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Preparing for a Second Wave of COVID-19 Cases

Even as stay-at-home orders and restrictions are lifted, daily operations won’t be business-as-usual for many across the country. The coronavirus (COVID-19) pandemic is still going on, despite businesses reopening. Moreover, public health officials and experts are warning of a potential second wave of COVID-19 cases.

Of course, no one knows if or when a second wave of infection will strike—or whether it will be as bad as or worse than the first wave. As such, businesses across the country should start planning today so they’re properly prepared for a second wave of COVID-19 cases.

Review Federal, State and Local Guidance

Similar to the first wave of COVID-19 cases, governmental guidance will play a large role in how your organization should respond to a second wave of COVID-19 cases.

The COVID-19 pandemic has impacted states and regions in different ways. A second wave of cases may follow the same suit, affecting different regions at different times and in varying capacities.

This means that businesses in one region may be able to remain open, while businesses in other regions may need to close or adjust for a second time. As such, it’s critical to understand and continually review all relevant state and local orders to determine if your business needs to take action in the face of a second wave of COVID-19 cases.

Review Your Organizational Risks

Even if there aren’t federal, state or local recommendations to close your business or make changes to prevent the second spread of COVID-19 cases, that doesn’t mean your organization is safe from the coronavirus. What’s more, some businesses may have greater exposures than others, underscoring the importance of performing a thorough risk assessment to determine how you should respond.  

Similar to conducting a risk assessment for planning to reopen following the first wave of COVID-19 cases, your organization should conduct a risk assessment in preparation for a reemergence of COVID-19 cases. While the complexity of risk assessments will differ from business to business, they typically involve the following steps:

  1. Identifying the hazards—When it comes to planning for a second wave of the coronavirus, businesses need to think critically about their exposures, particularly if an infected person entered their facilities. When identifying hazards, it’s a good idea to perform a walkthrough of the premises and consider high-risk areas. It’s also important to consider what tasks employees are performing and whether or not they are especially exposed to COVID-19 risks when performing their duties.
  • Deciding who may be harmed by a second wave of cases and how—Once you’ve identified hazards to your business, you need to determine what populations of your workforce are exposed to COVID-19 risks. When performing this evaluation, you will need to make note of high-risk individuals (e.g., staff members who meet with customers or individuals with preexisting medical conditions).
  • Assessing risks—Once you have identified the risks facing your business, you must analyze them to determine their potential consequences. For each risk facing your business, you’ll want to determine:
    • How likely is this particular risk to occur?
    • What are the ramifications should this risk occur?

When analyzing your risks, consider potential financial losses, compliance requirements, employee safety, business disruptions, reputational harm and other consequences.

  • Controlling risks—With a sense of what the threats to your business are, you can then consider ways to address them. There are a variety of methods businesses can use to manage their risks, including:
    • Risk avoidance—Risk avoidance is when a business eliminates certain hazards, activities and exposures from their operations altogether.
    • Risk control—Risk control involves preventive action.
    • Risk transfer—Risk transfer is when a business transfers their exposures to a third party.

For preparing for a second wave of the coronavirus, control measures could include cleaning protocols, work-from-home orders and mandated personal protective equipment (PPE) usage.

  • Monitoring the results—Risk management is an evolving, continuous process. Once you’ve implemented a risk management solution, you’ll want to monitor its effectiveness and reassess.

Remember, the COVID-19 pandemic so far has been rapidly evolving, and guidance can change quickly. Your business should be prepared to take action at short notice.

Maintain Workplace Safety

Maintaining workplace safety is crucial to preventing the spread of COVID-19 at your organization, and will continue to be crucial in protecting your organization against a second wave of COVID-19 cases. There are a number of OSHA and Centers for Disease Control and Prevention (CDC) workplace controls to consider if your risk assessment determines that COVID-19 poses a threat to your employees or customers. For instance, you should:

  • Implement administrative controls—Typically, administrative controls are changes in work policies or procedures that reduce or minimize an individual’s exposure to a hazard. An example of an administrative control for the coronavirus is establishing alternating days or extra shifts that reduce the total number of employees in a facility at a given time.
  • Utilize PPE—Businesses should focus on training workers on proper PPE best practices. Employees should understand how to properly put on, take off and care for PPE. Training material should be easy to understand and must be available in the appropriate language for all workers.
  • Consider engineering controls—Engineering controls protect workers by removing hazardous conditions or by placing a barrier between the worker and the hazard. For COVID-19, engineering controls can include:
  • Installing high-efficiency air filters
  • Increasing ventilation rates in the work environment
  • Installing physical barriers, such as clear plastic sneeze guards
  • Screen employees before they enter the building— To keep employees safe, consider conducting screening procedures to identify potentially ill employees before they enter the workplace. The Equal Employment Opportunity Commission permits employers to measure employees’ body temperatures before allowing them to enter the worksite. Any employee screening should be implemented on a nondiscriminatory basis, and all information gleaned should be treated as confidential medical information under the Americans with Disabilities Act—specifically, the identity of workers exhibiting a fever or other COVID-19 symptoms should only be shared with members of company management with a true need to know. Be sure to notify employees of this practice prior to implementation in order to avoid catching them off guard.
  • Be adaptable—You should be prepared to change your business practices if needed to maintain critical operations. This could involve identifying alternative suppliers, prioritizing existing customers or suspending portions of your operations.
  • Create a dialogue with vendors and partners—Talk with business partners about your response plans. Share best practices with other businesses in your communities, and especially those in your supply chain.
  • Encourage social distancing—Social distancing is the practice of deliberately increasing the physical space between people to avoid spreading illness. In terms of COVID-19, social distancing best practices for businesses can include:
  • Instructing workers to maintain at least 6 feet of distance from other people
  • Hosting meetings virtually when possible
  • Limiting the number of people on the job site to essential personnel only
  • Discouraging people from shaking hands
  • Encourage employees to stay home if possible—Statistically speaking, the best way to prevent the spread of COVID-19 is to minimize person-to-person contact. As such, employers are using the following strategies to encourage employees to stay home:
  • Expanding telecommuting policies to ensure as many employees as possible can work from home
  • Highlighting benefits offerings that employees might not know about, including short-term disability
  • Expanding leave policies
  • Offering financial incentives for employees to stay home and not come into the office
  • Manage the different risk levels of their employees—It’s important to be aware that some employees may be at higher risk for serious illness, such as older adults and those with chronic medical conditions.
  • Separate sick employees—Employees who appear to have symptoms (e.g., fever, cough or shortness of breath) upon arrival at work or who become sick during the day should immediately be separated from other employees, customers and visitors, and sent home. If an employee is confirmed to have COVID-19, employers should inform fellow employees of their possible exposure to COVID-19. The employer should instruct fellow employees how to proceed based on the CDC Public Health Recommendations for Community-Related Exposure, and applicable local guidance.
  • Support respiratory etiquette and hand hygiene—Businesses should encourage good hygiene to prevent the spread of the coronavirus. This can involve:
  • Providing tissues and no-touch disposal receptacles
  • Providing soap and water in the workplace
  • Placing hand sanitizers in multiple locations to encourage hand hygiene
  • Perform routine environmental cleaning and disinfection—Businesses should regularly sanitize their facility to prevent the spread of COVID-19. Some best practices include:
  • Cleaning and disinfecting all frequently touched surfaces in the workplace, such as workstations, keyboards, telephones, handrails and doorknobs.
  • Discouraging workers from using other workers’ phones, desks, offices, or other tools and equipment, when possible. If necessary, clean and disinfect them before and after use.
  • Providing disposable wipes so that commonly used surfaces can be wiped down by employees before each use.

Be sure to consider the needs of your business and implement strategies that are specific to controlling and promoting workplace safety at your organization.

Communicate With Employees

The past few months have caused immense change for your business and your employees. A poll from Ginger, a mental health provider, revealed that 88% of U.S. workers have been moderately to extremely stressed during the past 4-6 weeks, with more than two-thirds reporting these times are the most stressful in their career.

It’s not possible for you to control the pandemic, but it is possible for you to help ease the stress your employees are experiencing. In these uncertain times, it’s imperative that you clearly communicate your business’s plans as frequently as possible. Here are some tips for effective employee communications:

  • Be open with employees about management decisions and ask for suggestions to rectify problems.
  • Provide as much information as possible about the pandemic.
  • Communicate the future of the business with employees often—in meetings, on the company intranet site, in newsletters and in blogs.
  • Be empathetic in your communications, as every employee’s situation may be different.

Additionally, try to give as much notice as possible if your organization plans to make significant workplace changes, including shutting down operations or requiring employees to work from home. 

Prepare Now to Stay Safe Later

Due to the nature of the COVID-19 pandemic, rules and regulations are constantly changing. You should be prepared to change your business practices if needed to maintain critical operations. For more information on how to keep your business, employees and customers safe whether a second wave of COVID-19 cases occurs or not, contact Pinkerton Insurance Group.

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The Top 7 Benefits of Payroll Automation Software for Small Businesses

This blog post was originally published by UKG – inspiring every organization to become a great place to work through HR, pay, workforce management, and culture technology built for all. For small business owners, keeping your “payroll machine” running smoothly is a top priority. Payroll is the lifeblood of your employee satisfaction and trust, financial stability, and overall business health. But managing payroll can be a time-consuming and error-prone process, especially as your company grows. Manually calculating wages, withholding taxes, generating reports, and keeping ahead of ever-changing regulations can quickly become overwhelming. This is where payroll automation software comes in — a powerful tool designed to streamline the process and free you to focus on what matters most: running and growing your business. The Power of Automation Manual payroll tasks are not only slow and labor-intensive but also prone to mistakes. 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Effortless report generation Need to analyze payroll trends or generate reports for budgeting purposes? Automated payroll software provides instant access to detailed reports on payroll expenses, employee earnings, and tax liabilities. This allows you to make data-driven decisions and gain valuable insights into your labor costs. You can easily identify areas for cost savings, track employee benefits use, and forecast future payroll expenses. By automating these tasks, you can reclaim hours previously spent on manual payroll processing. This frees up time to allow you to focus on more strategic initiatives, such as culture-building, employee development, and business growth. Imagine the benefits of investing that saved time into creating a great place to work for all and innovating new and better ways to manage all your business functions! However, the benefits of payroll automation software go beyond simply saving time. By automating tasks, you’ll also see a substantial reduction in labor costs associated with manual payroll processing. Hiring and training dedicated payroll staff Payroll processing requires dedicated staff with specialized knowledge. Payroll software eliminates the need for additional payroll personnel, allowing you to allocate those resources to add value elsewhere within your business. You can also free up your budget for other business needs or invest in additional staff for core business functions. Reduced errors and penalties Even a small error in payroll calculations can result in penalties from the IRS or state tax agencies. Automated payroll software minimizes the risk of errors, significantly reducing the likelihood of incurring costly fines and penalties. This can translate to meaningful cost savings for your business. Improved compliance Noncompliance with tax regulations and complex payroll laws can result in hefty fines and penalties. Payroll automation software ensures your business stays current with the latest regulations, reducing the risk of noncompliance and associated fees. You’ll have peace of mind knowing you’re always adhering to all legal requirements. All these cost savings can be reinvested back into your business, allowing you to focus on growth and development. For example, you can invest in employee learning and development, expand your product line, or offer more competitive benefits to attract and retain top talent. By automating payroll, you’re not just saving money — you’re investing in the future of your business. Payroll Automation Software: Accuracy You Can Count On An automated payroll system ensures that your employees are paid accurately and on time, every time. It’s designed to handle all complex calculations, including taxes, deductions, and overtime pay, to reduce the risk of human error that can lead to missed payments or incorrect paychecks. 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Empower Payroll with UKG Ready One of the best ways to grow your smaller business

The 4 Benefits of AI for Small HR Teams

This blog post was originally published by UKG – inspiring every organization to become a great place to work through HR, pay, workforce management, and culture technology built for all. Artificial intelligence (AI) is everywhere today, and for many of us, it can all seem a bit overwhelming — especially when it comes to leveraging it for your business and reaping the benefits of AI in HR. But once you’ve got all the facts, it’s easy to see how AI can make day-to-day work for you and your HR team more efficient and impactful than ever.  Let’s start with the basics. Simply put, AI is the use of computers to do things that have traditionally required human intelligence. Its algorithms classify, analyze and form predictions from data, then learn from the new data created to improve over time. 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If your organization uses a human capital management (HCM) platform, you’ve probably already seen AI in the form of automated administrative tasks, personalized learning or virtual assistants. But what does all the recent buzz about AI and GenAI mean for HR teams — especially those in smaller to mid-sized businesses?  To separate fact from fiction, here are four common misconceptions and the actual benefits of AI for HR to show how it can transform the way your HR team manages your organization’s people and can meet its business challenges.  Misconception: The benefits of AI for HR only apply to large enterprise and/or high-tech organizations. Actual benefit: AI makes work easier and more efficient for all organizations and HR teams.   It’s not surprising that many people think AI isn’t for smaller organizations because sophisticated technology can seem overly complicated and out of reach. 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Can a Small Business be a Great Place to Work?

Can a Small Business be a Great Place to Work? This blog post was originally published by UKG – inspiring every organization to become a great place to work through HR, pay, workforce management, and culture technology built for all. With seemingly endless modern job perks on the rise, HR professionals at small businesses may be wondering how they can compete with larger organizations to attract and retain the best talent. For an already resource-strapped company, it can be overwhelming to think about spending more time and money to win the war for talent against those with big budgets and dedicated teams focused on culture and engagement. But it’s critical not to get lost in the noise here. Instead, when competition for talent is high, smaller organizations need to ask a simple question as they wade through all the perks and initiatives their larger counterparts engage in — is that what really matters to people? We can all agree that free food and office yoga classes are nice incentives, but research from Great Place to Work® shows that employee retention is less about the perks and more about creating a company culture of care. It’s about trust, leadership, human connection, wellness, and belonging, diversity, equity, and inclusion. So with that in mind, what should small businesses rally around to create stand-out cultures? Let’s take a look.  What’s easier for small businesses? Because small businesses are, well, small, it’s easier for them to build and foster trust — the defining component of a great workplace. Whether it’s more transparency or less corporate hierarchy, small businesses can use this advantage to find and keep the talent they need to thrive. After all, a great workplace is one where employees trust the people they work for, have pride in what they do, and enjoy the people they work with. And if size doesn’t dictate great culture, then yes, a small business can be a great place to work with the right mix of core values. As we get into some more specific examples of how HR pros at small businesses can use the advantages they have to build an employer brand and invest in company culture, take a look at the diagram below to see the five core elements of building trust with employees and where in the organization employees look for those elements: What can small businesses do to create great workplaces? There’s no single blueprint or one-size-fits-all approach to building a great place to work. There are, however, some common areas you should investigate as starting points. Looking into the following areas may help you map the key points in an employee’s journey with your company and reinforce cultural values like trust, respect, purpose, and community. Start day one off strong with a thoughtful onboarding process Employees want to feel connected to the organization, and as a small business, it’s easier to make that personal from the beginning. A positive first impression is imperative to an employee’s wellbeing, and people often form that impression before they even join your organization. Completing redundant tasks and leaving new hires wondering what steps to take next will negatively impact their overall experience. By connecting your recruiting and core HR processes, you can ensure new hires trust that their success is top of mind for their manager. Looking for a specific idea? Try building out individualized 90-day action plans as part of your onboarding experience. Prioritize career development Have you heard of an internal talent marketplace? It’s a more efficient, technology-driven employee management and retention system. It leads to better retention through tracking the skillsets of employees and helping them to further develop and build upon those skills, and it works with them to build a career path within the organization. To do this, there needs to be a commitment to support fair and consistent performance and succession strategies that identify, nurture, and develop top talent. Small businesses often have flat structures, which allows employees more visibility and connection. These broader learning opportunities ultimately keep everyone invested in the company’s culture, and both internal and external job seekers will view your organization as one that prioritizes career development. Focus on all aspects of wellbeing Great Place to Work surveyed over 14,000 people from 37 countries to better understand trends in the average worker’s day-to-day experiences of wellbeing in their workplace, and found that while employee experience is influenced by many factors, there are a few key areas HR needs to focus on to promote positive employee wellbeing: ·         Mental and emotional wellbeing: The first step in promoting mental health at work is to talk about it. Over the last two years, mental health has come to the forefront for many of us as we experienced the pandemic, the challenges of navigating remote work, and social unrest. This is an issue that affects all people, at all levels in an organization. Mental wellness check-ins, providing resources, and offering formal programs are becoming priorities for many organizations moving forward. ·         Sense of purpose: Aligning an individual’s role with the organization’s values correlates to a higher sense of purpose, which has been linked to higher resilience and more favorable views of employers. We’ll talk a little bit more about purpose later. ·         Personal support and meaningful connections: When employees are given proper resources and workplace flexibility, they’re more likely to have a positive sense of wellbeing. Supportive social relationships within a team are also important, as an environment of equity and inclusion is necessary to create psychological safety and teamwork. ·         Financial wellbeing: Many people spend a significant amount of time worrying about their personal finances at work. It’s important that employees earn enough to feel financially stable, and that your workplace promotes equal pay practices, but what more can be done? Offering programs that give employees access to their pay before pay day, for instance, has been linked to improvements in productivity and reduced absenteeism.   Celebrate your people’s achievements to foster a sense of purpose Nearly 50 percent

The Top 7 Recruitment and Employee Retention Strategies for Small Businesses

This blog post was originally published by UKG – inspiring every organization to become a great place to work through HR, pay, workforce management, and culture technology built for all. In today’s competitive job market, attracting and retaining top talent is about more than just offering a competitive salary. Small businesses have a unique advantage over larger corporations: the ability to create a personal, responsive, and value-driven workplace culture. A strong company culture not only keeps employees engaged but also helps businesses thrive. However, many small businesses struggle with hiring and retention due to limited budgets and a lack of formal HR infrastructure. A recent study by HR.com’s HR Research Institute and UKG found that while 60% of SMBs are concerned about retaining key talent, only about a quarter are leveraging strategic HR technologies to improve hiring, culture, and retention. This presents an opportunity: the right technology can help small businesses overcome these challenges while fostering a workplace culture where employees want to stay. At Pinkerton Payroll & Insurance, we understand these struggles firsthand. Our HR technology solutions help businesses streamline processes, improve employee experiences, and ultimately build a stronger workforce. Why Company Culture Matters More Than Ever A strong workplace culture has direct benefits for businesses of all sizes, but for SMBs, it’s a game-changer. Here’s why: Attract Top Talent: When your culture aligns with your mission and values, it becomes a magnet for like-minded professionals who are excited to contribute. Boost Engagement and Trust: Employees who feel valued and supported are more productive and committed. Reduce Turnover Costs: Hiring and training new employees is expensive. A positive culture builds loyalty, saving you time and money in the long run. Leveraging HR Technology to Strengthen Your Business Many small businesses assume HR technology is only for large enterprises, but that’s far from the truth. In reality, modern HR platforms streamline day-to-day tasks, freeing up time to focus on strategic growth. Pinkerton Payroll & Insurance offers technology solutions that help business owners attract, engage, and retain employees—without the administrative headaches. 7 Key Recruitment and Retention Strategies for Small Businesses To help small businesses compete for top talent, we’ve compiled seven key strategies that leverage HR technology to improve hiring and retention. Attract Top Talent with Engaging Job PostingsFirst impressions matter. Use an applicant tracking system to save time, optimize job postings, and highlight company culture, benefits, and growth opportunities. Posting on social media and industry-specific sites can also help expand your reach. Impress Candidates with a Smooth Hiring ProcessSpeed and efficiency matter in today’s job market. Offer online applications, skills assessments, and video interviews to keep the process seamless. Automated updates ensure candidates stay informed and engaged throughout the process. Use Data to Refine Your Recruitment StrategyHR analytics can help businesses track applicant flow, identify hiring trends, and predict future workforce needs. Data-driven insights ensure your hiring efforts are targeted and effective. Simplify OnboardingA strong onboarding process sets employees up for success from day one. Automated workflows and centralized portals make it easy for new hires to access important information, complete paperwork, and integrate into the company culture. Invest in Employee DevelopmentContinuous learning keeps employees engaged and motivated. Provide access to online learning platforms, career development pathways, and upskilling programs to ensure long-term career growth. Support and Empower EmployeesEmployees want to feel valued. Recognition programs, pulse surveys, and open communication channels help businesses proactively address concerns and boost morale. Modernize Payroll and BenefitsPayroll and benefits are crucial to employee satisfaction. Automated payroll systems, self-service portals, and compliance tools ensure accuracy and ease of access—reducing errors and enhancing employee confidence in their pay and benefits. Thinking Outside the Box: Addressing Hidden Employee Pain Points Beyond the usual perks and benefits, businesses should consider less obvious factors affecting retention—like employee commutes. Studies show that long, stressful commutes contribute to burnout and job dissatisfaction. Larger corporations may offer transportation solutions, but SMBs can explore creative alternatives, such as remote work options, commuter benefits, or flexible scheduling. Gain a Competitive Edge with the Right Strategy In today’s business landscape, a strong company culture is no longer optional—it’s a necessity. Implementing these recruitment and retention strategies, paired with the right HR technology, can help small businesses attract top talent, enhance employee engagement, and ensure long-term success. At Pinkerton Payroll & Insurance, we provide technology solutions that help small businesses simplify HR, streamline payroll, and build a workplace where employees thrive. If you’re ready to take your business to the next level, contact us today to learn how we can help.

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