Case Study - Zurich

Q1. What is Zurich doing to protect its employees?

Zurich is taking a coordinated approach. Working with division and business unit Business Continuity Management Managers/Risk Managers we have reviewed and updated our business continuity plans in view of a pandemic. The plans are considering recommendations from the World Health Organization (WHO) and the Health Protection Agency (HPA) and in line with local government requirements.

Q2. What can people do to protect against infection?

General hygiene can help to reduce transmission of all viruses, including swine flu. This includes:

• Covering your nose and mouth when coughing or sneezing, using a tissue when possible
• Disposing of dirty tissues promptly and carefully
• Maintaining good basic hygiene, for example washing hands frequently with soap and water to reduce the spread of the virus from your hands to face or to other people
• Cleaning hard surfaces (e.g. door handles) frequently using a normal cleaning product
• Making sure your children follow this advice.

Q3. Some members of my team fall under the definition of “vulnerable individuals”, and they are starting to express concerns about coming to work.  What should I do?

Some people are more at risk that others of developing complications if they catch swine flu e.g. pregnant women, people with chronic lung, heart, liver and kidney disease, diabetes or asthma. People who fall under the term “vulnerable individual” should contact NHS Direct or their GP for specific advice in respect of their own medical condition.

The Health Protection website also provides guidance for “vulnerable individuals”.

If people feel well they can continue to go about their normal activities including attending work.

Travel

Q4. Are there any restrictions on travel to any countries where cases of swine flu have been confirmed?

There are no travel restrictions imposed (as at 20 July 2009).

Q5. What is Zurich’s position on people travelling abroad on holiday to destinations where there are reported outbreaks?

Zurich has no travel restrictions imposed right now (as at 20 July 2009). For guidance on private travel people should contact the Foreign & Commonwealth office (FCO) or speak to their travel agent.

Q6. What about travel between Zurich sites?

Consistent with guidance from the Health Protection Agency and Zurich group policy there are currently (as at 20 July 2009) no restrictions on travel and we should aim to be conducting business very much as usual.

Absences

Q7. We currently monitor employee’s absence and record these on SAP HR.  Should we do anything different in relation to swine flu?

Overall the approach is the same.  All sickness absence should be recorded as normal.  It is particularly important during the current swine flu pandemic that the recording of sickness absence is done on a daily basis so that we can obtain accurate and up to date MI as and when requested. Remember to key correct pandemic code.

Q8. What do I do if someone from my team has a member of their household with swine flu?

We need to do everything we can to ensure that we can keep our business running, and individuals will be expected to attend work as usual. Even if they are given an anti viral as a precaution, there is no need for them to isolate themselves from other people as long as they remain well. They should continue to monitor their health.
Only if the person is being investigated as a possible case of swine flu themselves will they need to stay away from work.

Q9. If a member of my team starts to feel unwell, what should I do?

If someone starts to feel unwell at work, they should go home and call their doctor or phone NHS Direct (0845 46 47). They should advise you before they leave work and keep you updated.

Q10. What should I do if a member of my team’s child’s school closes or if they suddenly have dependents at home as a result of pandemic flu?

We need to do everything we can to ensure that we can keep our business running, and individuals will be expected to attend work as usual. We would expect individuals to explore alternative childcare arrangements which may include working from home where feasible.

In the event that individuals can’t find alternative arrangements and can’t work from home the person you should decide whether the time off should be paid, unpaid, time off in lieu or holiday in line with the Emergency Leave policy which is published on the UK Intranet. We would expect you to be as flexible as possible.

Q11. What do I do if someone in my team wants to change their working hours because they need to look after dependants at home?

We need to do everything that we can to keep the business running. However, we should also be sensitive to individual needs and where we can possibly find a way of accommodating both, we should do so. For example, if someone is able to do their job outside core office hours, we should try to make this possible. Any changes to working patterns should be made in agreement with the person concerned.

Q12. What should I do if someone is worried about the possibility of getting infected while in the office or travelling to the office and wants to stay at home?

Employees will be expected to make every effort to attend work. Fear will not be an acceptable reason for not attending work and such absences will be unpaid.

Q13. A member of my team hasn’t got any symptoms but has been in contact with someone who has been diagnosed with swine flu. What should I do?

We need to do everything we can to ensure that we can keep our business running, and individuals will be expected to attend work as usual. There is no need for individuals to isolate themselves from other people as long as they remain well. They should continue to monitor their health.

Q14. What happens if someone gets sick in the office?

If someone starts to exhibit flu like symptoms, they will be asked to go home in the same way as normal. They should keep you informed of the diagnosis.

You should report this to the senior manager responsible for health and safety at your location. 

You should also update SAP HR using the correct pandemic code.

Q15. What happens if someone from my team is confirmed as having swine flu?

You should report this to the senior manager responsible for health and safety at your location.  

You should also update SAP HR using the correct pandemic code.

Q16. What about 3rd party suppliers in the office – will they be subject to the same precautions as Zurich employees?

We are working with all our third party suppliers, vendors and contractors to ensure a best approach to business continuity. In terms of Health & Safety precautions, all people working on Zurich premises will be expected to comply.

Q17. Might we consider closing offices and if so, how would I find out about it?

We don’t currently anticipate having to close any of our offices.  The Health Protection Authority (HPA) will undertake a risk assessment and will advise on potential building closures, although current thinking by the HPA is that this is an unlikely scenario.  However, if we do have to do so in the future, we will use the normal communication channels to let you know:

• A message will be posted on the Employee Information Line
• Managers will be briefed
• The UK Intranet will be kept updated with office closures
• We will put signs on the doors of buildings which have been closed
• We will liaise where possible with local media

Q18. Are we switching off air conditioning to minimise risk of infection?

No – the advice we have received is that air conditioning does not spread the virus which is not airborne. 

Q19. What can I do to keep our business running and make sure our customers are getting the service and support they need?

Try to be as flexible as you possibly can. We may be asking people to consider working overtime or from home, or to be flexible about booking holidays. Additionally, we may ask people to carry out alternative duties to their usual day jobs to ensure that our critical business processes can keep delivering service.

Q20. Who do I contact for more information about pandemic flu?

If you want to find out more about the flu itself, you should speak to your local GP, contact NHS direct (0845 46 47) or look the Health Protection Agency website http://www.hpa.org.uk/.  For more information from Zurich keep looking at the intranet site – or send any questions to the special email address:  GBZ_other pandemic flu

Personal Protective Equipment

Q21. What personal protective equipment will be supplied and how will I get it?

We have arranged for a number of hygiene measures to be implemented as appropriate with your senior location manager responsible for health and safety including hand gel and tissues.  .

Q22. What about field workers? What is Zurich doing to support them?

We’ll be providing personal protective equipment for high risk field workers through their managers. Otherwise, will have access to masks through managers same as everyone else and all aspects of policy apply to them to.

Q23.Where do I go for more information if someone asks me a question I can’t answer?

If there is no answer to your question on UKi or in the targeted emails we send you, email your question to the special address: GBZ_other pandemic flu, in the first instance.

Q24. Is there anything I need to do right now?

You should ensure that you keep up to date with news and information on the UK Intranet – accessible through a home page banner. You should also ensure you have deputies in place and your team know who to contact if you are off sick. Also, you should make sure that your personal details and those of your team (home address, next of kin details etc)