COVID Straight Talk for Employers

Home > COVID Straight Talk for Employers

This is a toolkit to help employers improve
safety protocols and reduce the risk of COVID-19
in indoor workplaces.

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PDF version of this guide

Coming Soon

Click here to download

COVID-19 can stay in the air for a long time. It may travel through vents and heating, ventilating, and air-conditioning (HVAC) systems into other rooms. It can float into anyone’s nose or mouth, even if they are not in the same room or near someone who is sick.

The COVID-19 virus is a workplace hazard. The quality and maintenance of HVAC systems are critical to reducing the spread of harmful particles indoors.

It’s really hard to figure out where to get started, especially when it comes to air quality. We worked with building science professionals, public health workers, and healthcare workers (HCWs) to develop a comprehensive set of M.A.D. guidelines for the workplace.

 

Use these M.A.D. guidelines to:

  • Talk to your HVAC engineer/maintenance person about your building’s ventilation system 

  • Talk to employees about how you’re keeping them safe. Keeping them safe reduces absenteeism and maintains business continuity

  • Point you toward resources that will provide tailored recommendations based on your needs

Do NOT use these M.A.D. guidelines:

  • As the final and only set of guidelines for COVID-19 safety in the workplace. Every workplace is different. Last Mile has gathered additional resources that will help you tailor changes to your
    specific needs

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DO:

  • Provide masks to employees and make masking mandatory

  • Remind employees to wear their masks at all times

  • Post signage to remind people to mask

  • Click here to download signs


Factor 1: PPE

Q: Should we provide PPE to all employees and mandate wearing masks?

  • Yes. OSHA (Occupational Safety and Health Administration) recommends employers provide PPE to employees

  • At a minimum, employers should provide workers with fresh disposable masks or reusable cloth masks. Create a culture of masking in the workplace. It is the vital first step to preventing direct person-to-person spread of the virus

Q: What masks should we give to employees?

  • If masks are mandated and that policy is enforced, then cloth masks are enough to help stop the spread

    • Cloth masks do not trap all virus particles coming in, but they do make it hard for an infected person to emit these particles into their surroundings. If all employees wear masks, there is a very low risk of disease transmission

  • Give each employee several durable, washable cloth masks to use and take home. Maintain a supply of masks onsite to give to employees that forget their masks

  • Click here to read more on masks here

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DO:

  • Run your HVAC systems continuously when buildings are occupied, and for
    2 hours before and after the workday 

  • Bring in fans to help move the air throughout all rooms

  • Open the windows in all rooms 

  • Hang up signage that reminds employees to keep windows and doors open

  • Signs will be available soon for download


Factor 2: HVAC Filtration System

Q: Has the HVAC system been updated for COVID-19? What standard of air filtration does the system use?

  • The system should be evaluated and updated to meet increased standards for COVID-19 safety 

  • Ideally, the system should be fitted with minimum-efficiency reporting value (MERV) 13+ or high-efficiency particulate air (HEPA) filters. Both are considered the most effective at removing COVID-19 virus particles from the air

    • HEPA filters will catch nearly all COVID-19 virus particles in the ventilation system. These filters remove more than 99% of ultrafine particles from the air. Click the following links for detailed technical information from ASHRAE and NASA

Q: Should we implement the highest-efficiency filter we can find?

  • Yes and no. Higher-efficiency filters in general can be helpful in reducing the spread of viruses. However, a high-efficiency filter may have a high initial pressure drop, which can diminish airflow and damage the HVAC system

    • Not all systems are capable of handling HEPA filters. Consult with your HVAC expert and/or building manager about filter options. Click on the following links to read more information on HEPA filters: ASHRAE NAFAQH

Q: Do ultraviolet (UV) lamps work?

  • It depends. A properly designed and maintained UV system—in combination with filtration, humidity control, and airflow management—has been proven to reduce the spread of infections from other viruses. It could be useful as a supplemental precaution against the COVID-19 virus

    • The details of the HVAC system are very important (eg, design of fixtures, lamp type, lamp placement, airflow amount, and mixing, etc). Adding UV to an existing system without considering other factors would likely not make a difference. Consult with your HVAC expert to see if adding UV would be useful in your building. Click here for more
      information: ASHRAE 

Q: What about ionizers, ozone generators, plasma, and other air-cleaning technologies?

  • None of these technologies have been shown to be effective in practical situations. HVAC filters and airflow settings are more effective. Click here for more information: ASHRAE 

Q: How often is the HVAC system cleaned?

  • You should refer to the guidelines specific to the system and schedule cleaning according to those guidelines

    • A general recommendation is at least 3–4 times a year, but guidelines vary widely by HVAC model, so ask your HVAC expert what the recommendation is for your specific system

Q: What protocols are in place to ensure that employees are not at risk of compromised airflow during HVAC maintenance?

  • Ideally, maintenance should be done when employees are not in the building so that any changes in airflow resulting from the filter change or cleaning will not impact employees

Q: What are some nonstructural changes I or my employees can implement right away?

  • Follow all the Do’s listed in the Air section, above

  • To check out some easy and affordable hacks click here.

Q: During the winter, how do I keep the workplace warm if I have windows and doors open and cold air is coming in?

  • Bring in space heaters to warm up the indoor air, but try to leave windows open to freshen the air and to keep it moving

  • Encourage the use of, and provide a budget for, your employees to buy personal thermal clothing. Our personalized recommendations for thermal wear and other PPE products that fit your budget will be available soon here.


Factor 3: Air Refresh Rate

Q: How much fresh air comes into the HVAC system?

  • The HVAC system should be set to “High refresh” or “Economy” mode

    • These settings indicate that the HVAC is bringing in a lot of new air from outdoors to refresh the indoor air. Fresh air dilutes the inside air, lessening the density of virus particles

    • ASHRAE recommends that you run your HVAC systems continuously when your building is occupied, and for 2 hours before and after the workday. This also ensures that any stale air from when the system has been turned off has been cycled by the time people come in

Q: Are portable HEPA filters useful?

  • They can be, depending on the Clean Air Delivery Rate (CADR) and the size of the room

    • The CADR will tell you how much clean air the purifier can deliver to an area based on how big the space is

    • What’s a good CADR?

      • That depends on room size and the type of purifier. Check the purifier manual and evaluate the purifier based on its capabilities and the size of the area where it will be used. For more detailed information, click here: NAFAQH ASHRAE

Q: What do I need to know if I have a ductless filtration system?

  • Unlike HVAC systems, where the heating, cooling, and ventilating are all in one system, ductless systems have a dedicated outside air system (DOAS) that moves outside air into the building. The plus side of having a DOAS is that you’re not recirculating inside air, which means you don’t have to worry about blowing the virus around through the ventilation system. 

  • The main question to ask is how can you increase outside airflow into the building while also filtering out harmful particulate matter

    • In general, if your system is cycling less than six air changes per hour, then consider adding filtration via a portable filtration unit (Refer to the question above about this topic)

    • Use this tool from Safe Air Spaces to get an estimate of the number of air changes in
      your space


Factor 4: Humidity

Q: What is the humidity level in the building? Is the humidity being tracked and controlled?

Maintaining 40%–60% relative humidity is recommended by ASHRAE

  • The virus spreads in the air through large droplets and airborne aerosols. Since droplets are mostly filled with water, more humidity increases the size of the droplets, which then fall onto surfaces. Surfaces can be sanitized easily, unlike the air

  • A humidity level between 40%-60% is better for the body. It helps keep the respiratory and immune systems well lubricated and functioning properly, which helps combat infection

    • However, too much indoor humidity (higher than 80%) can lead to the growth of mold and other types of harmful pathogens

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DO:

  • Reduce the density of employees indoors

  • Add physical barriers to create distance, such as plexiglass 

  • Post signage to remind people to physically distance. Click here to download signs 

  • Put tape down on the floor to visually mark adequate distances and/or to indicate
    individual workspaces

  • Reevaluate your room capacity to reduce density

Factor 5: Time

Q: Should we reduce the amount of time employees spend indoors?

  • Ideally: Yes! Employees should work outdoors when the task and weather permits

    • Shifts can be shortened and staggered

    • Employees can rotate days where they work partly or entirely from home, if possible


Factor 6: Density

Q: Should we reduce the density of the indoor space?

  • Ideally: Yes! Reducing the density will limit close contact between employees, helping prevent the spread of the virus

    • There are several ways to reduce density:

      • Stagger work shifts or have employees rotate working from home

      • Space out workstations using all available space to allow physical distancing  

        • Employees should spend most of their time at least 6 feet apart from
          each other

      • Have employees work outside whenever possible

Q: How can I make working outside comfortable when the outdoor temperature is low?

  • Use propane heaters in outdoor workspaces so that workers stay warm

  • Use space heaters to warm up the indoor air, and try to open windows  that will bring in fresh air and keep it circulating

  • Encourage the wearing of, and provide a budget for, your employees to buy personal thermal clothing

  • Take our quiz to get personalized recommendations for thermal wear and other PPE products that fit your budget.

Hacks that everyone can do at work or home

Hang up posters at your workplace

We’ve designed this set of COVID Straight Talk posters on how to get M.A.D. and stay safe from COVID-19.

Post these signs in breakrooms, at entryways to buildings, and wherever else will serve to remind everyone how best to protect each other from the virus.

 

Click on the image to download PDF. Click here for the PDF to send to a printer.

Click on the image to download PDF.

Click here for the PDF to send to a printer.

Click on the image to download PDF. Click here for the PDF to send to a printer.

Click on the image to download PDF.

Click here for the PDF to send to a printer.

 

Print up flyers and postcards for your workers and customers

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Tap on the image to download and print the PDF.

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Share this employer toolkit with other business owners, leaders, and organizations. Here are templates for social media posts, emails, and text messages.

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NIOSH Hierarchy of Controls Explained

The CDC and NIOSH use the Hierarchy of Controls to address workplace safety. Employers often use this framework to create safe workplaces.

We wrote up a document to explain how COVID Straight Talk’s M.A.D. Guidelines correlate to the CDC and the NIOSH Hierarchy of Controls.

Resources We Love

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Employer Best Practices for COVID-19

Our partner, the National Employment Law Project (NELP) created an Employer Best Practices Guide to help employers support workers during the COVID-19 pandemic. It contains guidance on providing emergency benefits, maintaining a safe workplace, and supporting laid off or furloughed employees.

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HVAC Guidelines to Safely Reopen

Along with the Urban Design Forum, our partner, The Van Alen Institute, developed safe reopening strategies through their program, the ’s Neighborhoods Now, a project that paired leading design firms with neighborhoods in NYC hardest hit by the virus. Their collaboration with KPF created a set of tools with the Bedford Stuyvesant Restoration Corporation and KPF generated a 235 page plan for businesses to reopen. 

Go to page 106 to read the section on HVAC guidelines for addressing the airborne transmission of COVID-19. The guidelines contain drawings to three tiers of HVAC set-ups along with guides to air changes per hour, ASHRAE recommendations, and air purification equipment. It contains a set of design recommendations, prototypes, and installations that empower communities to respond to their immediate needs and build safety infrastructure for the future.

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Risk Estimator Tool

Dojo is a tool to estimate your risk of getting COVID-19 through aerosol transmission at work.

Using the space’s size, occupancy, and ventilation settings, as well as local conditions and the presence of a COVID-19 carrier, Dojo provides an actionable risk estimate based on how long you spend in the space. To put the numbers in perspective, it compares your COVID-19 risk with your average risk of dying in a car crash.

Our partner, Silverstein Properties, teamed up with Dr Jose L. Jimenez of the University of Colorado and a team of scientists to design Dojo.

English site
Spanish site

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Download Free Posters on Masking, Distancing, & Hand Washing

Along with the Urban Design Forum, our partner, Van Alen Institute, worked with three design studios — Partner & Partners, Pentagram, and Two Twelve — to create bold, colorful, and simple posters to convey COVID-19 safety protocols. These posters encourage mask usage, social distancing, and hand-washing. There are 50+ posters available in Arabic, Bengali, English, and Spanish. Download the posters here. Hang up these posters next to the posters we created on air safety.

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Racial Equity and Social Justice Resources

Racial Equity Tools offers education and strategies for individuals and groups working to achieve racial equity. An extensive Resource List addresses COVID-19 through a racial equity lens as well as many other tools and resources to learn and connect with the social justice community.