1. Staff who have body temperature below 37.5 degree Celsius
1.1. A. Staff allowed to enter office space / start work
1.1.1. A.1 Start work at his/her table/cubicle
1.1.1.1. Maintain distance of min. 1m from other colleagues
1.1.1.2. Wearing mask is not required
1.1.1.3. Practice of always wash hand with soap/handwash liquid with water placed in pantry
1.1.1.4. Clean/spray working space using disinfectant provided before leaving the office in the evening
1.1.1.5. Staff to go straight back home. Staff are not allowed to mingle around with friends etc
1.1.2. A.2 Working in group
1.1.2.1. Maintain distance of min. 1m from other colleague/s
1.1.2.2. Ensure to wear mask
1.1.2.3. Practice to always wash hand with soap/handwash liquid with water placed in pantry
1.1.3. A.3 Internal discussion / meeting
1.1.3.1. Maintain distance of min. 1m from other colleague/s
1.1.3.2. Ensure to wear mask
1.1.3.3. Ensure to clean hand using sanitizer placed on the meeting table
1.1.4. A.4 Meeting with guest and external party in the office meeting room CCM/TCM/Supplier
1.1.4.1. Maintain distance of min. 1m from others
1.1.4.2. Ensure to wear mask
1.1.4.3. Ensure to clean hand using sanitizer placed in the meeting room
1.1.4.4. Inform/advise guest/s of office procedure/s
1.1.5. A.5 Virtual meeting/ tele-conference / video-conference
1.1.5.1. The office is encourage social distancing via tele-conferencing or video-conferencing to most of meetings
1.1.5.2. The office would like to reduce physical meeting and encourage social distancing via teleconferencing or video-conferencing to most of meetings
1.1.5.3. Refer procedure for videoconferencing using Zoom program
1.1.6. A.6 Staff Lunch
1.1.6.1. Staff is not allowed to leave office building and eat outside
1.1.6.2. Lunch time to be staggered and the procedure will be informed by the Company from time to time
1.1.6.3. Eating area to be identified by the Company
1.1.6.4. Food is to be brought from home or to be purchased via online - such as from Grab Food, Food Panda etc
1.1.6.5. Maintain distance of min. 1.5m from others.
1.1.6.6. Ensure to clean hand using soap & water or sanitizer
1.1.7. A.7 . Go to other company’s office
1.1.7.1. Maintain distance of min. 1m from all other company’s staff.
1.1.7.2. Avoid crowd area
1.1.7.3. Ensure to wear mask
1.1.7.4. Ensure to clean hand using sanitizer personally brought or as prepared by the Client’s office
1.1.7.5. Ensure to bring appropriate size plastic bag/s
1.1.7.6. Document/drawing taken to be wrapped/put in a plastic bag
1.1.7.7. Internal plastic bag to be disinfected with disinfection aerosol before seal
1.1.7.8. Once coming back office Refer procedure A
1.1.8. A.8 Staff receiving documents
1.1.8.1. Maintain distance of min. 1m from other staff / colleagues
1.1.8.2. Avoid crowd area
1.1.8.3. Ensure to wear mask
1.1.8.4. Ensure to clean hand using sanitizer after receiving document/drawings etc
1.1.8.5. Document/drawing received to be wrapped/put in a plastic bag
1.1.8.6. Internal plastic bag to be disinfected with disinfection aerosol before seal
1.1.8.7. Online purchase parcel and a like will only be disinfected externally with disinfection aerosol.
1.1.8.8. Documents can be sent to or to be picked by respective staff.
1.1.9. A.9 Staff preparing drinks/food
1.1.9.1. Maintain distance of min. 1m from others.
1.1.9.2. Ensure to wear mask
1.1.9.3. Ensure to clean hand using sanitizer
1.1.9.4. Preferably use glove
1.1.9.5. All dishes and cutlery (cups, mugs, plates, fork and spoon etc) to be properly washed with detergent and water every time used. Wash with water only is not allowed.
1.1.9.6. Ensure all dishes to be taken back to pantry and wash them quickly after every meeting finished.
1.1.10. A.10 Staff working in general cleaning
1.1.10.1. Maintain distance of min. 1m from other staff / colleagues
1.1.10.2. Avoid crowd area
1.1.10.3. Ensure to wear mask
1.1.10.4. Ensure to clean hand using sanitizer
1.1.10.5. Preferably use glove
1.1.10.6. On top of normal/standard cleaning works, staff to add particularly the following :
1.1.10.6.1. Regularly clean entrance door handles, door nobs within the office, office floor lift buttons and office floor toilet’s door nobs with disinfectant.
1.1.10.6.2. Regularly clean meeting tables
1.1.10.6.3. Used masks & gloves to be disposed properly in designated garbage bag on daily basis.
1.2. B . Staff go direct to meeting outside office. eg : CCM/TCM etc
1.2.1. Maintain distance of min. 1m from all meeting colleagues.
1.2.2. No hand shake
1.2.3. Ensure to wear mask
1.2.4. Ensure to clean hand using sanitizer personally brought or as prepared by the Client’s office
1.2.5. To also follow health & hygienic SOP of that office (if there is any)
1.2.6. Once coming back office Refer procedure A
1.3. D . Staff go direct to Site Inspection/visit
1.3.1. Maintain distance of min. 1m from all people at site and public.
1.3.2. Ensure to wear mask. Dispose the mask once exiting the site
1.3.3. Ensure to clean hand using sanitizer personally brought or as prepared by the contractor
1.3.4. Preferably use glove
1.3.5. To also follow health & hygienic SOP of the Contractor (if there is any)
1.3.6. Ensure to clean hand using sanitizer and or soap and water before exiting the site
1.3.7. Ensure clean-up or take a shower if too sweat
1.3.8. Once reach the office Refer procedure A
1.4. C . Staff go direct to Authority’s department/s
1.4.1. Maintain distance of min. 1m from the officer’s meeting with and public.
1.4.2. No hand shake
1.4.3. Avoid crowd area
1.4.4. Ensure to wear mask
1.4.5. Ensure to clean hand using sanitizer personally brought or as prepared by the agency
1.4.6. To also follow health & hygienic SOP of that agency (if there is any)
1.4.7. Once coming back office Refer procedure A
1.5. E . Staff travel oversea
1.5.1. Inform HR on travel destination
1.5.2. Assess the benefits and risks
1.5.3. Ensure the destination not in the COVID-19 cases list
1.5.4. Be ready to do health test if needed
1.5.5. Be ready to self-quarantine for 14 days if needed
1.5.6. To adhere to the latest SOP by MOH
2. Standard Operating Procedures for Restarting Operation - Post Movement Control Order
2.1. Objective
2.1.1. This SOP is written to ensure a COVID-19 safe environment for <Company Name>. It is also to guide the company to take precautionary measures to curb the spread of COVID-19 disease in the community when the office re-open for operation as instructed by relevant government authorities. It is important for the company to take hygiene and safe physical distancing measures seriously as the whole of Malaysia and worldwide, is fighting a long battle for the COVID-19 which is estimated to be at least another year or two.
2.2. SOP Application
2.2.1. The SOP applies to all staff working at all the offices of <Company Name>. and extends to all directors (executive and non-executive), all contractors, subcontractors, consultants, representatives including franchisees and any other external parties for e.g. customers, courier and delivery services who are present at any of our offices.
3. BASIC SAFETY PROCEDURES & PREVENTION MEASURES
3.1. 1. Good personal hygiene practices:
3.1.1. 1.1 Handwashing - Proper handwashing steps.
3.1.1.1. Recommended hand washing steps:
3.1.1.2. Video
3.1.2. 1.2 Sneeze and cough into the elbow or tissue - with proper disposal
3.1.2.1. Image
3.1.3. 1.3 Ensure sufficient supply of soap and water or hand sanitiser and they are easily available within reach.
3.1.3.1. Hand sanitizer is advised to be used only when there is no soap and water. Hand washing with the right soap and technique for 20 seconds is very effective in maintaining hygiene while also helping to prevent the spread of diseases such as COVID-19.
3.1.3.2. Protection supplies such as hand soap and hand sanitizer will be provided at every level of the working premises.
3.2. 2. Staff to wear a face mask at all times:
3.2.1. 2.1 As recommended by KKM, staff to be given 3-ply disposable masks.
3.2.2. 2.2 One face mask a day will be given to staffs.
3.2.3. 2.2 Wear a face mask correctly.
3.2.3.1. - The facemask should fit snugly over the face - The coloured side of the mask should face outside - Tie all the strings that keep the mask in place - The mask should fully cover the nose, mouth as well as the chin. - The metallic wire part of the mask should be fixed securely over the bridge of the nose to prevent leakage - The surgical mask should not be used more than a day but if it is wet, damaged or soiled by secretions or body fluid at any time, change the mask immediately. - Discard all used surgical masks into a plastic bag which should then be tied properly before disposing it into a rubbish bin.
3.2.4. 2.3 Cloth masks: minimum double layer 100% cotton masks with non-woven fabric as filter. This type of mask is allowable for low risk staff with no symptoms.
3.2.4.1. Cloth masks should — - fit snugly but comfortably against the side of the face - be secured with ties or ear loops - include multiple layers of fabric - allow for breathing without restriction - be able to be laundered and machine dried without damage or change to shape
3.2.4.2. Sterilization of Cloth masks: A washing machine should suffice in properly washing a face covering.
3.2.4.3. Removal of Cloth masks: Individuals should be careful not to touch their eyes, nose, and mouth when removing their face covering and wash hands immediately after removing.
3.2.4.4. Cleaning of cloth masks: Cloth masks should be routinely washed depending on the frequency of use.
3.2.5. 2.4 All used face masks to be disposed of in a sealed plastic bag and dedicated dust bin.
3.2.5.1. Image
3.3. 3. Wear hand gloves if necessary.
3.3.1. 3.1 Front office staff and those who expose to clients (i.e. signing of documents) need to wear disposable hand gloves.
3.3.2. 3.2 Hand gloves will be given to all front-line employees. Hand gloves are to be sanitized every hour.
3.3.3. 3.3 All used gloves to be disposed daily in a sealed plastic bag and dedicated dust bin.
3.3.3.1. Gloves must be removed and disposed of properly.
3.4. 4. No sharing of food, utensils, cups, plates, bowls, towels, etc.
3.4.1. 4.1 Staff are advisable to pack food from home or order food via delivery services
3.4.1.1. GrabFood
3.4.1.2. Foodpanda
3.4.1.3. dahmakan
3.4.2. 4.2 Staff to avoid dine-in restaurant;
3.4.3. 4.3 No sharing of food is allowed to prevent virus spreading;
3.4.3.1. According to the COVID-19: Management Guideline for Workplaces published by KKM, to avoid COVID-19 disease from spreading, staff should limit food handling and food sharing in the workplace.
3.4.4. 4.4 Staff to bring their own utensils, plates, bowls, and cups for use. No sharing is allowed.
3.5. 5. Dispose dirty tissues or wipes into covered waste bins.
3.5.1. Video
3.6. 6. Cleaning and disinfecting surfaces and objects:
3.6.1. 6.1 Perform routine cleaning and disinfections of surfaces and objects that are frequently touched i.e. door knobs/handles, light switches, tables, chairs/stools, handrails.
3.6.1.1. According to the COVID-19: Management Guideline for Workplaces published by KKM, to avoid COVID-19 disease from spreading, the company must ensure a clean and hygienic work environment through regular disinfection of the office and its equipment.
3.6.1.1.1. Appendix 4: Disinfection procedure recommended by KKM
3.6.2. 6.2 Frequently touched objects include: stationeries, laptop/computer (keyboard,mouse), telephone etc.
3.6.2.1. Staff are made compulsory to clean their own workstation and equipment including computer, laptop, monitor, mouse, keyboard and etc. using sanitizer that is provided by the Company on a daily basis.
3.6.3. 6.3 In-house cleaners will be cleaning and sanitizing the common and work areas at the company premises on a daily basis prior to opening hours.
3.6.3.1. Daily sanitization will extend to reception and waiting areas for clients and franchises.
3.6.4. 6.4 Cleaners will turn on the water taps at the company premises for a while to flush out any dirt or bacteria accumulated in the piping due to long disuse during MCO period.
3.7. 7. Maintain Physical (Social) Distancing:
3.7.1. 7.1 Maintain 1-meter distance with other people:
3.7.1.1. Draw line at the corridor, in front of the reception counter and prepare seating (1 - 2 meter distance)
3.7.1.1.1. Limit number of people entering the company’s premise.
3.7.2. 7.2 Practice no-handshake policy
3.7.2.1. Suggested MEMO: “To help to reduce the spread of Coronavirus, <Company Name> have adopted a no handshake policy. We appreciate your kind indulgence.”
3.7.3. 7.3 Limit non-essential visitors in the office
3.7.3.1. 7.3.1 Arrange in-house meeting appointments with clients to avoid too many visitors at a time.
3.7.3.2. 7.3.2 Visitors should come by appointment and not as they please as far as possible.
3.7.3.3. 7.3.3 There should be no loitering around premises. Once the transaction is completed, visitors are to leave the premises immediately.
3.7.3.4. 7.3.4 Social distancing of a minimum 1-meter distance for any waiting or queuing following the markers provided.
3.7.3.5. 7.3.5 Staff need to pre-book the available meeting room.
3.7.3.5.1. 7.3.5.1 Eg. Members in the meeting room should not exceed 5 members at the same time. The remaining members may participate in the meeting at their own desk.
3.7.3.6. 7.3.6 Staff are encouraged to arrange/conduct an online meeting/appointment with clients.
3.7.3.6.1. 7.3.6.1 Zoom Meeting
3.7.3.6.2. 7.3.6.2 Skype Call
3.7.3.7. 7.3.7 Not more than four (4) persons are allowed at waiting areas at any one time and they must maintain a safety distance of minimum 1-meter seated or standing next to each other while waiting.
3.7.3.8. 7.3.8 The guard is given authority to enforce order and compliance so if any client does not follow the SOP, they will be barred from entering the premises or will be asked to leave the premises immediately failing which reinforcement will be called.
3.7.4. 7.4 Obtain COVID-19 Self Declaration Form for all visitors coming to the office.
3.7.5. 7.5 When there are essential repair works or inspection from authorities to be done in the office:
3.7.5.1. Arrange to visit after office hour
3.7.5.2. Practice good personal hygiene and physical distancing at all times
3.7.5.3. Clean and disinfect contact areas after the visit
3.8. 8. Health Screening
3.8.1. 8.1 Perform temperature screening and hand sanitisation at the office entrance for all staff, clients and visitors.
3.8.1.1. 8.1.1HR is required to keep track of employees' daily health status no matter if employees are working at the office or work from home.
3.8.1.1.1. For Employees working at office, HR has to note down employees’ temperature everyday
3.8.1.1.2. For Employees who work from home, they have to sign in to HR or PIC (who in charge to note down the health status of team members in department, not necessarily HOD) regarding to their health status everyday, no matter MC or not MC
3.8.1.1.3. If staffs are sick, staffs are to report to their HOD and HR through phone and stay at home on medical leave until full recovery.
3.8.1.2. 8.1.2 Temperature screening and daily recording by appointed staff before entering premise
3.8.1.2.1. Suggested MEMO: We hereby inform that every staff and registered visitors are required to go through temperature screening as a precautionary measure as we take our employees’ health as top priority. Visitors are required to fill in Self-Declaration form prior to entering into premises Individuals who have the following symptoms are prohibited from entering into the premises: Body temperature of 37.5 degree celsius or higher Flu-like symptoms (runny nose, cough, sore throat, shortness of breath) We appreciate your cooperation and understanding.
3.8.1.3. 8.1.3 Average temperature for fever: 37.5°C and above
3.8.1.4. 8.1.4 Check the thermometer’s manual for its proper use, range of normal temperature readings, and cleaning instructions.
3.8.1.5. 8.1.5 To use non-contact thermometer or temperature scans. Do not use any oral thermometers
3.8.1.6. 8.1.6 Staff only allowed to enter the company premise after temperature screening done and recorded.
3.8.2. 8.2 Identify a space that can be used to temporarily isolate staff who suddenly become sick, before they are sent home.
3.8.2.1. avoid public common area
3.8.3. 8.3 Do not allow anyone to enter the office including staff, that have the following symptoms/situation:
3.8.3.1. 8.3.1 Unwell
3.8.3.1.1. a) Fever of flu-like symptoms (runny nose, cough, sore throat, shortness of breath)
3.8.3.1.2. For staff who are exhibiting COVID-19 syndrome, they should not come to the office but go immediately to get tested for COVID-19. While waiting for results, they should stay in isolation, away from their co-habitants. They should keep HR and HOD informed and discuss with them on any issues they may have.
3.8.3.2. 8.3.2 Have been in close contact with COVID-19 positive person
3.8.3.2.1. a) Staff should inform the office immediately if they had close contact with a COVID-19 positive person
3.8.3.2.2. b) Staff to do COVID-19 screening at any KKM approved facilities
3.8.3.2.3. c) Mandatory 14-days self-quarantine or to be quarantine at any KKM designated quarantine place (upon instructions by KKM)
3.8.3.2.4. d) During the period of self-quarantine, staff should measure and record their temperature daily and keep HR informed if there is any outbreak of symptoms.
3.8.3.2.5. e) For staff who are exhibiting COVID-19 symptoms, staff should provide the following details to their supervisor and HOD before leaving office: - Contact information of staff nearest next-of-kin in case staff have to check in and are not contactable. - List of people whom staff have met face-to-face since commencing work until the present. - List of areas in office that staff visited since commencing work until the present.
3.8.3.2.6. f) Upon the completion of 14 days of self-quarantine and if the record indicates that staff are tested negative and staff have no symptoms as listed above, staff are to notify HOD and HR prior to reporting back to work.
3.8.3.3. 8.3.3 Returning from overseas
3.8.3.3.1. Staff who just returned from overseas to be on 14 days self-quarantine
3.8.3.3.2. Staff need to be certified negative COVID-19 before coming to work
3.8.3.4. 8.3.4 Staff who have been in public place with confirmed COVID-19 Positive case:
3.8.3.4.1. Staff to do COVID-19 screening at any KKM approved facilities
3.8.3.4.2. Staff to be quarantined if advised by KKM
3.9. 9. Reminder Poster and Signage:
3.9.1. 9.1 Put up posters and infographics at strategic areas to remind staff, clients and visitors to practice preventive measures. Sanitization liquid will be placed at every level of the working premises. Recommended signs
3.9.1.1. 9.1.1 Handwashing steps.
3.9.1.1.1. Recommended hand washing steps:
3.9.1.2. 9.1.2 Correct way to wear a face mask
3.9.1.2.1. Image
3.9.1.3. 9.1.3 Hand hygiene (sneeze/cough into their elbow, put used tissues in a waste receptacle and to wash hands immediately after using tissues).
3.9.1.3.1. Image
3.9.1.4. 9.1.4 No sharing of food, utensils etc.
3.9.1.5. 9.1.5 Safe Physical (Social) Distancing.
3.9.1.5.1. Physical distancing helps limit the spread of COVID-19 – this means we keep a distance of at least 1m from each other and avoid spending time in crowded places or in groups. Protect yourself and others. Break the chain of transmission.
3.9.1.6. 9.1.6 Guidelines when entering and leaving office.
3.9.1.6.1. Suggested Guidelines: When entering office, you must: Have wore face mask Hand sanitizing Cover your face and nose at all time
3.9.2. 9.2 Reminder and guidelines for maintaining a hygienic environment, such as disinfecting surfaces and objects, waste management, and toileting and etc.
3.9.2.1. Image
3.9.3. Recommended signs include but are not limited to:
4. Staff who have body temperature of 37.5 degrees Celsius or above
4.1. Staff to be instructed to go to company panel clinic or to the closest clinic as advised by HR
4.1.1. Staff to go back home upon obtaining MC or to Hospital for further screening as advised by the Clinic
4.1.2. Staff with symptoms of COVID-19 to be monitored closely by HR. Staff to be instructed to take swab test or any appropriate test
4.1.3. Staff with positive COVID-19 Refer COVID-19 Ministry of Health (MOH) Procedure
5. SPECIFIC SAFETY PROCEDURES & PREVENTION MEASURES
5.1. 1. Safety Briefing
5.1.1. Image
5.1.2. Reference: Link to WHO