Following nearly two and a half years of disruption due to the COVID-19 pandemic, many organisations have begun the process of requiring their workers to return to the office following a prolonged period of working from home.

Whilst some organisations and their workers have seen the benefits that have come from a flexible working arrangement, also referred to as a hybrid working arrangement, in some cases there has also been an undesirable impact to workplace relationships, team building and workplace culture. With increasing numbers of workers returning to the office over the coming months, now is a good time to review the currency of the arrangements for the workplace’s essential health and safety requirements.

Let’s take a look at some of these and what is needed to be done.

Emergency Response

  • Conduct the Annual Evacuation Exercise – Not only is this is a requirement under the Qld Building and Fire Safety Regulation, but it is also a good way to refresh and improve your process for getting your people out of the building in a real emergency.
  • Review your Emergency Response Team (ERT) (Wardens) – Checking for adequacy and personnel coverage – some workers may not yet have returned to the office, and some may not be returning at all. If these workers are also part of your ERT then there will be holes in your organisation’s ability to cover these essential roles in the event of an emergency.
  • Review your Emergency Response Plan – This is also an annual requirement. Things may have changed in relation to your site, the number of workers, the neighbouring sites or how your organisation responds to an emergency.
  • Emergency Response and General Evacuation Training – Both Wardens and workers will need refresher training in the emergency response and evacuation process. This is also an annual requirement under the Qld Building and Fire Safety Regulation.
  • Check your Emergency Response Equipment & Routes – This routine check of fire extinguishers, evacuation exits and emergency lighting may have been put on hold if there were low numbers of workers in the office.

First Aid

  • Review your First Aid Risk Assessment – This will inform your organisation on the number and location of First Aid facilities. This will depend largely on the type and nature of the operations your organisation undertakes.
  • Review your First Aider Coverage – Much like the review of the ERT, there is a need to ensure there is an adequate number of qualified First Aiders on site.
  • Check and top up of first aid kit supplies – This routine check of kits and their supplies may also have been put on hold if there were low numbers of workers in the office.

Risk Assessments

  • Review Risk Assessments – One of the key steps in the risk management process is the “monitor and review” of risk assessments for currency, and to ensure risk control measures remain in place and working effectively. A general rule for the frequency of these reviews is that the higher the risk associated with the activity, piece of plant or chemical, the greater the frequency of the risk assessment review. If it has been more than 12 months since your higher risks have been reviewed, it’s time to look at these now.

Training and Competency

  • Review required Training and Competency for Individuals – Many job tasks require a license, ticket or other qualification or training that typically expires or requires a refresher training. If these have not been looked at for over 12 months, these may have expired, so now is the time to review this essential component for workers.

Health and Safety Representation

  • Review the currency of your Health and Safety Representatives (HSR) – Under the Qld WHS Act, a HSR for a work group holds office for a period of 3 years. Much like the expiration of training licenses and qualifications, if the currency of your representatives has not been considered for over 12 months, some HSRs’ period in office may have exceeded this 3-year term and new elections may need to take place.

There is much to consider to ensure (as best as possible) a safe working environment for employees returning to the office. Now that we are returning to a somewhat “situation normal”, now is the best time to review these requirements for currency, but also to ensure your organisation is meeting its legislative requirements in these areas. In this article we haven’t considered the potential psychological needs of workers arising from this change but rather have concentrated more so on the physical and legislative requirements. The challenges of managing change and the mental health and wellbeing impacts from these changes is something that warrants detailed discussion in the coming months.

Please contact QRMC for information or assistance.