Covid 19 Risk Assessment

Branch Coronavirus (COVID-19) Risk Assessment and Control Plan

This Risk Assessment details the way in which Toolstation is managing the risks associated with operating in light of the Coronavirus (also called COVID-19) outbreak, via person to person proximity, and/ or surface contamination throughout operations.

Our branches are now fully open and operating with enhanced Covid secure safety measures in line with government guidelines

As the situation changes, we will evaluate our operation and make suitable amendments to the method of trading in the branches.

This assessment covers the following groups of people:

  • Colleagues;
  • Customers;
  • Members of the public;
  • External visitors; and,
  • Suppliers drivers.

Toolstation is following the UK Government advice whilst respecting regional Government variations in relation to safe working during the Coronavirus outbreak and regularly reviews its position in light of any changes or advances in thinking. The business is supported by a team of competent Health and Safety professionals who are an integral part of our business and decision making process in relation to operational changes and the impact on safe working generally as well as in respect to Coronavirus.

Should anyone be concerned that our branches are not following the controls detailed in this Risk Assessment, they should in first instance raise it with the local Branch Manager who will record it on our Incident Reporting System and investigate the matter accordingly putting in place corrective action where necessary.

James Mackenzie
Managing Director

Hazards / Potential Point of Transmission Existing Company Controls
Risk of contracting COVID-19 whilst travelling to and from work Colleagues are encouraged to use their own private transport to get to work where possible. Consideration will be made locally on how colleagues will get to and from work. Branches will, where possible provide facilities to enable colleagues to walk, run or cycle to work.

Car sharing is avoided although it may be preferable to using Public Transport. In such cases keep windows open to allow natural ventilation and try to keep car sharing with the same people as much as possible.
Risk of contracting COVID-19 from counter, warehouse and trade areas. This can be from physical contact, aerial transmission or deliberate acts of aggression from members of the public. Branches set up in accordance our Essential service Click and Collect model (either V2 or V3 depending on Branch)

Colleagues are reminded to stay 2 metres away from each other in warehouse operations. Markings at till points to provide social distancing

Increased cleaning and disinfection methods in place to reduce risk of contamination.

We have modified the branch layout so there are a range of options to serve customers. Branches will transition to different trading methods when they are satisfied they can do it safely.

Branches will either trade from the doorway (V2) or from the internal counter (V3). Both models have controls around social distancing principally around 2 metre separation and restricted access. In V3 customer numbers in the branch are controlled by car park marshal. Most Branches will be trading in V3 but can picot back to V2 (preventing customer access to the shop) if there is a local lockdown or concern.

Wipe down desks and trade counters regularly – including credit card readers – with antibacterial wipes

Stop all non-essential visitors attending the Branch

Colleagues regularly washing hands for 20 seconds with soap and warm water

Colleagues briefed on avoiding touching their eyes, nose or mouth unnecessarily or when their hands are unclean

Cash payments ceased. Branches are only taking electronic payments

Colleagues will wear gloves whilst working. This will provide a degree of protection and limit the temptation for colleagues to touch their face and mouth

Branches have a single delivery from a 3rd party delivery provider who operates from one of our warehouses. The nature of our deliveries means that can be carried out by the driver without interaction with our colleagues. This enables us to keep social distance from the driver. Drivers using the welfare failicited will thoroughly wash their hands

Car Park Marshals (CPM) can be utilised if there is specific local need. These operatives support ‘no contact’ ordering and help maintain social distancing. Depending on the model, the CPM can check stock, direct customers to catalogues queue and control access to the branch or queue.

Refund policy amended to avoid contact with clothes or items that require two person lifts

In busy periods, customers will be asked to wait in their vehicles

Any branches using V3 will have perspex screens installed on counter

No solo trading is permitted

Any colleagues returning to work should be given a full induction which includes our social distancing principles and any business unit safe ways of working guidance on our new operating models

Children are permitted to visit branches on the understanding that their parents will ensure they comply with social distancing principles. If these principles are not adhered to, the family will be asked to leave

Face Coverings are worn in all areas as per the requirements of the Government guidance. Freely available disposable masks can be provided in-store to encourage customers to wear masks

Any workwear, PPE or other wearable products cannot be tried on

Where applicable, customers are briefed on social distancing principles on entry to the branch

Strict social distancing measures in place throughout all working areas. One workstation/ telephone/ desk policy in place. Systems are in place locally to ensure workstations are socially distanced. This is a blend of options including 2m distance, desks facing different directions or screens depending on the locals constraints. Desks cleaned before and after use.

Stop all non-essential visitors / contractors attending the site. Any essential visitors or contractors should have an induction which includes our social distancing principles and safe ways of working

Team briefings or meetings are held outdoors or in well ventilated rooms.
Risk of contracting COVID-19 during movement of equipment requiring a 2 person, close proximity lift Where there is an unavoidable 2 person lift, colleagues will wear face coverings and try to face away from each other.
Refund policy amended so products requiring two person lift cannot be accepted

Risk of Covid-19 transmission from ineffective or poorly planned social distance systems In locations where the site is shared between other parts of the Group or with other businesses, there are locally agreed social distancing principles with other tenants or occupants. These are regularly checked to ensure that they are being maintained. Poor practices is reported and escalated
Physical contact from handing over paperwork or from receiving returning goods Receipts are provided electronically to customers. In the event of a customer insisting on receiving a receipt, we will print it and place it in a social distance location for the customer to collect

Returns policy has been amended in line with Covid-19 risk. This includes goods kept aside for 72 hours
Reopening of locations following shut down period Continual communication to colleagues during location shutdown/ furlough. Colleagues briefed on all changes to standard procedures in advance of return and confirmation that no one is displaying COVID- 19 symptoms, or has been in contact with anyone who has before returning.
Cleaning and disinfection Full company guidance which is conversant with current UK Government and World Health Organisation guidance in place and communicated to all colleagues. This includes increased cleaning and disinfection of work areas, work and hireable equipment, vehicles and shared facilities.
Colleagues who are vulnerable or have underlying health issues becoming seriously ill due to contact with COVID-19 in work Toolstation will follow Government guidance and work with individual colleagues to ensure that we are providing a covid secure workplace.
Transmission of virus from a person displaying the symptoms of COVID-19. Colleagues who are displaying symptoms (namely high temperature, loss of taste or smell or a new, continuous cough) do not attend work

If a colleague starts to display the symptoms at work, they must leave the workplace as soon as is possible and the branch must implement the ‘cleaning and disinfection post COVID-19 case’ protocol Signs displayed advising customers with the symptoms not to enter the buildings. Customers displaying symptoms will be respectfully asked to leave.

Colleagues returning to work following a period of self isolation due to displaying COVID-19 symptoms or being in contact with someone who has, are assessed prior to returning and monitored to ensure full recovery, are fit to resume normal activities and risk of passing infection to others is avoided.

Barriers and cones used to manage the customer journey. Perspex screens are used in V3

Track and trace processes followed as applicable
Risk of contracting the virus from contractors or suppliers attending site Where possible, deliveries are scheduled to avoid exposure to large crowds and rush hour

Where possible vehicle guides and or reminders on social distancing have been installed

Reusable delivery boxes used by suppliers or central distribution are regularly cleaned.
Risk of transmission due to unavoidable contact between two people in a first aid emergency or fire/ emergency evacuation Whilst our first aiders will never refuse to provide treatment, where possible, the first aider should provide a means of treatment (such as a plaster) to the injured person for them to self-administer. First aiders should, if possible limit their interactions with ill or injured colleagues to those who have serious conditions only.

Colleagues are encouraged to treat their own minor injuries. First aiders will limit their treatment of injuries to critical cases.

In an emergency, e.g fire or an accident. People do not have to stay 2m apart if it would be unsafe.
Increase in existing ‘non COVID-19’ risks Branches have evaluated their existing risk assessments in line with the expectations of social distancing principles to ensure there have been no additional risks created.
Face Coverings Branches will confirm the face coverings rules as prescribed by the Governments. Since 24th September, they will be worn as a matter of course in the workplaces.

Face coverings must be worn by customers:
Entering our trade counter areas.

Face coverings must be worn by colleagues inside branches:
When stepping beyond the perspex screen at the trade counter i.e. onto the shopfloor

Distribution Centre Coronavirus (COVID-19) Risk Assessment and Control Plan

This Risk Assessment details the way in which Distribution Centres (DCs) within Toolstation are managing the risks associated with operating in light of the Coronavirus (also called COVID-19) outbreak, via person to person proximity, and/ or surface contamination throughout operations.

The model that individual branches will operate will be based on local constraints and individual assessment. Our DCs will continue to service these branches and follow their locally implemented social distancing controls. This assessment deals with the sites themselves. Some of our delivery fleets are run by 3rd party hauliers who will have their own risk assessments. Generally speaking DCs are large sites with good ventilation so social distancing working is less challenging than our trading outlets during normal operations. However, this does not mean the sites present no risks, there are times when the colleagues can come into closer contact such as entering and exiting the sites, operations involving consolidation of loads and shift briefings.

This assessment covers the following groups of people:

  • Colleagues;
  • External visitors; and,
  • Suppliers drivers.

Toolstation is following the UK Government advice whilst respecting regional Government variations in relation to safe working during the Coronavirus outbreak and regularly reviews its position in light of any changes or advances in thinking. The business is supported by a team of competent Health and Safety professionals who are an integral part of our business and decision making process in relation to operational changes and the impact on safe working generally as well as in respect to Coronavirus.

Should anyone be concerned that our sites are not following the controls detailed in this Risk Assessment, they should in first instance raise it with the local Manager who will record it on our Incident Reporting System and investigate the matter accordingly putting in place corrective action where necessary.

James Mackenzie
Managing Director

Hazards / Potential Point of Transmission Existing Company Controls
Risk of contracting COVID-19 whilst travelling to and from work Colleagues are encouraged to use their own private transport to get to work where possible. Consideration will be made locally on how colleagues will get to and from work. Branches will, where possible provide facilities to enable colleagues to walk, run or cycle to work.

Car sharing is avoided although it may be preferable to using Public Transport. In such cases keep windows open to allow natural ventilation and try to keep car sharing with the same people as much as possible.

Where possible, shift patterns enabling travel outside of peak times and provision of ‘travel kits’ including antiseptic wipes and hand sanitiser in place.
Risk of contracting COVID-19 from close proximity or physical contact with other colleagues whilst arriving on site. Many DCs will have a turnstiles or ‘airlock’ for security purposes. Demark 2m (3 steps) distances from the gate so that colleagues form a queue respecting social distancing and do not bunch whilst trying to use the turnstiles.

Install hand sanitiser dispensers on both sides of turnstile gates and make sure they have an adequate supply of sanitiser.

Put up signage to the effect of keeping 2m (3 steps) away from people and to use the hand sanitiser before operating the gate.

Regularly clean turnstiles, main entrance / exit doors particularly during peak flow times as well as reception desks.

If necessary provide supervision at the turnstiles to ensure Social Distancing is maintained.

Records kept of colleagues who may live or travel together in the DCs to ensure that we can trace and isolate social cohorts
Risk of contracting COVID-19 from close proximity or physical contact with other colleagues starting/ finishing shifts. Stagger shift start and finish times.

Start of shift briefings should be done in smaller cohorts and whilst maintaining 2m (3 steps) social distancing.

Demark 2m (3 steps) distances from the clocking in / out point so that colleagues do not bunch whilst trying to use the clocking in / out machine; use barriers to create ‘snaking route’ if necessary.

Install hand sanitiser dispensers near to the clocking in / out machine and make sure they have an adequate supply of sanitiser.

Put up signage to the effect of keeping 2m (3 steps) away from people and to use the hand sanitiser before operating clocking in / out machine.

If necessary provide supervision at the clocking in / out machine to ensure Social Distancing is maintained.
Risk of contracting COVID-19 from persons not displaying the symptoms MHE controls, grab handles and handheld devices are cleaned before and after shift. Antibacterial wipes such as ‘Big Wipes’ can be used for this

Sanitising stations are strategically located around the DCs

Regular hand washing for 20 seconds is in place and colleagues are made aware of this

Colleagues reminded not to touch their eyes, mouths or hands unnecessarily.

Disposal gloves for colleague use.

Any colleagues returning to work should be given a full induction which includes our social distancing principles and any business unit safe ways of working guidance on our new operating models

Children are permitted to visit branches on the understanding that their parents will ensure they comply with social distancing principles. If these principles are not adhered to, the family will be asked to leave

Guidance on the use of facemasks and face coverings is in place and is in line with government guidance

Any workwear, PPE or other wearable products cannot be tried on

Branches will reduce the amount of movement around branches by using phones or radios where possible

Where applicable, customers are briefed on social distancing principles on entry to the branch

Strict social distancing measures in place throughout all working areas. One workstation/ telephone/ desk policy in place. Systems are in place locally to ensure workstations are socially distanced. This is a blend of options including 2m distance, desks facing different directions or screens depending on the locals constraints. Desks cleaned before and after use.

Stop all non-essential visitors / contractors attending the site. Any essential visitors or contractors should have an induction which includes our social distancing principles and safe ways of working

Team briefings or meetings are held outdoors or in well ventilated rooms.

Risk of contracting COVID-19 from shared welfare facilities Break times staggered and shared seating areas, toilets and smoking arrangements rearranged where possible to ensure 2m social distancing can be maintained.

Increased hygiene in shared areas. Tables and worktops wiped down with antibacterial spray after every use. Frequently touched shared equipment i.e. kettles, refrigerators, microwaves etc to be frequently cleaned using standard cleaning products.

Colleagues encouraged to bring their own food and drinks

Tables and contact surfaces such as door handles cleaned regularly

Crockery and shared utensils removed from use and replaced with disposable items as necessary

Where catering is provided on site, it should be pre-prepared and wrapped food only. Payment should be taken by contactless card wherever possible.

Risk of contracting COVID-19 during movement of equipment requiring a 2 person, close proximity lift Where there is an unavoidable 2 person lift, colleagues will wear face coverings and try to face away from each other

Utilise MHE wherever possible to minimise two person lifts
Refuelling vehicles Drivers briefed to ensure use of disposable gloves when refueling vehicles at fuel stations. High levels of hygiene must be in place.
Cleaning and disinfection Full company guidance which is conversant with current government and World Health Organisation guidance in place and communicated to all colleagues. This includes increased cleaning and disinfection of work areas, work and hireable equipment, vehicles and shared facilities.
Disposal of cleaning materials and potential contaminated materials Safe disposal procedures in place and communicated to all. Verbal and visual reminders of hygiene processes in work areas and to colleagues and visitors.
Colleague wellbeing Methods of 2 way communication in place for colleagues in work but also for those not able to work. Messages around covid controls spread as sensitively as possible
Wellbeing support channels available to all.
Regular checks in with all colleagues to communicate changes, support concerns and to ensure people do not feel isolated or fearful of changes to standard working practices.
Transmission of virus from person displaying the symptoms of COVID-19 Colleagues who are displaying symptoms (namely high temperature or a new, continuous cough) do not attend work

If a colleague starts to display the symptoms at work, they must leave the workplace as soon as is possible and the site must take the appropriate cleaning steps as outlined in the ‘cleaning and disinfection post COVID-19-19 case’ protocol

Colleagues returning to work following a period of self isolation due to displaying COVID-19 symptoms or being in contact with someone who has, are assessed prior to returning and monitored to ensure full recovery, are fit to resume normal activities and risk of passing infection to others is avoided.

In some sites, temperature testing protocols are being introduced to significantly reduce the risk of symptomatic colleagues entering the site.

Colleagues who are vulnerable or have underlying health issues becoming seriously ill due to contact with COVID-19 in work Toolstation will follow Government guidance and work with individual colleagues to ensure that we are providing a covid secure workplace
Risk of contracting the virus from contractors or suppliers attending site St John Ambulance have amended training to make it socially distant

New operators of forklifts are being trained under social distancing rules but refreshers have been extended until June under the recommendation of the accrediting body. Refreshers needed for safety reasons will continue (under social distancing rules) as they are business critical.

For PPM our suppliers have produced specific systems of work

Range of measures introduced for our suppliers to adhere to ahead of deliveries:

  • Supplier calls ahead
  • Suppliers prepare load for unloading and retreat to 2 metre distance
  • Signing of paperwork has ceased, names of colleagues responsible for the unloading is given instead
  • If supplier self-unloads, they do so in a segregated area
Our sites are keen to support suppliers in their COVID-19-19 mitigation controls and so our toilet facilities and handwashing facilities are available to them.

Statutory inspection engineers required to attend customer sites briefed on COVID- 19 specific controls that must be adhered to at all times.

Non-essential visitors will not attend site

Where possible, deliveries are scheduled to avoid exposure to large crowds and rush hour.

Where possible vehicle guides and or reminders on social distancing have been installed

Reusable delivery boxes used by suppliers or central distribution are regularly cleaned.
Risk of transmission due to unavoidable contact between two people in a first aid emergency Whilst our first aiders will never refuse to provide treatment, where possible, the first aider should provide a means of treatment (such as a plaster) to the injured person for them to self-administer. First aiders should, if possible limit their interactions with ill or injured colleagues to those who have serious conditions only.

Colleagues are encouraged to treat their own minor injuries. First aiders will limit their treatment of injuries to critical cases.

In an emergency, e.g fire or an accident. People do not have to stay 2m apart if it would be unsafe.
Increase in existing ‘non COVID-19’ risks Sites have evaluated their existing risk assessments including traffic management in line with the expectations of social distancing principles to ensure there have been no additional risks created.
Risk of transmission of COVID-19 in vehicles used by our ‘Primary Fleet’ (vehicles operated by TPPLC rather than third party logistics providers) Where possible, keep the same driver alloted to the same vehicle.

Driver briefings should be completed maintaining a distance of 2m (3 steps) from each other.

Using antibacterial wipes (Big Wipes can be used) clean down the vehicle cab before and after each shift, paying particular attention to the steering wheel, gear stick, handbrake and other controls as well as the grab handles used for getting into and out of the cab and the door handle. Binning the wipes straight away.

Sites that operate team deliveries will implement their own systems

Transmission of COVID-19-19 during security arrangements Fingerprint or push button type access / egress controls should be deactivated and replaced with non-touch arrangements.

Use ‘self wanding’ under supervision whilst maintaining 2m(3 steps) social distancing.

Where ‘random selection buttons’ are used, make sure they are wiped down with antibacterial wipes (Big Wipes can be used) or spray after every use. Remember to bin the wipes immediately after use
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