores office will have a one-person limit and no one should enter unless instructed to by the Head of Department and the 2m social distancing rule can be met.

Company Representatives.

No one other than the representative will use their vehicle during working hours.

Hands to be sanitised before and after each retailer visit.

The rep has the authorisation to decline a visit if social distancing can not be achieved.

Member of public service calls to be kept to a minimum and only if social distancing can be maintained, hands to be sanitised before and after visit.

Closing Statement.

As stated at the beginning of this document, where additional risks are identified the company will act upon them immediately and measures implemented.