Pandemic Preparedness – Policy Suggestions For Risk Managers

Risk managers should be aware that many of the traditional attitudes of the typical American work force can actually increase the likelihood of a pandemic spreading throughout the population.  Although these behaviors are ingrained in our society, it is up to managers to communicate to their employees that in the event of a pandemic threat, certain changes and allowances will be made that contradict “business as usual” from an HR perspective.

A key policy that must be implemented deals with absenteeism and how it is treated by management.  The single most effective way to prevent the transmission of a flu agent is to avoid exposure in the first place.  Unfortunately, Americans have become accustomed to working through colds, the flu and other ailments that are typically considered minor, coming into work and interacting with co-workers and clients despite their discomfort.  Within the context of a pandemic, this can spell disaster, especially if the flu in question is highly transmissible.  It is important to impress upon employees that the most helpful action on their part is to stay at home should they feel even the least bit under the weather.  Make sure that they do not feel as though they are being judged for being “too cautious” or “weak.”  Even in a competitive corporate culture, allowances must be made for sick workers in order to protect the health of those around them. Risk managers should also prepare HR to deal with questions concerning pay and potentially child day care.

Continuing the theme of lowered exposure to possible contagion, the internal affairs of a business should also change during a pandemic alert. In-person meetings, where many employees are gathered in a single space should be either postponed or handled electronically through web, telephone or video conferencing. In fact, it is wise to enact a policy whereby as much communication as possible is accomplished electronically, limiting the amount of face-to-face contact within a facility’s walls.  Taken to the extreme, this can include a temporary telecommuting requirement amongst as many workers as can accomplish their tasks without having to come in to the work place at all.

Logistics during a pandemic can pose a number of concerns and headaches for risk managers.  For some businesses, it can be difficult to avoid the acceptance of packages and other supplies from outside sources.  Employees required to handle mail or other externally sourced items during a pandemic alert should be provided with face masks and gloves in order to protect them from exposure.  In terms of travel, any trips to areas where a pandemic has taken root should be cancelled unless they are considered absolutely essential.  Furthermore, if at all possible workers should be discouraged from taking public transportation.  If they are not capable of driving themselves, the possibility of a shuttle service that can transport employees to and from work should be explored.

Above all, risk managers should identify and maintain a resource for providing accurate and factual information regarding the pandemic itself, so as to prevent the dissemination of potentially harmful misinformation³.  This can be in the form of a physical or electronic bulletin board, or even access to a qualified health professional capable of answering employee questions.