نماذج بريد إلكتروني لإجراءات الموارد البشرية في ضل تفشي وباء كورونا (كوفيد-19)

مع إعلان منظمة الصحة العالمية تفشي فيروس كورونا (COVID-19) رسمياً بأنه جائحة ، بدأت الشركات في جميع أنحاء العالم في اتخاذ إجراءات ضد انتشاره.

بالنسبة إلى الموارد البشرية ، فكان من بين الإجراءات التي تم اتخاذها إرسال إعلانات توعوية حول التعامل مع الوباء على مستوى الشركة ، وتحديث سياسة العمل عن بُعد وسياسة العمل من المنزل ، وإعداد سياسة مخصصة للتعامل مع حالات الإصابة بفيروس كورونا ، وتقديم خيارات عمل مرنة ، وما إلى ذلك وبالتالي يمكن القول ان الموارد البشرية في 2020 ليست كما هي قبل 2020 ، حيث طرأت الكثير من الإجراءات التي لم يكن معمولا بها في السابق وصار العمل بها ضروريا او الزاميا وكذلك العكس.

لكن ينبغي الإلتفات الى أن الطريقة التي توصل بها هذه التغييرات إلى فريقك هي مهمة أيضا ، لأنه عندما يتعلق الأمر بالصحة العامة ، فانه لا ينبغي التهاون بالموضوع ، وكذلك لا ينبغي المبالغة في رد الفعل أيضًا.

أبلغ الموظفين بالإجراءات الاحترازية التي تتخذها شركتك وقدم إرشادات واضحة حتى يتمكن الموظفون من حماية أنفسهم ومكان العمل ، في مثل هذه الأوقات من الاضطراب والضبابية حول المعلومات المتغيرة في كل لحظة ، يتمثل دورك في الموارد البشرية في مساعدة الجميع على التزام الهدوء ، ولكن في نفس الوقت ضمان تنفيذ سياسات جديدة.

لقد تم صياغة نماذج البريد الإلكتروني أدناه والتي يمكنك تنزيلها وتخصيصها وإرسالها إلى موظفيك لإبلاغهم بالإجراءات الوقائية للشركة ضد COVID-19 ، والمشار إليه أيضًا باسم فيروس كورونا.

من المفيد اتاحة خط تواصل مفتوح يُمَكِّن الموظفين من التواصل معك بناءً على الوضع الحالي في المنطقة التي تعمل فيها إضافة لرسائل البريد الإلكتروني التالية ، حتى يتمكن الموظفون من معالجة مخاوفهم أو أسئلتهم حول تفشي الوباء.

المرحلة 1: عندما يكون خطر انتقال عدوى فيروس كورونا (COVID-19) في منطقتك منخفضًا

في هذه المرحلة ، من المهم توعية الموظفين بالموقف وإخبارهم بأنه قد يتعين عليك اتخاذ تدابير إضافية إذا زاد تفشي الفيروس في منطقتك.

ركز بريدك الإلكتروني على أهمية النظافة جنبًا إلى جنب مع الإرشادات لأولئك الذين سافروا أو يخططون للسفر إلى المناطق عالية الخطورة.

Subject: Coronavirus preventive measures

Hi all,
We’re closely monitoring the updates around the coronavirus (COVID-19) outbreak. Although for the time being our region is mildly affected, we want to act fast and ensure we’re taking all the precautionary measures to avoid any risks.

This is why we’d like you all to pay extra attention and implement the following guidelines:
Sick leave:
If you’re feeling sick, leave the office immediately and stay at home until you’re completely asymptomatic. Common COVID-19 symptoms are coughing, difficulty breathing and fever, but we ask you to use your sick leave even if you have the slightest symptoms in order to prevent potential infection in the workplace.
If you are diagnosed with COVID-19, use your sick leave as usual. You can refer to our sick leave policy [insert link] for more details on the process. You can return to the office only after you’ve fully recovered, with a doctor’s note confirming your recovery.
Travel policy:
As of today, all business trips to high-risk areas are canceled. (You can consult the WHO Coronavirus disease (COVID-19) travel advice for more details.) If you had a trip planned to those areas (e.g. for training or to attend a conference), we will try to rearrange that when we have official assurance that it’s safe to travel.
If you have traveled to any of the high-risk areas (or if you’re currently there), please contact HR and your manager as soon as possible. We might ask you to work from home for 14 days until you’re fully asymptomatic and avoid all in-person contact with colleagues in the meantime.
The above applies even if you didn’t travel, but you live with someone who did travel to a high-risk area recently (e.g. a spouse, a flatmate or a child).
Please don’t hesitate to reach out to HR if you have any doubts about which areas are considered high-risk. Also, as guidelines on international travel guidance are regularly updated, be mindful of any upcoming trips you’ve booked, including those in areas that are currently low or moderate risk.
Working from home:
If you’re catering for a family member who’s been diagnosed with COVID-19, but can work, you can request to work from home. Talk to your manager to see if this is possible, based on current projects and team needs; if not, we’ll ask you to use your paid leave.
Hygiene:
We’re already cautious when it comes to office hygiene, but in times like these, we ask you to ensure you follow these official guidelines:
Wash your hands regularly throughout the day for at least 20 seconds at a time.
Use hand sanitizers with at least 60% alcohol – we’ve equipped the office so you can find one anywhere.
Avoid touching your face – especially eyes, nose, and mouth – with your hands.
Cover your mouth with your elbow when you cough or sneeze.
Open the windows regularly to ensure regular fresh air flow.
Your health is our top priority, so we will keep an eye on any developments around the coronavirus outbreak and will let you know if there are any extra precautionary measures we all need to apply.

There’s no need to panic – let’s all contribute to keeping our workplace safe. Feel free to reply to this email or stop by HR if you have any questions or concerns.

Thank you,

[Your name]
[Your email signature]

المرحلة الثانية: عندما يكون خطر انتقال عدوى فيروس كورونا (COVID-19) في منطقتك معتدلاً

في هذه المرحلة ، ينبغي البدء في تنفيذ إجراءات أكثر صرامة ، مثل تقييد وصول الزوار إلى المكتب. تحتاج أيضًا إلى إعداد فرقك للمرحلة التالية.

تذكر أنه مع زيادة تفشي المرض ، قد يبدأ الموظفون في الشعور بالتوتر حيال ذلك ، لذلك ، تأكد من إعطائهم إرشادات واضحة وسياقات وبروتوكولات وقاية صحيحة حتى يتمكنوا جميعًا من التزام الهدوء والحذر.

تذكر أن دورك هنا مساعدتهم ودعمهم بأي طريقة ممكنة.

Subject: Coronavirus preventive measures

Hi all,
Following up from [last week’s] email and considering the updates of the coronavirus outbreak in our region, we want to take some extra measures to protect our teams’ health.
Visitors policy:
Effective immediately, we’re restricting visits from external partners, customers, candidates and any other guests in our offices. Please cancel any meetings you’ve already planned with them and reach out to our IT department to get support on how to run these meetings virtually if possible.
We are canceling any scheduled events that would take place in our offices. Don’t make plans to host other events until further notice.
You’re also advised to refrain from visiting partners’ offices and scheduling meetings in coworking spaces.
Travel policy:
All business trips, no matter the destination, are now canceled. If you have something planned, talk to your manager; we’ll try to rearrange trips when we have official guidance that’s it’s safe to travel.
If you have recently traveled (to any location) or live with someone who did, please reach out to HR and your manager. As a precautionary measure, we might ask you to work from home for 14 days until you’re fully asymptomatic.
Work from home:
We’re expanding our work from home policy, so you can talk to your manager and HR about the option to work from home in cases where:
You commute using public transit.
You have a medical background such that COVID-19 could put your health at risk.
You live with elderly/children/people with chronic diseases/etc.
In the following days, we will provide you with technical guidelines, along with some productivity tips, to help you work from home effectively. In the meantime, please reach out to your manager in order to coordinate regular meetings and workload.

For those of you who still work from the office, be extra cautious with hygiene and try to avoid overcrowding meeting rooms. In case you have the slightest symptoms (e.g. cough) but can work, don’t risk staying at the office. Talk to your manager immediately and work from home or get sick leave.

These all might sound like inconveniences, but they’re preventive measures we need to take in order to protect our health, and also not infect our loved ones or fellow citizens. We’re also doubling down on our efforts to keep the offices sanitized.

We will be monitoring the COVID-19 outbreak and will let you know as we have new guidance from the local authorities. Stay healthy and don’t hesitate to contact your managers or HR, if you have any questions or concerns.

Thank you,

[Your name]
[Your email signature]

المرحلة 3: عندما يكون خطر انتقال عدوى فيروس كورونا (COVID-19) مرتفعاً

في هذه المرحلة ، يكون الموظفون على دراية بالفعل بالوضع، ولكن مع إعلان تفشي COVID-19 رسميًا جائحة ، تحتاج إلى اتخاذ المزيد من الإجراءات الصارمة ، مثل إغلاق المكاتب واعتماد نموذج عمل افتراضي بالكامل.

يتوقع الموظفون على الأرجح مثل هذا الانتقال ولكن تأكد من منحهم جميع الموارد اللازمة للتكيف بسلاسة قدر الإمكان.

Subject line: Coronavirus preventive measures

Hi all,
I hope you and your loved ones are all healthy.

As we monitor the situation and follow the guidance of local authorities and the World Health Organization, we have decided to make work from home mandatory across the company.

Starting from [date] you’re all asked to work from home – our offices will be open in case you need to go and take your things (e.g. laptops, notebooks, chargers, etc.) or coordinate some details with your colleagues.

You can find here [link] comprehensive guides on how to work remotely effectively and what tools to use in order to keep being productive. Get in touch with your manager and team members to discuss best ways to connect virtually.

[You can also include specific, official guidelines from the government that may apply, such as pay to hourly employees, additional parental leave, etc.]

At this point, we can’t tell for how long we’ll have to work remotely but rest assured we’ll do anything we can to help you adjust to this new virtual work environment. This is a measure we need to take to protect our health but also minimize the risk of further spreading the virus.

We, in the HR team, and your managers are always available to discuss any questions or concerns you may have. If you’re unsure about something, simply ask and we’ll find a way to make it work for everyone. Above all, we want to remain safe, healthy and calm.

Thank you,

[Your name]
[Your email signature]