Guidance for your business

Page updated on: 09/09/2020

A risk assessment is a legal requirement for every employer and self-employed person to make - your existing assessment should be updated to take into account implications of Covid-19. The HSE website has the following resources:

This must be in accordance with Government guidance which does evolve and so should be checked regularly.

Things to think about are:

  • Floor markers to indicate safe distance.
  • Notices to be clear and in obvious places e.g. at entrance points, receptions, queuing areas, till points etc.
  • Appropriate changes to floor layouts to facilitate safe distancing. Desks positions, size of rooms, screens, hallways etc will need to be considered.
  • Limiting the number of staff within the premises at any one time by splitting shifts, staggering arrival/departure/lunch breaks etc.
  • Use of outdoor spaces should take into account layout of the areas, positioning of tables and chairs, sneeze screens between tables.
  • Remove all unnecessary obstacles

Working with partners, we have developed a clear and consistent message which will be used to reassure visitors and workers as they return to work, rest and play - Keeping Carmarthenshire Safe.

This aims to provide:

  • clear information
  • reassurance
  • support to businesses
  • a welcoming and safe environment

It is built upon a ‘social contract’ where all stakeholders and users are encouraged to act in everyone’s best interests. The Keeping Carmarthenshire Safe message will feature on Posters, PVC Banners, Floor vinyl’s for example. Businesses can download from a range of template posters that we have created as well as using the text for signage

Businesses are encouraged to use the same messages and these need to be available to staff and customers. Signage could include:

  • Physical distancing.
  • Hand washing (for 20 seconds with soap and water, or hand sanitiser).
  • Limits to the number of customers inside store at any one time
  • Contactless payment methods wherever possible.

The following posters are available to download and display where required. Space has been left at the bottom to add your own logo / branding.

Consider the layout of each premises including size, design, number of layout rooms, ventilation etc. Consideration should be given to:

  • One-way routes around the premises
  • How entry and exits points can be different.
  • Maximum number of persons permitted in the premises at any one time.
  • Room sizes and how physical distancing guidelines can be adhered to.
  • Rotation of staff who are in the office at any one time e.g. splitting staff into teams, creating a rota with no overlap etc.
  • Where an isolation area be made available.
  • Whether any areas should be closed e.g. kitchens, canteens etc.
  • Limiting meetings and, where possible, using other means of engagement.
  • Outside dining and working provision for staff as well as minimising risk of people dining together inside.

At times queues will be forming outside premises and businesses must ensure that they are managed responsibility with physical distancing maintained. Wherever possible queues should be formed to the left of any entrance and numbers of people in the queue at any one time restricted. Areas for queueing should be clearly marked.

Some staff may be considered frontline in terms of customer-facing. If so, you should ensure that PPE provision / equipment should be made available. Consider what is the correct personal protection equipment (PPE).  

Examples of PPE:

  • Disposable face masks, these will give customers and staff reassurance that they are protected and safe
  • Gloves
  • Hand sanitiser
  • Screens between desks/tables and at till points

Please check with your waste provider, how to safely dispose of your PPE.

From September 14, 2020, it is a legal requirement to wear face coverings in indoor public spaces as well as on public transport.

Businesses should consider removing “to pay by cash’ options methods and recommend contactless methods. Changes to payment methods should be communicated to customers and staff. Clear signage will help with this.

Staff should be trained and aware of any new rules, regulations and guidance that your business puts in place. These may include:

  • Personal hygiene guidance and assurance on what personal protection equipment (PPE) will be provided for staff
  • New rules around the cleaning of surfaces, product, and payment methods.
  • Recommendations of the safest ways to travel to and from work e.g. Taxi allowances, guides to safe walking/cycling routes or flexible hours to avoid limited capacity on public transport
  • Recommendations for staff wellbeing during working hours and break times, such as promoting open spaces and parks near your business.
  • Video comms is a simple way of communicating this to your team
  • Opening Modified ‘normal hours’ should be considered. Changes should be hours communicated to customers and staff.

Enhanced cleaning regimes might include:

  • More frequent cleaning.
  • Periodic deep-cleaning, where appropriate e.g. between team shift changes etc.
  • Communicate cleaning processes to reassure staff and customers.
  • Cleaning between each customer e.g. chairs, tables, condiments etc.
  • Enhanced and more frequent cleaning of doors/handles/toilets.
  • Provision of disposable hand towels rather than hand dryers.
  • Messaging to promote good hygiene e.g. frequent handwashing.

It is now compulsory for hospitality businesses and other high risk settings to collect contact details to support the Wales NHS Test, Trace and Protect service. Details of staff, customers and visitors need to be recorded. This is to prevent the spread of COVID-19.

This applies to:

  • Hospitality, including pubs, bars, restaurants and cafes
  • Cinemas
  • Close contact services including hairdressers, barbers, beauticians, tattooists, sports and massage therapists
  • Swimming pools, indoor fitness studios, gyms, spas or other indoor leisure centres or facilities.

To comply you need to:

  1. Maintain records of staff, customers and visitors to your premises for 21 days. This can either be done on paper or electronically but should adhere to General Data Protection Regulations (GDPR).
  2. Explain why you’re asking for contact information and encourage them to provide it.
  3. Display a notice on your premises or on your website. There is a poster you can download and print on the Business Wales website

What information do you need to record

You will need to collect the following information. This is regardless of any social distancing measures that you have put in place.

Staff

  • The names of staff who work at the premises.
  • A contact telephone number for each member of staff.
  • The dates and times that staff are at work.

Customers and visitors

  • The names of customers or visitors, or if it is a group of people, the name of one member of the group – the ‘lead member’.
  • A contact telephone number for each customer or visitor, or for the lead member of a group of people.
  • Date of visit and arrival and departure time.

What the records will be used for

NHS Wales will only ask for your records where it is necessary. This will either be because someone who has tested positive for COVID-19 has listed your premises as a place they have worked at, or visited recently, or because your premises has been identified as the location of a potential outbreak.

If you’re asked to do so, you should share the information of staff, visitors and customers with the NHS Wales Test, Trace, Protect service as soon as possible. Calls will only come from this number: 02921 961133. You shouldn’t share the contact information with anyone else.

Complying with the regulations

If you do not comply with these record keeping requirements, then our enforcement officers could issue a ‘Premises Improvement Notice’ or a ‘Premises Closure Notice’, or both depending on the circumstances. You can find out more about these requirements on the Welsh Government website.

If you need any further advice and support, Welsh Government have a list of useful FAQs on what you and your business can and cannot do during the outbreak