Cold, flu, and respiratory virus season can affect productivity, staffing, customer service, and employee morale, especially for small employers with lean teams. Taking a few proactive steps before illness spreads can help reduce workplace transmission, support employees who need time away from work, and keep business operations running smoothly.
KEY POINTS
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Why It Matters for Small Businesses
For small employers, even a few simultaneous absences can disrupt schedules, customer commitments, and revenue. A clear plan can help employees understand when to stay home, how to report absences, whether remote work is available, and what the business will do if multiple employees are out at the same time.
#1: Review and communicate workplace policies.
Develop and review policies that address workplace cleanliness, illness reporting, and steps to reduce the spread of flu and other communicable diseases. Share reminders about these policies during cold, flu, and respiratory illness season.
#2: Stock supplies and promote hygiene.
Develop a plan to help limit the spread of respiratory viruses in the workplace and stay alert to local public health updates during respiratory illness season. Consider providing employees with information on how these viruses are transmitted and how to prevent the spread of germs.
Help employees practice healthy habits by providing tissues, no-touch trash cans, hand soap, hand sanitizer, and disposable towels. Encourage respiratory etiquette by providing education and reminders about covering coughs and sneezes. Encourage hand hygiene by reminding employees to wash their hands regularly and by providing easy access to running water and soap, or alcohol-based hand sanitizer where handwashing facilities aren’t readily available.
#3: Encourage flu vaccination.
Encourage workers to get an annual flu vaccine. Consider hosting a flu vaccine clinic or informing employees where they can get the flu vaccine in their community. Most employees with health insurance should be able to get a flu shot at no cost.
#4: Provide guidance on when to stay home and when to return.
Encourage employees to stay home from work if they feel sick. For respiratory illnesses, the CDC recommends that individuals stay home and return to normal activities only when, for at least 24 hours, their symptoms are improving overall and they have been fever-free without using fever-reducing medication. After returning, employees should consider added precautions for the next five days, such as practicing good hygiene, improving ventilation, wearing a well-fitting mask, or distancing when appropriate.
Employers should also inform employees of the company's paid time off or sick leave policies and associated call-in procedures in the event of an absence due to illness.
#5: Review paid leave, remote work, and scheduling flexibility.
A growing number of state and local jurisdictions require employers to provide paid sick leave or other paid leave that employees may use for illness, caregiving, or other permitted reasons. At a minimum, employers should confirm that their leave policies and practices comply with applicable laws.
Even in the absence of a requirement to provide paid time off, many employers continue to offer paid leave to employees to encourage sick workers to stay home and to help prevent the spread of the illness. Many employers also offer flexible options, such as remote work where feasible, or leave policies that allow employees to care for sick family members or children if schools close.
Employers should review:
- Whether state or local paid leave laws apply
- How employees should report an illness-related absence
- Whether employees can use PTO, sick leave, unpaid leave, or other available time
- Whether remote work is available for certain roles
- How the business will handle shift coverage if multiple employees are out
#6: Send workers home, if applicable.
If an employee appears to have flu-like symptoms at work, the employer may ask the employee to go home when appropriate and consistent with company policy and applicable law. However, employers should also be mindful that disability accommodation requirements may apply under federal, state, or local law, depending on the size and location of the business. If such requirements apply, the employer may need to consider reasonable accommodation obligations and whether the employee’s presence creates a direct threat in the workplace.
#7: Obtain information cautiously.
When asking how an employee is feeling, employers should avoid questions that are likely to elicit information about a disability or personal health information, such as "is your immune system compromised." Train supervisors to avoid trying to diagnose employees and avoid asking detailed medical questions. Instead, they should focus on observable symptoms, workplace policy, absence procedures, and whether the employee needs to leave work or contact HR, the owner, or another designated contact.
#8: Maintain privacy.
Treat all information about an employee's illness as a confidential medical information. This information should be kept separately from the employee's personnel file. If an employer wishes to inform employees about a communicable disease in the workplace, the employer must not reveal who has that illness.
#9: Prepare for staffing disruptions.
While a flu outbreak may not always be considered a workplace crisis, even a modest increase in absences can affect day-to-day operations, customer service, and business finances. Consider a business continuity plan that details how the company will recover critical business functions following a disruption.
Conclusion
Cold, flu, and respiratory virus season can create staffing and operational challenges for small employers but planning ahead can help reduce disruption. By communicating clear policies, encouraging employees to stay home when sick, supporting hygiene and vaccination, training supervisors, and preparing for absences, employers can help protect their workforce and keep operations running smoothly.
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