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Preparation & Communication Foster an Adaptive, Safe Workplace During COVID-19 Pandemic
Friday the 13, March 2020 – P&J’s President and a Vice President are the first two employees quarantined with potential COVID-19 exposure.
In years past, this moment would have instigated a cascading series of events leaving us with unclear leadership and shuttered jobs. Instead, our foresight and crisis preparedness paid off. Our forward-thinking management team ensured our business continuity. We successfully prepared for, communicated, andmanaged this—and themany subsequent uncertainties of 2020—while staying open. As the pandemic moved into the U.S., our executives set two priorities to guide our decisions for the months to come: 1) Keep our employees safe, and 2) keep working. Our owners and executives have always believed in putting People First and taking care of our employees as we would
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OUR OWNERS AND EXECUTIVES HAVE ALWAYS BELIEVED IN PUTTING PEOPLE FIRST AND TAKING CARE OF OUR EMPLOYEES
our own family - with respect, urgency and transparent and meaningful communication.
As on our job sites or during disaster recovery, thorough planning is critical to responding safely to rapidly changing conditions. In February 2020, our executives first discussed the potential impacts of COVID-19 and how to keep our employees safe. By mid-March, we finalized and deployed crisis plans to our teams as our country and the world shut down, almost an entire month before our industry peers. Beginning March 11, our crisis management team, including our President, key corporate services leaders, key operational leaders, and our Medical Director, convened multiple times a week for the first 45 days of the pandemic. Along with other necessary departments, they established regular and precise communications to our workforce via emails from our President/CEO, daily texts and emails, a COVID-19 information SharePoint site, and a company-wide town hall meeting via Zoom.
We were determined to protect our entire workforce and their families. Through our MedLine service, our Medical Director served as the primary contact regarding all things COVID-19, and supported our employees and their family members by discussing symptoms and exposure and coordinating rapid testing appointments. Essential on-site employees were assessed for symptoms and possible exposure daily, self- reporting if necessary. Daily self-assessments, in conjunction with our COVID-19 Pay Policy, were key to helping us successfully manage our exposure. Our detailed and clearly communicated pay policy for time off related to COVID-19 reassured our employees and removed financial stressors, ultimately destigmatizing self-
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reporting possible exposure or symptoms. In 2020, P&J paid out a total of $704,430 through the new program as part of our commitment to supporting our essential workers. As of the end of 2020, P&J has invested $837,534 in COVID-19 programs such as new PPE, rapid testing (for employees and their family members), face coverings, hygiene/sanitization kits, new mass texting software, and a new pay policy. We may be asked to stay home, but germs can’t keep the world from turning. Our work on critical infrastructure crisscrossed the nation was rightly deemed essential to the function of our nation. Our management closely monitored travel beginning in February, and we closely followed CDC guidelines. We eventually established travel restrictions applying to most company travel, with all necessary travel reviewed and approved. We also established a “re-entry” evaluation and process following CDC guidelines. These processes contributed greatly to protecting the health of our people and the continuity of our business. In addition to travel restrictions, we implemented new jobsite policies and protocols, including allowing only one Operator per one cab per day, filling vans to only half capacity, and cleaning all touch points on equipment daily. Our Safety department adjusted our daily JSA meetings, managed new sanitation requirements, and coordinated all supplies necessary to
avoiding jobsite outbreaks. We equipped our field and office employees with face coverings and hygiene/sanitation kits well before our clients set these requirements. Overall, we quarantined 365 employees and had 51 positive cases, by the end of 2020. That is an impressive 4.6 percent of a 1,100 person workforce! Throughout the global crisis, the majority of our clients expected or demanded we continue to work. Our policies and procedures ensured our business continuity through summer P&J’s MedLine service is an in-house phone number that allows employees to directly contact an in-house medical professional. While this has traditionally been used for quick response to first aid and other workplace concerns, during the pandemic the service received and handled more than 500 more calls regarding non-work-related issues this year than in 2019.
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Hygiene kit given to all employees
tissues
face covering
hand sanitIzer
hand towEL
when many industries were shut down or could not survive. Only one client chose to close a project. All other sites remained open
Even with no end in sight to the COVID-19 pandemic, we are proud of how our entire P&J family pivoted and adapted to ensure our projects stayed on schedule and budget, and our headquarters kept operating with little interruption. The importance of meeting face-to-face will not die with the pandemic. But we have embraced technology to maintain our business communications.
throughout the crisis.
Throughout the pandemic, our office staff seamlessly supported our operations teams by collaborating from home via Microsoft Teams, providing live updates and easy access to new policies and protocols for employees through SharePoint, and meeting via video chat. At one point, we hosted 400 employees on one Zoom call!
We earned, yet again, our reputation for being tough, resilient, and innovative. Thanks to you, P&J has true grit.
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COVID-19 INVESTMENTS Keeping Each Other Safe, At Work & At Home
Our Priorities
Keep Employees Safe
Keep Working
Actions Taken
Early & honest communication with employees
Early use of face coverings and sanitization
MedLine advising & scheduling of rapid tests
Implemented COVID-19 pay policy to ensure employees report symptoms instead of not reporting in fear of missing a paycheck
Implemented “One cab, one operator” and other safer jobsite protocols
Daily self-assessment before reporting to work
Restricted business travel with approval process
First employees quarantined
Travel restrictions & approval process in place COVID-19 Info hub site launches
Daily communication with employees begins
Continuous communication around changing COVID-19 protocols
P&J Crisis Management Team begins early planning & monitoring
Face coverings & social distancing mandatory
Live Town Hall meeting with Q&A
February
March
April
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$837,534
Investments Made
Total Spend
$48,000
$22,000
in $50 Walmart gift cards for employees
on communication software for daily text messages to employees $704,430 paid out through COVID-19 pay policy $61,104 on personal hygiene kits, cleaning supplies, and face coverings
$2,000
on two electrostatic fogging machines for sanitation
RESULTS
Through 2020, only 51 of our 1,100 employees tested positive for COVID-19 / 1,100 51
P&J did not initiate a full closure or project shutdown due to COVID-19
Only 365 employees quarantined due to non-work exposure 365
1,100%
increase in MedLine
utilization from 2019
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