Whatever the timeline of your return to the office, it is important to draft your letter to employees about their re-entry into your facility. Depending on how long your employees have been working from home, you have to accept that there will be an adjustment period; additionally, you have to effectively communicate the changes in policies and procedures that are designed to keep employees safe. Here are some items that you should include in your welcome back letter.
Genuinely Welcome Them Back
Some employees may be a little miffed about having to go back into the office, so start your letter off with delight and glee to get them excited to walk through the office doors again. It would be a great idea to have the CEO record a video welcoming them back so that employees can see a friendly face. Let employees know that there have been changes that they need to review to optimal safety.
Outline Policies That Ensure the Safety of Employees
Is your facility requiring employees to wear personal protective equipment (PPE)? Are you taking the employee’s temperature everyday before they come in? Every policy and procedure you have implemented should be clearly stated so that everyone is on the same page. Let them know if they are feeling unwell they should stay at home.
Emphasize Social Distancing
Your office should have been rearranged to abide by social distancing standards. You should also emphasize a “no-sharing” policy. Everyone should have their own set of supplies to avoid 15 people using the same stapler. This will help with limiting the effects of an outbreak in your office. If there are any areas of your office that are closed off, like the breakroom, make sure to include that in this section.
Outline Procedures if There is an Outbreak in the Office
Including this in your email will ease the worries of your employees because you are outlining what will happen if someone tests positive for COVID-19. Show that you have the knowledge and tools to adeptly handle an outbreak. If you need help forming an action plan, check out our article that outlines what to do if someone has the virus.
Explain the Consequences of Non-Compliance
Under the Occupational Safety and Health Administration (OSHA), employers are allowed to implement policies that protect their employees and non-compliance is subject to termination. Clearly state that these policies and procedures are mandatory. Phrase it in a way that is less authoritative to avoid upsetting people.
Direct Employees to People They Can Submit Their Concerns
Employees are bound to ask questions, so lead them to whoever can answer them. Whether it is HR, the CEO, or their direct manager that they will ask the questions to, having the contact information available will lessen confusion.
This letter is an opportunity to show that your company has been doing everything possible to make sure that employees will be safe when they return to the office. The inclusion of your action plan signals to employees that you have thought of everything and are prepared for the worst. Having a clear outline of what your office is doing will alleviate some concerns your employees may have about coming back. If you would like more information on how to reopen your office, download our free guide here (insert PDF). These are weird times we are living in, so we wish you the best of luck!
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