The Coronavirus pandemic has caused huge disruption to the production and supply of goods. As demand fluctuates in response to things like vastly erratic and unpredictable consumption trends, there is a knock-on effect that ripples through the supply chain all the way through to the point of production. Orders double; lead times decrease and inevitably, pressure is applied to the system as a whole and as this pressure builds, in some instances compromises need to be made to accommodate these changes.
Ordinary working hours are often one of the earliest casualties and it is important to make sure that the organization is able to get a handle on this before it becomes unmanageable. Very often, the go-to solution in the face of excessive demand is to run existing resource to its’ limits. Whilst this may provide some relief in the short-term, there are often longer-term implications that need to be considered when addressing this challenge.
As with most things, prevention is better than cure and so to help manage working hours and avoid some of the challenges associated with excessive over-time, here are some key points to consider:
1. Remember that overtime is meant to be voluntary; not excessive and irregular (in other words, exceptional rather than normal) Check the terms and conditions contained in the contracts you have with your staff to make sure that overtime is specifically mentioned and that it is clear to them that it may be required from time to time. If you don’t normally work overtime then you should remind your staff about this requirement in their agreement. If overtime is not specifically mentioned in their contract then you should engage with your staff and explain the need for overtime to them. Establish the specific terms and conditions surrounding the overtime – for example payment terms; hours expected to be worked; changes in shift patterns etc.
2. The International Labour Organization (ILO) limits weekly overtime to 12 hours (this may be different in some countries but as a rule, the total of ordinary hours + overtime hours should not exceed 60 hours) In this scenario, even 60 hours may not be enough and so there are a couple of additional things that you could and should do to manage this:
a. Firstly, make sure that exceeding 60 hours is permissible by law. In some countries you may need to apply for a specific permit to do this – make sure that this is done.
b. Check to make sure that your employees are in agreement – very often this is done through collective bargaining mechanisms or via elected worker representatives.
c. Make sure that you plan enough (& sufficient) rest times throughout the shift including the overtime. As a guide, make sure the staff do not work more than 5 consecutive hours without a rest. If you know there is going to be overtime required then you should plan in additional break times.
3. Evaluate the need for additional First Aid cover – both in terms of equipment and personnel. Injuries can occur as a result of fatigue and as staff work longer hours the risk of injury will increase.
4. Remind staff about the importance of Health; Safety and Welfare in the workplace. This should be continuous and consistent. You can increase the presence of visual notices and signage; draft in “H&S Champions” to provide additional eyes and ears on the shop-floor and start each shift with “tool-box talks” reminding them of particular H&S topics or providing feedback on past-performance or current performance against set objectives.
5. Remember that the working environment is also a critical contributor to the overall health and well-being of your staff. Things like lighting; temperature; noise levels and air quality all play a role and whilst your existing risk management strategy may suffice during “normal” times the additional pressure applied by things like social distancing and overtime may change the parameters of your risk management strategy and therefore need to be adjusted.
The Ethical Trade Initiative have published a very useful guide to help production facilities understand and manage working hours and overtime.