Risk Assessment: York House

Date created:15th June 2020Date to be reviewed: 27th July 2020

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Introduction

This document provides an overview of the Risk Assessment undertaken to support the safe return to York House, British Land’s Head Office.

While specific to York House, it is also an example of the approach being taken by British Land at office buildings across its portfolio.

As with any Risk Assessment, it should be reviewed on a regular basis in close consultation with colleagues and other stakeholders.

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Managing Risk

British Land will take every reasonable practical step to reduce risk to its colleagues, customers, service partners and visitors.

Key steps to be implemented at York House include:

A copy of the full Risk Assessment has been shared with all British Land colleagues based at York House and is also accessible on the British Land intranet. We have also displayed notices in York House to show that we have followed government guidance.

The British Land ‘Covid-19 Operational Update’ guide for facilities management and property management teams has been shared across the British Land network to help facilitate the safe reoccupation of all British Land offices and buildings.

Site-specific ‘Reoccupation Action Plans’ have also been completed by each site team, which include British Land’s responsibility to communicate site controls to colleagues, service partners, and visitors.

All colleagues, customers, service partners and visitors to increase the frequency of handwashing and to make use of the hand sanitising stations provided

Provide the option to work from home wherever possible

Adapt work spaces to reduce contact, for example by using Plexiglass screens at reception areas, adjusting desk and meeting room configuration to allow a two-metre distance between colleagues and reducing the number of people each person has contact with by using ‘fixed teams or partnering’ (so each person works with only a few others)

Enhanced cleaning regimes for key touch points and creating ‘ contactless’ journeys wherever possible

Install new signage and guidance to encourage social distancing at all times

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Who should return to work?

All British Land employees at York House will have the option of working from home whenever it is practical to do so.

Where working from home is not possible, site/task specific controls will be implemented to comply with current Covid-19 safety guidelines.

A phased return-to-work plan will be implemented for British Land colleagues at York House.

Phase 1 of this plan will commence in mid-June and will focus on enabling a limited number of volunteer employees to return to working within York House.

This group will be identified by considering the following factors:

A phased approach

1. Those who have already expressed an interest to return

2. Those who are unable to undertake their role outside of the workplace

3. Those who are not considered as clinically vulnerable/extremely clinically vulnerable in line with current government guidance

4. Those who are able to commute easily/avoid public transport

5. Those who are not advised to stay at home under existing government guidance. This includes anyone who has symptoms of Covid-19, as well as those who live in a household with someone who has symptoms, and those who are advised to self-isolate as part of the government’s test and trace programme.

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Back to work guidance

Supporting colleagues

Colleagues who are considered clinically vulnerable or extremely clinically vulnerable will be given careful consideration and consulted with individually in order to agree an appropriate return to work.

All return to work discussions must consider the particular needs of different colleagues, for example those who are disabled, are pregnant or have caring commitments.

Subject to government guidelines, this will remain in place until the end of July, at which point a Phase 2 plan will come into effect.

This phasing process will continue with careful consideration at each stage.

A ‘Back to Work’ induction/training course will be completed by all British Land employees before returning to work

Public transport should be avoided wherever possible. However, where this is the only option then a face covering must be worn, in line with government guidance. It is also advised that hand sanitiser and contactless payment methods are used. Please read more here: https://www.gov.uk/guidance/coronavirus-covid-19-safer-travel-guidance- for-passengers#travel-safely-during-the-coronavirus-outbreak

Before setting off to work, all employees are asked to consider if they are exhibiting any symptoms of Covid-19. Those who are, must not return to work and must follow the government’s guidelines, as well as reporting their situation to their line manager. Please read more here: https://www.gov.uk/government/publications/covid-19-stay-at-home- guidance/stay-at-home-guidance-for-households-with-possible coronavirus-covid-19-infection

British Land managers will be responsible for monitoring the welfare and wellbeing of their teams, helping them to stay connected to the rest of the workforce. Any concerns should be raised and reported to line managers

British Land Managers should make reasonable adjustments to enable colleagues to work from home while self-isolating, if appropriate

All British Land colleagues who are working from home will be given appropriate IT equipment to enable them to work effectively, and where necessary a 1-2-1 Display Screen Equipment assessment has been carried out

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Social distancing

British Land colleagues, customers, service partners and visitors must maintain social distancing wherever possible.

Everyone should follow the clear signage and floor markings throughout York House to help maintain social distancing. This includes following one-way flow systems at entry and exit points, staircases and corridors.

Arriving at York House

Prior to arriving York House, all colleagues will have used the Vicinitee booking system to secure their arrival time slot

Colleagues, customers, service partners and visitors may be asked to wait outside of the building in an orderly queue for a short period of time to ensure that social distancing can be reasonably maintained

Everyone will be encouraged, where possible, to use the lifts to travel up and use the staircases to travel down

Those using the lifts should also make use of the hand sanitising stations provided

Priority will be given to people with disabilities when allocating a lift

On arrival at York House, Ground Floor reception/security colleagues will direct and control the flow of people to the Third Floor

A contactless pass system has been implemented for all colleagues to use at York House

Lift access to British Land occupied floors will be limited to the Third Floor, with a two-person occupancy limit

Where possible, lift users should face away from each other. New signage is in place to support this

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Supporting colleagues with symptoms of Covid-19

Designated Isolation Rooms have been created on each floor occupied by British Land colleagues. These are to be primarily used for colleagues who exhibit symptoms of Covid-19, including a high temperature detected by the thermal imaging facility.

If a colleague displays symptoms of Covid-19, they will follow the government’s latest guidance. They are also asked to inform their line manager and HR.

If there is more than one case of COVID-19, British Land will contact their local health protection team to report the suspected outbreak.

They will support the health protection team with the following:

• Undertaking a risk assessment• Providing public health advice• Where necessary, establishing a multi-agency incident management team to manage the outbreak

Temperature checks

British Land is piloting thermal imaging technology to provide temperature checks for colleagues in York House.

The facility will be in place at the reception area of the Third Floor.

Full guidance has been issued separately to all colleagues outlining how the facility will operate and is being managed, in line with social distancing guidelines and with the General Data Protection Regulation 2016/679 and Data Protection Act 2018 (collectively referred to as ‘Applicable Data Protection Law’).

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Meetings

Meeting rooms will have a reduced capacity to ensure social distancing can be maintained and additional IT support will be provided to enable attendees to avoid in-person meetings

Where in-person meetings are required, only absolutely necessary participants will attend and a two-metre separation will be maintained throughout

To avoid transmission during meetings, all shared stationery has been removed

Signage has been installed to remind users to follow these guidelines

Workspaces

On arrival to the Third Floor, all colleagues will receive daily instructions from the reception team before proceeding to their allocated desk/workstation

Revised desk and seating arrangements are in place on all floors to ensure that social distancing guidelines are adhered to

Seating arrangements will be reviewed during Phase 1 in preparation for increased numbers in Phase 2

Where possible, colleagues will be allocated a ‘fixed team or partnering’ seating arrangement to reduce contact with others

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Exiting York House

When leaving York House, everyone must sanitise their hands before exiting the building.

Colleagues returning to the Ground Floor when exiting York House should use the stairs wherever possible.

Accidents, security and other incidents

In an emergency, such as an accident or fire, colleagues do not have to stay two metres apart if it would be unsafe to do so.

Colleagues tasked with helping others during an emergency should use the appropriate Personal Protective Equipment (PPE) provided and pay attention to sanitisation measures immediately afterwards, including washing hands

Shared / common areas

Shared spaces, such as reception areas and kitchenettes, have been reconfigured to maintain social distancing and reduce face-to-face interactions

All areas to be supplied with hand sanitising stations and hand washing facilities where possible

Potential touch points have been reduced with the installation of ‘contactless’ systems

New guidelines for using showers and changing rooms has been implemented to maintain social distancing

Signage has been installed to remind colleagues to follow the government’s guidelines on handwashing and hygiene

The York House Property Management Team will work collaboratively with customers who occupy other floors to ensure consistency is maintained across all common areas

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Supporting Customers, Service Partners and Visitors

The York House Property Management Team and Facilities Management Team will work collaboratively with colleagues, customers and service partners to ensure a consistent approach to health and safety is maintained throughout the building.

Customers

Full guidelines have been provided to all customers occupying space at York House, outlining the health and safety support measures being implemented to support their safe return. To view the full guide, please click here

British Land’s York House Property Management Team and Facilities Management Team have worked closely with each customer to provide health and safety support and advice. Customers have been contacted on a weekly basis to discuss current and planned occupancy levels. This information has been used to review plans and ensure that they continue to be effective.

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Service partners

Our service partners play a vital role for British Land in helping to create a safe environment across our properties

Essential maintenance or inspection visits must be supported with a site/task specific Risk Assessment and Method Statements confirming how the measures set out in this document will be followed

British Land site teams should continue to work closely with service partners and contractors to ensure a joined-up approach to returning to full operations. This will include ensuring that the policies mapped out within this document are followed and reflected in all Risk Assessments

Visitors

External third-party visitor access to the floors occupied by British Land colleagues at York House have been suspended until further notice

Where possible, meetings with external stakeholders should be arranged via Microsoft Teams

A record of all visitors and who they were meeting will be retained in line with the Data Protection Act.

If a third-party visit to York House cannot be avoided, the contents of this document should be communicated to them prior to their arrival

The volume of deliveries should be reduced, including no personal deliveries

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Hygiene and cleaning

As York House has remained operational during the lockdown period, the Property Management Team and Facilities Management Team have continued to undertake all of the usual checks and balances to ensure that all systems operate safely and effectively. Deep cleaning of all areas of York House has also been undertaken.

Other measures being implemented include:

Hand sanitising stations have been installed at all entry and exit points within York House, as well as in all toilet facilities. Signage will encourage everyone to make use of them and to follow the government’s guidance on handwashing

Wherever possible, a ‘zero touch’ journey through entrances and exits, walkways, corridors and lifts has been implemented

Tissues and cleaning wipes will be provided on desks and work areas. Colleagues should use tissues when coughing or sneezing and then place the used tissue in the bin before washing their hands

Key touchpoints and shared areas (including showers and changing rooms) will be disinfected every hour or after a personnel change, as well as being deep cleaned using anti-viral products every third weekend

The current document printers cannot accommodate contactless ‘ pass swipe’ system when printing documents. Bacterial wipes are available at each machine to enable colleagues to clean buttons, screens, etc.

If an employee is suspected to have Covid-19 symptoms, they will be isolated and their work area will be deep cleaned using antibacterial cleaning materials, in accordance with government guidance

Please read more here: https://www.gov.uk/government/publications/covid-19-decontamination-in-non-healthcare-settings/covid-19-decontamination-in-non-healthcare-settings

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Personal Protective Equipment (PPE) and face coverings

British Land colleagues have been provided with suitable PPE, including face coverings and gloves, to help them carry out their roles safely.

Plexiglass screen barriers have also been installed at reception desks on the Ground Floor and Third Floor.

All employees have also been issued with a British Land ‘Travel Pack’ which consists of:

It is important to use face coverings properly and wash your hands before putting them on and taking them off.

Please read more here: https://www.gov.uk/guidance/working-safely-during-coronavirus-covid-19/offices-and-contact-centres#offices-6-1

• Face covering • Thermometer • Hand sanitiser • Hand cream/moisturiser • Contactless door-opener device

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Workforce management

We are making changes to support safe and effective working for those who return to York House:

Shift patterns and working groups

A phased return to work plan will be implemented for British Land colleagues at York House. Please see page 4 for more detail

Staggered arrival times have been introduced and rotational teams wherever possible. This should allow British Land colleagues to avoid journey ‘hot spots’ and ease congestion in reception during the peak times, which are generally first thing in the morning and last thing in the afternoon

Work-related travel

Non-essential travel, including overnight stays, will be avoided until further notice

Colleagues who drive will adhere to the British Land Driving During Covid-19 Risk Assessment

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Communications and training

Regular communications to all colleagues have been ongoing throughout the lockdown period and will continue through all phases of the reoccupation

Memos/briefings/updates to continue warning employees of the risks, as well as the control measures outlined in this assessment and government guidance

Signage will encourage everyone to use hand sanitising stations and to follow the government’s guidance on handwashing

Government guidance relating to management awareness and focus on the importance of mental health at times of uncertainty is being followed https://www.gov.uk/government/publications/covid-19- guidance-for-the-public-on-mental-health-and-wellbeing/ guidance-for-the-public-on-the-mental-health-and- wellbeing-aspects-of-coronavirus-covid-19

Back to Work’ induction/training to be completed by all colleagues before returning to work

Colleagues will be reminded to only come into work if they are not advised to stay at home under existing government guidance

Physical ‘hard copy’ document exchanges should be avoided and where possible documents should be shared electronically

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Deliveries and collections

It’s important that we effectively manage all deliveries and collections to help minimise risk for those who handle them. Key measures include:

Colleagues handling goods delivered by external suppliers will be asked to increase their handwashing frequency and will be provided with personal hand sanitiser

Delivery times will be booked/staggered to ensure limited numbers of people are in the loading area at any one time

Non work-related deliveries will be avoided

Where possible, the same pairs of people should work together for loads where more than one person is needed

We’ll restrict all deliveries to loading bays and only allow access to key personnel

Get in touchNeill MaclaineHead of Property ServicesD 020 3984 1776 / M 07977 279 373 Neill.Maclaine@britishland.com