Managing Cold and Flu Season in the Office

As the colder months approach, offices can become a prime environment for the spread of germs, particularly during cold and flu season. With shared spaces, close working conditions, and frequent face-to-face interactions, the workplace can be a hotspot for illness. This can lead to increased absenteeism, decreased productivity, and even an office-wide outbreak. However, with proactive planning, it’s possible to manage cold and flu season in the office, ensuring a healthier workplace and minimising disruption.

Here are some suggestions on how employers and employees can work together to manage cold and flu in the office this winter:

Promote the Importance of Vaccination

The flu vaccine remains one of the most effective ways to prevent flu-related illness and reduce the spread of the virus in the workplace. While getting vaccinated is a personal decision, encouraging employees to get their flu vaccine can have a big impact on office health.

What employers can do:

• Educate employees on the benefits of vaccination. Ensure that employees are aware that the flu vaccine can help protect not only them but also those around them, including those with weakened immune systems or other health conditions.

What employees can do:

• Get vaccinated. Taking the initiative to get the flu vaccine can not only help protect you but also reduce the chances of infecting others in your office.

Encourage Sick Employees to Stay Home

One of the most important strategies in managing cold and flu season is reducing the spread of illness, and this starts with encouraging sick employees to stay home when they’re feeling unwell. While this may seem like a simple step, many employees feel pressured to come to work even when they’re sick, fearing they’ll fall behind or let down their colleagues. 

What employers can do:

• Create a supportive sick leave policy that allows employees to take time off without fear of judgment. This policy should clearly outline the importance of staying home when sick and should promote flexible sick days, including paid sick leave when possible.
• Encourage a culture of health where staying home when sick is seen as responsible for the health of the individual and the overall team.
• Communicate the policy regularly, especially during cold and flu season, to reinforce its importance.

What employees can do:

• Stay home when they are sick. If they are experiencing flu-like symptoms (fever, chills, body aches, sore throat, etc.), it’s better to rest at home and avoid spreading germs to fellow employees.
• Use sick leave wisely. Take time to recover fully, so you can return to work at full strength and avoid prolonging the illness.

Promote Hygiene and Cleanliness in the Office

Germs spread quickly in office environments, particularly on commonly touched surfaces like doorknobs, light switches, phones, keyboards, and break room areas. Maintaining a clean and hygienic office can help reduce the likelihood of germs being transmitted from person to person.

What employers can do:

• Increase cleaning protocols during flu season. Ensure high-touch surfaces are disinfected frequently, including shared equipment, printers, and kitchen areas.
• Provide hand sanitisers in common areas such as hallways, meeting rooms, and kitchens. Encourage employees to use them regularly, especially after touching shared surfaces.
• Install tissue boxes and make sure employees have easy access to disinfectant wipes to clean their desks and equipment.

What employees can do:

• Practice good hygiene by washing hands with soap and water for at least 20 seconds, particularly before eating or touching your face. When soap and water are unavailable, use hand sanitiser.
• Wipe down your workspace regularly, including your keyboard, phone, and desk. Many office tools are shared between coworkers, so personal cleanliness is important.
• Cover your mouth and nose when coughing or sneezing (preferably with a tissue or your elbow) to avoid spreading germs to others.

Encourage Remote Work and Flexibility

If your workplace allows it, encouraging remote work can be an effective way to limit the spread of illness while maintaining productivity. Employees who are feeling mildly sick may still be able to work from home, preventing them from infecting others while allowing them to get the rest they need.

What employers can do:

• Offer flexible working arrangements like working from home, staggered hours, or hybrid schedules to reduce the number of employees in the office at any given time.
• Set up tools for remote work such as video conferencing, project management software, and communication platforms to ensure seamless collaboration, regardless of location.

What employees can do:

• Work from home if you’re not feeling well but are able to be productive. If your workplace supports it, working remotely can help reduce the risk of transmission while allowing you to continue meeting deadlines.

Minimise In-Person Meetings and Encourage Virtual Options

During cold and flu season, it’s a good idea to limit in-person meetings and opt for virtual alternatives when possible. This not only helps reduce exposure to germs but also makes it easier for employees to participate remotely, even if they’re not physically in the office.

What employers can do:

• Encourage virtual meetings via video conferencing or phone calls to reduce the need for face-to-face interaction. For in-person meetings, keep the group size small and ensure that the meeting room is well-ventilated.
• Reduce unnecessary gatherings and encourage employees to communicate via email, chat, or video when possible.

What employees can do:

• Embrace virtual meetings and utilise video calls, messaging apps, and shared documents to collaborate on projects without meeting in person.

Promote a Culture of Health and Wellness

Creating a culture that values employee health and wellness can help employees feel more supported during cold and flu season. When employees feel that their well-being is prioritised, they are more likely to take care of themselves and stay home when sick, reducing the spread of illness.

What employers can do:

• Offer wellness programs or incentives for employees to take care of their health. This could include providing discounts for gym memberships, offering healthy snacks, or hosting wellness challenges.
• Encourage regular breaks and mindfulness exercises, as stress can weaken the immune system, making employees more susceptible to illness.

What employees can do:

• Focus on self-care by prioritising sleep, hydration, and balanced nutrition. Exercise and stress reduction techniques (such as meditation) can also help keep the immune system strong during flu season.

Know When to Seek Medical Help

It’s important for both employers and employees to recognise when it’s time to seek medical help. If someone is exhibiting severe flu symptoms, it’s essential that they get the correct treatment, especially those who may be at higher risk for complications.

What employers can do:

• Educate employees on symptoms of severe illness and encourage them to seek medical attention if they experience symptoms such as high fever, difficulty breathing, chest pain, or confusion.
• Support employees who need medical care by allowing time off for GP appointments or hospitalisations.

What employees can do:

• Seek medical care if you have symptoms of the flu or if you feel significantly worse after a few days of illness. Early treatment can help reduce the severity of symptoms and prevent complications.

To find out more information or if you need advice managing cold and flu season in your office please get in contact with our team of experts.

T: 0330 107 1037

E: contact@hpc.uk.com

LinkedIn: High Performance Consultancy