The current situation is fluid, which means any policies and initiatives need to be flexible to adapt to changing needs and priorities. (Photo: Shutterstock)

Companies typically look to their brokers and benefits managers to solve a myriad of workplace problems. As a nation we are now facing one of the greatest challenges most of us can remember–the COVID-19 pandemic. As much as the novel coronavirus has challenged us from a health standpoint, however, we are now at a pivotal point to meet the business challenges of the virus, including reopening our economy by bringing back millions of employees to the workplace.

With COVID-19 still out there and a proven vaccine not yet in sight, the priority must be to create safe workplaces so employees can return confidently and risk-free.

Related: Returning to the workplace: Navigating the legal obstacles

Employees are understandably skeptical and fearful. Some have heightened concerns because of their personal health risk factors. They may be older or struggle with such underlying problems as diabetes, obesity, high blood pressure and the like. Others may have added burdens because of pre-existing mental health issues which have been exacerbated by feelings of isolation, stress and anxiety brought on by social distancing mandates and the devastating financial consequences of virus-related shutdowns.

Employers and their HR teams need to be realistic with their expectations, as the medical experts have warned that it will take a long time to return to normal, if ever. Only by being proactive and sensitive to employee concerns can employers successfully adapt to the "new normal" and create cultures of certainty, confidence and safety, despite all the turbulence and chaos.

The current situation is fluid, which means any policies and initiatives need to be flexible to adapt to changing needs and priorities. Creating a strong foundation for success, however, starts with the following:

• Help ensure a safe workplace by implementing routine screenings at the door. Establish formal procedures for handling employees with fevers or who display other symptoms. If there is an onsite medical clinic, work with medical personnel to monitor and appropriately treat symptoms.
• Review employee handbooks and, as necessary, update policies that encourage sick employees to stay home.
• Educate employees on healthy work habits, including regular hand washing, social distancing, and covering their mouths when sneezing or coughing. Actively involve employees in developing new protocols and procedures that improve workplace health and safety.
• Work with HR teams to ensure you are doing all you can to help your employees improve and maintain their overall health. We know from the COVID-19 experience that people with underlying conditions, such as high blood pressure, diabetes and heart disease, tend to have much worse outcomes, so helping employees proactively manage these conditions will put them in a much better position to fight off the virus if they do become infected. This may also be a good time to revisit the company's healthcare benefits and explore alternative models, such as direct primary care, which not only lead to healthier employees but also a healthier bottom line for the employer.
• Train supervisors to recognize symptoms of depression and anxiety that may require professional medical intervention. Remind employees about any EAP services that the company may make available. If the company has a contract with a direct primary care provider, work in tandem with the provider to evaluate at-risk employees and offer assistance. Primary care is a great first step in addressing depression and anxiety symptoms, especially since some models on the market are focused on lifestyle coaching, intervention and holistic health approaches.
• Become a good listener. Employees will likely have a lot of questions and concerns. Create a culture of transparency that encourages two-way communication for employees to openly share concerns and report suspected health and safety violations in the workplace.
• Lighten up. We've all been through an ordeal that some people will handle better than others. Morale may suffer, at least in the short-term, so it's important to identify ways to create a more relaxed atmosphere in which employees can actually have fun.
• Frequently communicate updates as to what the company is doing to create a safer work environment. This is important for existing employees, as well as new recruits who will likely have similar concerns and may choose an employer based on their level of confidence in the company's commitment to their health and safety.

The challenge facing business owners and their HR teams in returning employees to the workplace is unprecedented. Brokers and benefits managers will be called upon like never before to provide practical, insightful solutions. This new, unchartered territory may also require identifying additional outside experts, such as healthcare providers with a track record in improving health outcomes for entire employee populations, to collaborate in providing creative approaches.

Allison Velez ([email protected]) is chief people officer for Paladina Health, one of the country's largest providers of direct primary care, which partners with employers and unions to provide health care solutions that minimize costs, enhance access to quality care, and improve employee health outcomes. 

Read more: 

• As states reopen, what do employers need to know?
• Return to work: Mitigating the risk of COVID-19 in the workplace
• What employers can do to address surging mental health issues in the workplace