Contents 
 

1.  Introduction and Overview  

2. Objective  

3. Scope and Applicability  

4. Starting from Home to Work  

5. Health and Safety at Office  

6. Health and Safety in Common Touch Points  

7. Health and Safety on Leaving office & After Reaching Home 

Appendix – A  

A) Security Staff Responsibility 
B) House Keeping Staff Responsibility 
C) Catering Staff Responsibility 

Appendix – B 

A) Zones Initiatives, Facilities & Responsibilities 
B) Incident Management Team 
C) Emergency response Team  

Appendix – C 

A) Employee responsibilities 
B) Team Leaders & Manager’s responsibilities 

Appendix ‐ D 

Frequently Asked Questions at Workplace  

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1. Introduction and Overview

Zones strives to provide a safe and healthy workplace for all team members. This document
outlines our standard operating procedures in response to the unprecedented situation we
have all faced in the past few weeks and it defines what seems to be the new normal at
work place and our lives.

The document outlines the Initiatives being taken by Zones for its team members safety &
health while at work and also the responsibilities that Zones expects the team members to
share while at work, to maintain essential operations and continue providing essential
services to our partners and customers. In addition, it provides guidance on how we intend
to respond to specific operational and human resource issues in the event of a pandemic
related crisis situation.

2. Objective
The purpose of this Standard Operating Procedure (SOP) is to provide guidance on work
resumption measures for team members after lockdown while ensuring health and safety at
large.
This SOP has been prepared only for guidance and the team members, guests, service
providers coming to Zones Office premises are expected to comply with all notification/
advisories and guidelines issued by the Central/ State Government and the respective district
administrations (Authority).
Any point which is not specifically covered/ omitted under this SOP does not absolve the team
member, guest & service provider from their liability or responsibility to comply with the
direction/ order/advisory issued by such (Authority).
3. Scope and Applicability
These guidelines apply to Zones Team members to work safely & effectively inside Zones
own managed facilities and a suggested best Practice when working from third party managed
facilities where Zones may have leased work space & warehousing & Logistics facilities. The
below sections of any kind applicable and covered inside the SOP, should be adhered properly
by all Zones team members.
4. Starting from Home to Work
4.1. At Home Before Start of Work
Purpose: Employees take ownership in declaring their health status
• Start for office only if you are feeling Healthy. If you are not feeling well, stay back
home
• Inform your reporting manager & Location administrative manager/ HR manager
about your health condition.
• Take rest and consult your family Doctor. Please do not self-medicate, in case you
have Cough, Sneezing, uneasiness with difficulty in breathing, feverish feeling etc.
( any or all symptoms)
• Inform your reporting manager about the Outcome of the consultation and Doctor’s
advice & share a copy of the prescription with the HR Manager on email /
WhatsApp.

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• Ensure your phone has Government Mandated “Arogya Setu app” and check the
status on app as “Safe” or “Low Risk” before Starting for office. Anyone showing
with “High” or “Moderate Risk” status, has to remain isolated from others as per
government directives. You could be asked to leave office if found violating this
mandatory guideline and information of this incident given to Incident management
team for further necessary disciplinary action by the Management.
4.2. Commuting to Work
Purpose: Ensure employees maintain social distancing measures and respiratory hygiene
• When using Public Transport
1. Maintain social distancing instead of standing in group/crowd.
2. Cover face with mask.
3. If body temperature is more than 37.5ºC, team member must go back to his
home.
4. Alternative seating to ensure social distancing.
5. Do not get stuck into a corner.
6. When travelling by bus / Cab Windows to be kept open.

• When using Self Vehicle for Commute

1. Cover Face with Mask even if commuting by a two wheeler & wearing a
safety helmet.
2. Only self on the two wheeler as directed by the Government authorities.
3. If you park your two wheeler in a place which is accessible / open to public,
ensure that you wipe the areas that you would be touching with your bare
skin carefully using a clean cloth soaked in soapy water & then dried with a
dry cloth, before starting for work. Ideally wear Gloves while driving & avoid
wearing short sleeve shirts etc.
4. When commuting by a Four wheeler ensure that Government authorities
direction of maximum two passengers besides the driver of the vehicle are
there in the vehicle. The two passengers have to be in the rear seat with
Face masks being used by all in the vehicle.
5. If using a cab ensure that you do not pool with anyone and ensure the Cab
handles and areas you touch or come in contact with your bare skin have
been wiped with a wet tissue (preferably wetted by an alcohol based liquid)
6. Always carry a supply of wet wipes, at least 1 litre of clear drinkable water,
a small personal Hand sanitizer for emergency use.
4.3. Arrival at Office
Purpose: Ensure social distancing and respiratory hygiene
• Once you arrive at office premises, please park your vehicle in its proper parking
slot & remember not to leave any belongings / safety helmets, wind breaker, gloves
etc on the vehicle, as at most of the premises the parking area is shared and has
open access for other tenants of the Building complex.
• Since majority of Zones Offices are just about one or two levels up from the parking
floor it is recommended that you use Staircase to go from parking to office and
avoid using the lifts / elevators. If you do have to use elevators ensure that you
follow the norms laid down by the Building complex management staff and not

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overcrowd the interiors of the lift and also maintain social distancing while waiting
in the elevator/ lift lobby for your turn to board the same.
• We expect you to not take off your mask during this entire process.
• On arrival at front office await your turn for the mandatory temperature check
procedure and maintain social distancing norms by keeping adequate distance
from the person in front of you.
• Use the time while waiting for your turn to properly sanitize your hands & wipe the
safety helmet with wet tissue & dispose off the tissue in the covered waste bin kept
for the purpose. If you even suspect that your bag or outer clothing got sprayed by
unintentional spill of water or similar substance during the commute please call out
to the security personnel at front office to spray sanitizer spray on such equipment,
before entering the office floor.
5. Health and Safety at Office
5.1. Office Entry
Purpose: Ensure social distancing and respiratory hygiene
• Do not touch the gates from your hands, keep them open
• Clean hands using sanitizer after moving from gate
• Disinfection of gates will be done frequently by Security / housekeeping team
(Every one hour)
• The Security team has been directed to measure the body temperature of every
employee on arrival for work / returning from a smoke break / returning from outside
and record the temperature every day. This record shall be kept confidential and
shall not be shared with anyone, however the record would be maintained for
inspection by appropriate government authorities, in case of any such requirement
i.e. a visit from the health inspection team / occurrence of any untoward incident.
• The security team has also been directed to not allow such employees into office
whose temperature exceeds the permitted level of 99.5 F and is thus classified as
fever. The security team on identifying any such team member will immediately
inform the Administration manager, HR Manager & Location in charge for further
action in this regard. However in case of absence of such personnel at office the
security shall inform them by phone & ask the employee to go back home and await
further instructions from their reporting manager / location in charge / HR manager.
• Kindly note that any reluctance / disobedience / resistance to such instructions from
Security staff would attract strict disciplinary action against the said employee –
regardless of their position in hierarchy level of the organization.
• We do not expect you to remove your facemask at any point during the entire
process & also do not expect you to un necessarily touch common surfaces. Your
arrival in office without a face mask / face cover (which is covering nose & mouth)
may result in your being turned back without even your temperature recording
process being done.
• Once cleared for entry into work area, we expect the team member to go straight
to their designated work station, carefully place their belongings like Bag, Safety
helmet, wind breaker, keys, meal pack etc on / near their work station in a manner
such that it does not cause any hinderance in free movement of others & nor is
touching anyone else’s belongings.
• Once this is taken care of, please proceed to the washing area and carefully wash
your hands & face with soap & water. We would expect you to carry a personal
hand towel for drying your face & hands post washing up & return to your work

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station for work. Though Zones would be making arrangement for adequate
quantities of virgin tissue towels, however it is still recommended that you use your
own personal Hand towel, which is carried back home every day so that it can be
washed & dried for next day’s use.
5.2. During your work day
• The Zones Offices in various locations have been selected and designed in a
manner where two adjacent team members are over 4 feet apart when working
diligently on their own workstations. Almost all offices have extra work stations
available i.e. none of the office is filled to capacity so it is of utmost importance that
proper social distancing is maintained while at work in office.
• It is recommended that team huddles in any during any time of the day are done in
line with the directives issued by the government of India and all team members
participating in any such huddle are carefully seated during the meeting keeping in
view the distancing norms as stipulated by the Government authorities.
• Please refrain from standing over the shoulders of your any colleague while he /
she is at his / her work station. Also refrain from seating your self next to the
colleague even if discussing any incident , matter or subject. Instead please use
the screen share feature from Microsoft Teams / Cisco WebEx for the same. We
have availability of meeting / huddle rooms, so please ensure that you use these .
• Since the meeting / huddle rooms are limited and every one in office may want to
use these facilities , so please be precise & wary of time lines to ensure that you
either pre-book a time slot with the Security team for your meetings or if vacant
then do not use it for more than 10 – 15 minutes. These meeting rooms would be
managed by Security teams in larger offices like Noida and in no condition would
be allowed to be used for making personal phone calls in isolation.
• Limit any face to face meeting with your team members, visitors, vendors, OEM
partners etc. instead use the communication collaboration tools for conducting
virtual meetings.
• All face to face meetings would be conducted for a time duration of Maximum 30
minutes only. Longer meetings with your teams should be conducted using the
Communication collaboration tools deployed i.e. Microsoft teams & Cisco WebEx.
• While at work please curb your urge to frequently move in & out of office work floor
for breaks. Please avoid taking breaks in groups.
• While the House keeping staff has been sensitized to clean all commonly used
areas & surfaces in the office multiple times during the day, it is still advised to
avoid contact at such places.
• The meeting rooms / huddle rooms have to be thoroughly cleaned after every
meeting held in it ends, so please allow them the required time to do a good job in
view of the hygiene requirements & do not rush them.
5.3. Food / snacks at Canteen
• We had suspended serving of food in cafeteria at Noida office just before the start
of the lock down & the situation would remain the same for some time to come.
• We encourage you all to get your mid – day meals from your homes while the
situation returns to normal & facilities get restored.
• During current circumstances we would be reducing the seating capacity of the
cafeteria such that each table of four seats only 2 and that too not directly Infront
of each other. So while such precautions remain in place, we would allow team

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members to enjoy their meals on their respective workstations for which we shall
provide adequate supplies of Disposable plates & cutlery in office for use by you.
• Tea / Coffee / Soups / Snacks etc would also undergo a change in terms of their
availability and use. We strongly recommend Team members to use their personal
Cups / mugs for tea / coffee . It has been a norm to provide every employee with
their personal water bottles and we would recommend that employees use these
and keep water at hand during their work shift.
• It is recommended that water filling stations / Tea / coffee vending machines ,
Microwave ovens , toasters etc are not operated by the employees, rather request
the available catering staff at hand to help you get a fill / refill.
• Please do not overcrowd these points and maintain social distancing and queue
culture to get the needful done for yourself.
• All catering staff shall be equipped with protective equipment to maintain hygiene
conditions in the cafeteria and would help fulfil your requests at your workstation
to avoid any kind of disruption to social distancing norms.
• Do remember to wash your hands thoroughly with soap & water before and after
use of Cafeteria facilities.
• Please avoid using cafeteria space for your extended breaks & informal huddles
and allow other team members to use the area for their meal / snacks related
requirements. As far as possible limit your use of cafeteria area to a maximum of
10 – 15 minutes.
• We would be putting up the time slots for meal timings with Maximum number of
people allowed in cafeteria at any given point of time and shall monitor the roaster
regularly. The roaster would allow the House keeping staff to properly clean &
sanitize the area after every use.
5.8. Entry of Visitor/ Contractors/ Vendors
Purpose: Ensure visitor management through social distancing and hygienic practices

• While restrictive measures are in place Zones would not welcome visitors on
Personal visits.
• Visits from OEM partners or vendor partners or contractors have to be pre-
scheduled.
• All visitors that are expected to come into office premises should be pre-informed
to Security staff & admin lead at least 2 hours in advance.
• Checking body temperature of the visitors is mandatory. If found sick, visitor will
not be allowed to enter the premises.
• Visitor would have to mandatorily provide self-declaration at point of entry.
• All visitors/contractors/vendors to wear mask compulsorily and would be required
to go through the sanitization drill for entry into office work space.
• Reluctance / resistance to adhering to norms above shall result in denial of entry
to office premises regardless of stature of the visitors.
• The rules shall be applicable for all officials of Government authorities also, if they
visit Zones Office premises for any reason.

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6. Health and Safety in Common Touch Points
Purpose: Ensure Safety during break through Social Distancing & Hygiene Practices
6.1. When at Office or meeting stake holders
• Use a sanitizer before entering the meeting
• Do not shake hands, Traditional Indian greetings “Namaste” or “Good day” is good
enough.
• Sit across the table so that the actual distance between you and the Stake holder
or other person is more than 5 Feet at least.
• Do not touch the table surface between the two parties, unless absolutely
necessary.
• Hold your note pad, pen, laptop or tablet etc. in your lap unless required to be put
on the table to demonstrate something
• If you have touched the surface of the table, door handles etc. while in the meeting
be sure not to touch your face before you get a chance to use a sanitizer or a
chance to wash your hands with soap & water.
• In the rare event of a situation where you or the other person has an incident of
coughing or sneezing etc. remember to uphold the etiquette of covering your face
with either a paper towel or the V of your arm at elbow and immediately excuse
yourself for necessary sanitization drill.
6.2.When visiting Bank or common service provider premises
• Do not touch frequent touch points in the bank.
• Don’t shake hand with branch staff or with the customer instead say hello verbally
• Ensure you carry your own hand sanitizer
• Try not to use public toilets in the bank. If it’s urgent wait till the washroom is empty
• Don’t eat lunch at crowded places in the bank, if required have lunch early or late
differing the branch lunch hours.
6.3. When visiting customer at his residence or office (Sales & Operations staff)

 Cooperate with the Customer Front office staff and comply with the necessary
COVID -19 precaution drill as applicable in Customer premises.
 Always cover your nose & mouth with a face mask.
 Do not shake hands with anyone, instead use the traditional Indian greetings
of “namaste” or verbally greet the customer.
 Ensure you have “wet-wipes”, “Dry tissues”, “Personal Hand sanitizer”, “water
bottle filled with drinking water”, Hand towel or Handkerchief, pair of Latex
Gloves & a pair of Shoe cover, in your bag for use in case of requirement.
 Avoid accepting anything to drink or eat unless you are absolutely sure about
the Quality standards applicable at customer premises. Politely decline any
offer if not sure.
 Avoid wearing attire that would leave your skin exposed to accidental surface
touch possibilities.
 Do not touch frequent touch points and even if you have to do so, use your wet
wipes & sanitizer immediately thereafter. Always carry a polythene bag for
keeping the disposal material or dispose off the used tissues in a dustbin that
is covered.

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 Avoid scheduling face to face meetings that would require more than 4 – 5
persons in the meeting room, and even then ensure the meeting space is
sufficient for maintaining social distancing norms.
 If you park your two wheeler in a place which is accessible / open to public or
leave your four wheeler to a Valet in Public parking, ensure that you wipe the
areas that you would be touching with your bare skin carefully using a clean
cloth soaked in soapy water & then dried with a dry cloth, before starting for
next destination. Ideally wear Gloves while driving & avoid wearing short sleeve
shirts etc.
 Once cleared for entry into Customer office, we expect you to go straight to the
designated meeting area & carefully place your belongings like Bag, Safety
helmet, wind breaker, keys etc near your seat in a manner such that it does not
cause any hinderance in free movement of others & nor is touching anyone
else’s belongings.
 Try not to use Rest room facilities at Customer place. In case of any emergency
please take precautions for your safety & health.
6.4. When visiting customer at his residence or office (Customer/ Technical support staff)

 Cooperate with the Customer Front office staff and comply with the necessary
COVID -19 precaution drill as applicable in Customer premises.
 Always cover your nose & mouth with a face mask.
 Do not shake hands with anyone, instead use the traditional Indian greetings
of “namaste” or verbally greet the customer.
 Ensure you have “wet-wipes”, “Dry tissues”, “Personal Hand sanitizer”, “water
bottle filled with drinking water”, “Hand towel or Handkerchief”, “pair of Latex
Gloves”, “Anti-Static Jacket & Wrist Band”, “Face Shield”, “Complete tool kit”
& “a pair of Shoe cover”, in your bag for use in case of requirement.
 Avoid accepting anything to drink or eat unless you are absolutely sure about
the Quality standards applicable at customer premises. Politely decline any
offer if not sure.
 Avoid wearing attire that would leave your skin exposed to accidental surface
touch possibilities.
 Do not touch frequent touch points and even if you have to do so, use your wet
wipes & sanitizer immediately thereafter. Always carry a polythene bag for
keeping the disposal material or dispose of the used tissues in a dustbin that is
covered.
 If you park your two wheeler in a place which is accessible / open to public or
leave your four wheeler to a Valet in Public parking, ensure that you wipe the
areas that you would be touching with your bare skin carefully using a clean
cloth soaked in soapy water & then dried with a dry cloth, before starting for
next destination. Ideally wear Gloves while driving & avoid wearing short sleeve
shirts etc.
 Once cleared for entry into Customer office, we expect you to go straight to the
designated work area & carefully place your belongings like Bag, Safety helmet,
wind breaker, keys, etc near your seat in a manner such that it does not cause
any hinderance in free movement of others & nor is touching anyone else’s
belongings.
 Try not to use Rest room facilities at Customer place. In case of any emergency
please take precautions for your safety & health.

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6.5. Rest Rooms: Usage & Care

 After using Urinals & Commodes wash your hands as per the guideline with soap &
water
 Maintain social distance and do not enter inside the toilet if it is crowded.
 While coming out from Toilet Open the door using your leg & elbow/arm (Do not use
palm)
 Maintain social distance while waiting for washing or Waiting for urinals

7. Health and Safety on leaving office & After Reaching Home

 If you parked your two wheeler in a place which is accessible / open to public or left
your four wheeler to a Valet in common parking, ensure that your wipe the areas that
you would be touching with your bare skin carefully using a clean cloth soaked in soapy
water & then dried with a dry cloth, before starting for next destination. Ideally wear
Gloves while driving & avoid wearing short sleeve shirts etc.
 When you reach home we expect you to effectively wash your face, hands, feet etc.
before entering the main living area where children and elderly may be present. Instead
go straight to the designated place where you keep your office bag & other travel
belongings like Safety helmet, Bags , Keys etc. & immediately go for a bath with soap
and water, wash your clothes used during the day & change into fresh clothes before
going near your loved ones.
 Employees must check their temperature at home and should not turn up for work in
case of fever or any other symptom of flu.
 Don’t ignore mild rise in temperature and immediately seek professional advice
 Individuals are advised not to self-medicate, even with OTC drugs such as
paracetamol etc
 Employees will have to follow social distancing beyond their workplace, and they have
to actively promote it in their families as well, especially with the elderly and children.

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APPENDIX – A
Security Staff Responsibility

 All security personnel shall follow the Basic Hygiene procedure as mandated for all
employees and visitors.
 All security personnel shall wear Face masks & Gloves at all times
 Adequate security staff to be deployed at each floor, considering the fact that each
and every employee would be screened through digital thermometer and frequent
floor rounds would be done by security staff to ensure proper social distancing is
followed by the employees
 Social distancing to be maintained. Distance markers to maintain safe distancing at
the reception
 Any parcel /courier person should be stopped at gate. Parcel shall be collected from
gate by concerned person
 Security team to ensure no queue formation inside premises
 Security team to sanitize all visitors/temporary passes before issuing to anyone
 Each employee to be checked for fever using noncontact temperature sensors before
entry. The security personnel assigned the responsibility shall use Face shield apart
from the mandatory face mask & Gloves.
 Compulsory screening all persons entering through gate with IR thermal scanner
 Stoppage of any person found with fever and cough with breathing problem, then
report to Facilities SPOC. Person shall be taken to nearest quarantine facility and later
to govt hospital immediately
 Government recommended mask to be worn by employees. All the persons entering
into the premises shall be permitted only if they are wearing face mask
 Temperature screening:
A) The person carrying out the thermal screening should wear a FFP2/ N95 mask
and a pair of latex gloves of suitable size
B) Employee with body temp of < 99.5°F are to be allowed to enter
C) Employee with body temp of > 99.5°F should be sent back
D) Washing/Sanitizing hands in the designated area with soap and water for
minimum of 20 seconds
 Security team to ensure all persons have phones installed with Arogya Setu app and
check the status on app as “Safe” or “Low Risk” before granting access inside the
premise. If anyone showing with “High” or “Moderate Risk” status, must be isolated
from others. Immediately ask him to leave and inform this incident to facility team.
Housekeeping Staff Responsibility

 All Housekeeping personnel shall follow the Basic Hygiene procedure as mandated
for all employees and visitors.
 All Housekeeping personnel shall wear Face masks & Gloves at all times
 All washrooms, machine touch points, operating panels, seats, and covers etc.
requiring human touch is sanitized thrice in a shift
 Regular Sanitization is carried out for the entire facility including meeting rooms,
offices, canteens, equipment
 Ensure sufficient hygiene equipment such as tissues and hand sanitizer for all staff
members
 Put sanitizing hand rub dispensers in prominent places around the workplace. Make
sure these dispensers are regularly refilled

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 Sanitization of common places / utilities (Responsibility – Facilities Department)
 To ensure that all doors are in open condition during office hours
 To ensure that sanitization of all areas is done before start and after end of duty hours
and between shifts
 Special attention be given to washrooms / toilets by periodical cleaning
 Walls / Doors / Windows and all fittings in washrooms shall also be disinfected and
cleaned thoroughly
 Enough House Keeping personnel to be deployed to clean the entire office area after
completion of disinfection of the facility
 Security staff shall be advised to check temperature and get declaration from the
House Keeping staff who are attending office for work prior to resumption of office
place
 It shall be ensured that the house keeping staff shall wear personnel protective
equipment while performing their services
 It is to be ensured that the floors, washrooms, reception area, conference rooms,
meeting rooms and all other areas are thoroughly cleaned by using disinfectant
chemicals
 It is to be ensured that all workstations, monitor, keyboards, printers and headphones
are thoroughly cleaned by using disinfectants chemicals
 Marking queue spots at least 3-4 feet apart near food counters/tuck shop/tea coffee
stations, to maintain distance amongst users.
Catering Staff Responsibility

 All catering personnel shall follow the Basic Hygiene procedure as mandated for all
employees and visitors.
 All catering personnel shall wear Face masks & Gloves at all times
 Security staff shall be advised to check temperature and get declaration from the
Catering staff who are attending office for work prior to resumption of office place
 All dispensing machines, Toasters, Microwave ovens, refrigerators to be thoroughly
cleaned using proper procedure and precautions every 4 Hours.
 Under no circumstances would the personnel use/reuse Plates, cutlery etc. made of
Stainless steel or any other material. Only Disposable plates, Cutlery & cups would be
used for serving food, Snacks, tea / Coffee or soft beverages.
 Employees would not be allowed to self – use the devices meant for use by all. The
catering staff would operate these devices at the request of the employees and
exercise utmost caution and precautionary measures to maintain highest levels of
hygiene at all times in the cafeteria.
 Catering personnel will also not allow employees to assemble in the cafeteria area in
numbers more than the seating availability at any time.

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APPENDIX – B
ZONES Initiatives, Facilities & Responsabilités
Zones has taken several steps to minimize to the extent practicable, exposure to and spread
of infection in the workplace, which is an ideal site for contagion because of team members'
proximity to one another.

 This year onwards the Group Medical insurance cover provided by Zones India to its
team members has included coverage related to any incident of CoVid – 19, as part of
the policy. This is more a preventive measure than an invitation to welcome infections
like the one we are faced with as of now.
 Once Zones Offices Open in India all efforts would be made to ensure proper social
distancing norms as laid out the by the Local Authorities, which may include but not be
limited to “Work From Home”, “Staggered Shift Timings”, identification of essential
resources and allowing only essential resources to work from the location office while
other team members work from their respective homes only.
 All employees would be required to have a measurement of their Body temperature
every day before being allowed access to work floor & in the event of any one found
having a higher body temperature than recommended, the individual would be turned
back as a measure of precaution for other team members. The Temperature would be
measured using a non- touch IR temperature instrument.
 Ensure proper safety & hygiene measures are upheld by all Employees , Contract
workers, Security and other support staff at all times.
 All facilities would be properly cleaned and sanitized on a daily basis and in between
shifts multiple times in a day with alcohol based dis infectants with extra care being
taken for areas of common use by the team members during their work shifts.
 Each Zones office shall make available the following provisions to maintain high level
of Hygiene at work place ensure safety of health of its team members
a) Display posters promoting respiratory hygiene & safety measures
b) Non – Touch IR Temperature monitor device at each location
c) Adequate supplies of face masks (N95 & Washable)
d) Personal Hand sanitizers would be distributed to all employees.
e) Hand sanitizers shall be made available at conveniently located points across the
facility for use by employees, Visitors etc.
f) Disposable Plates, Bowls, Cutlery, Cups & Glasses for use by employees.
g) Disposable Gloves & Shoe covers for employees and visitors.
h) Adequate availability of general OTC medicines for employee use. Please note that
NO Analgesic OTC medicines that are currently used to supress Feverish feelings
like Aspirin, Paracetamol, Ibuprofen etc. would be made available.
i) Water bottles for personal use by employees during the day would be distributed
again to all employees.
j) Availability of Hazmat suits to cater to any exigency that happens despite all
precautions being taken.
k) Maintain a list of Hospitals/Clinics in the nearby areas, which are authorized to treat
COVID-19 patients and shall be available at workplace all the times with the
incident management Team, Emergency response team & the Security staff. The
government helpline number, and Address and Contact Numbers of nearest
government and private hospitals would also be displayed at multiple locations
across the work floor.

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l) The office floor would be clearly marked with Arrows for direction of walk through
to avoid a face to face contact for people coming from opposite directions, in
corridors of width less than 4 feet.
Incident Management Team (IMT)
Each Zones Office shall have at least one Incident management team at site. The team shall
comprise of minimum two and up to a maximum of five team members depending on the
strength of employees working from the office facility at any given point of time. The
responsibility of the team shall be to

 Oversee the Proper implementation of SOP guidelines as detailed in the main

document & its appendices.
 Be the first Point of contact for any employee, Security team, House keeping team,
catering team in case of any untoward incident noticed or reported.
 Offices having multiple shifts shall have at least one team per shift of operation.
 The Incident management team shall have precedence over any team hierarchy &
would be empowered to take spontaneous decision in the best interest of Zones & its
credibility, the safety & health of team members and adherence to legal compliance
with respect to guidelines issued by government authorities.
Emergency Response Team (ERT)
The larger facilities of Zones in India shall also have an emergency response team in addition
to the incident management team. In smaller offices the Incident management team shall also
work as the emergency response team.

 The basic responsibility of the ERT shall be to liaise with local authorities, Medical
facilities, Transportation facilities, Insurance agencies to provide immediate response
in the right direction for covering an incident of serious nature.
 The ERT shall be empowered to limit any suspected employee or visitor, exhibiting
signs of any infection or ill health to quarantine till the suspected individual is moved
to a health facility under supervision of ERT.
 At least one member of the ERT shall be of the level of a senior manager and shall
be empowered to cut across hierarchy of various teams to act in the best interest of
the Concerned Individual in particular and Zones & its credibility along with safety &
health of Zones team members in General.

NOTES:
1) All incidents minor or major & action taken shall be reported back to General Manager
– India every day by the leader of the IMT / EMT.
2) All EMT matters shall be brought to the immediate notice of the HR & Admin. –
Manager & General Manager – India.

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APPENDIX – C
Employee Responsibility

 Employees to follow protocol to maintain hygiene during transport from home to

workspace & Vice versa.
 Employee showing any symptoms such as with even a mild cough or low-grade fever
to stay at home
 Avoid in-person meetings as much as possible
 Employees should comply with any local restrictions on travel, movement or large
gatherings
 To maintain social distancing discipline
 To wear face mask starting from their homes / place of residence and should carry a
pocket sanitizer along. Wearing of mask is compulsory all the time within the office
premise and at all public places and disposable facemasks not to be re-used
 To immediately inform their line manager if not feeling well
 To avoid using public transport if owning a vehicle
 To avoid sharing of vehicle- to maintain social distancing if sharing is unavoidable
 To avoid over-crowding in the lifts and to wear masks even in the lift
 To keep safe distance as per authority guidelines
 To wash hands at regular interval
 Those with personal food boxes are requested to consume food in the pantry areas /
desks or cabins
 To let the catering team know if you need anything from Pantry & immediately inform
the housekeeping team know if you spill
 At the time of the departure, employees not to overcrowd and maintain social distance
 All such persons who have been directed by health care personal to remain under
strict home/institutional quarantine for a specific period, should remain be quarantined
as decided by local health authorities
 It is mandatory for everyone to use Arogya Setu app
 Before starting for office, employee must ensure to review the status daily on “Arogya
Setu” and commute only when the app display “safe” or “low risk”
 If app shows “Moderate” or “High Risk” calculated basis Bluetooth proximity with
infected person, employee should not come to office (same inform to their manager)
and self-isolate for 14 days or till the status becomes “safe” or “low risk.
 Follow the general guidelines mentioned in the detailed SOP document at all times,
even if some of those are not specifically mentioned here.
Team Leader / Manager Responsibility

 Ensure that the team members align themselves with the measures and operating
procedures laid down for the functioning of the office premises as per Government
authority directives.
 Create and implement Rosters to accommodate Flexible Office timing for ease of
commuting, minimize peak travel hours
 Office workers to include bare minimum staff required to run back end operations. As
risk and rate of infection drops in area, staff attendance can slowly be increased
 Avoid sending employees to areas where COVID-19 is spreading
 Avoid excessive movement of staff in office premises
 Batch wise lunch break to maintain social distancing
 Seating plan for staff members to ensure social distancing is maintained

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 Identify a room or area where someone who is feeling unwell or has symptoms can
be safely isolated or send back home.
 Immediately report any incident seemingly out of ordinary to the IMT.

Requirements

 Appropriate Personal Protective Equipment (PPE) like Face covers, Masks & Gloves
and appropriate disinfecting gadgets like sprayer, brush, etc
 Display board regarding the procedure of disinfection and do’s and don’ts shall be
displayed at entrances / prominent places
 Chemicals that are used to disinfect shall kill all germs and viruses which are
possibly present inside the office are handled with utmost precautions and care
 Ensuring that either Security or House Keeping/Technical Team members are
present during the process of disinfection by the vendor. No area to be left without
disinfecting
 To maintain sanitization rosters, records and purchase orders of materials/chemicals
used
 To the extent possible, usage of bulk public transport to be avoided (even if the
authorities open-up public transport)
 All employees to use their own vehicle for commuting to office
 To ensure all 3rd Party vendor employees are either covered in ESIC or under
medical insurance mandatorily for covid19 treatment
 To strictly follow the best practices/directives issued by Government of India and as
per local district administration guidelines.

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APPENDIX - D
Frequently Asked Questions at Workplace

1. If an employee claims transport difficulty, how will that be addressed?

Ans: Usage of public transport should be avoided. All employees are encouraged to use their
own vehicle for commuting to the office. In case of utmost urgency should arrangements be
considered for team members to share a vehicle not less than a car and that too as per
government authority guidelines only.
2. If any emergency arises in non-mobile zone or on the working floor, how do employee reach
out to the team?
Ans: Employee will report to immediate supervisor and to the deployed security guard, who
shall immediately alert the IMT or ERT to handle any crisis on the floor.
3. What are the best practices adopted by the management for maintaining safe work
environment for the employees?
Ans: All offices are provided with adequate masks, sanitizers, generic medical supplies etc.
General advisories to be issued to branches/ offices regarding the Do’s and Don’ts and other
precautionary measures for curbing the spread of infection and ensure a safe environment for
self and others
A detailed standard operating procedure has been laid down to ensure health and safety of
the employees.
4. What are Zones obligations as an organization if any employee tests positive COVID-19?
Ans: Zones shall report any such case to their crisis management and co-ordination team &
the government authorities in case the incident happens during employee’s presence at work
place. Further, zones shall cooperate with relevant authorities to trace all possible connects
of the employee and all those connects will be sent to self-quarantine for 14 days.
Zones However does not discriminate against any of its team member on grounds of being ill
or unable to attend office for work. The concerned employees are provided with assistance in
the form of a Group medical cover, Ability to use Accrued PTO, Leaves of any nature and also
Leaves under FMLA (unpaid) to get over the crisis.

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