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Synopsis

Pandemics transform not only the workplace but also the way companies take care of their employees. The best leaders go above and beyond for their staff, and our Employee Health Status Management Kit Model spreadsheet was designed to support them. It allows you to ensure the safety and redundancy of your manpower, track and stay in touch with your teams as they recover from an epidemic. In addition to our Strategic Alignment presentation, achieve workforce rehabilitation and analyze the financial impact on your business post-epidemic.

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Sheets highlights

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Populate this sheet with your employees' personal data, such as their names, contact and medical insurance information, departments and supervisors' names, and, most importantly, health condition and recovery status.

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Tracking your employees' health analysis on a regular basis will help you to better control redundancy and make better immediate and long-term decisions. Use this sheet to monitor your staff and send frequent updates to your stakeholders.

Overview

This Employee Health Status Management Kit Model spreadsheet allows you to track your employees' health status, keep critical contact details, manage workforce redundancies and backups, ensure your HR team is checking-in with your most important employees, and manage the financial impact of an optional 'standby salary' program. This spreadsheet model also has a graph sheet to visualize the health status of your workforce across time.

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Application

When it comes to personal health data, many employers feel stuck and uncertain about the legality of the matter. The analysts from an international law firm, Norton Rose Fulbright, explain the legitimacy of obtaining and sharing employee health status information in a pandemic in the US, the UK, France, Germany, Italy and the Netherlands, China, Hong Kong and Singapore.

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Here are their answers to some of the fundamental questions employers may have:

  • Can I ask my employees to self-declare covid-19 symptoms? Yes, in the US, UK, and Singapore. These jurisdictions permit an employer to require self-reporting but, in the UK, an employer would need to explain the reason for the self-reporting to the workforce, i.e. it is required to protect the health and safety of others.
  • Can I temperature test on entry to a workplace? In Singapore and the US, temperature testing can be required by employers, given the widespread nature of the infection. In Germany, this is also permissible, provided that it is undertaken by a healthcare professional.
  • Under what circumstances can the employer divulge information about affected employees? In the US, China, and Singapore, it would be necessary to obtain employee consent unless disclosure without consent is permitted by an exception in any applicable data protection legislation or permitted under another law.
  • What employee works councils or trade unions' obligations are applicable in relation to the implementation of these measures? In Singapore, the UK, and the US, any union collective bargaining agreements should be checked, and, if these questions are covered, the unions should be consulted prior to their implementation.
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Expert advice

Another obstacle business leaders may face during a pandemic is how to ensure that employees do report their health risks. Laura Boudreau – an assistant professor in the economics division at Columbia Business School and Sylvain Chassang – a professor of economics at Princeton University, say implementing "random rotation" policies in the workplace is one way to go about it. In this scenario, they say, all workers are regularly surveyed about their virus or disease exposure and symptoms. To implement "random rotation" policies:

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  1. Decide initially to rotate between five and 10% of the workforce.
  2. Survey workers on whether they feel comfortable enough to report exposure.
  3. Adjust the percentage depending on responses.

The researchers note, however, that an essential complement of random rotation is a paid sick leave or work-from-home program that limits the potential financial losses from being rotated out of the workplace and that this is especially important for economically vulnerable employees. For more tools to help manage employee health during times of crisis, check out our Crisis Management presentation template.

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