Fighting Influenza in the Workplace

PREVENTATIVE MEASURES FOR INFLUENZA IN THE WORKPLACE

Jordan Gray, Shannon McCourt, Lisa Priestman, Demi Boyle

i
TABLE OF CONTENTS

Introduction .................................................................................................................................................. 1
Employer Options for Influenza Prevention ................................................................................................. 2
Workplace Flu Vaccination Clinics ............................................................................................................. 2
Flu Shot .................................................................................................................................................. 2
Effectiveness .......................................................................................................................................... 3
Cost ........................................................................................................................................................ 3
Accessibility............................................................................................................................................ 3
Flu Prevention Education Program ........................................................................................................... 4
Effectiveness .......................................................................................................................................... 4
Cost ........................................................................................................................................................ 5
Accessibility............................................................................................................................................ 5
Workplace Flu Kits and Hand Sanitation Stations ..................................................................................... 5
Effectiveness .......................................................................................................................................... 2
Cost ........................................................................................................................................................ 2
Accessibility............................................................................................................................................ 3
Comaparison Table ....................................................................................................................................... 3
Conclusion ..................................................................................................................................................... 4
References .................................................................................................................................................... 5

i
FIGHTING INFLUENZA IN THE WORKPLACE
INTRODUCTION

Every year, worker absenteeism is a problem as the winter months approach. One in five employees will
call in sick with a cold or the flu (Getsinger, 2014). Flu season in Canada usually lasts about six months,
from November to April. According to Benefits Canada, the flu can prevent employees from coming to
work for approximately one week (Benefits Canada, 2011). Public Health Canada also advises people to
stay home from work for at least 7-10 days to avoid passing the flu onto co-workers.

The effects of the flu, such as fatigue and a persistent cough,

can severely hinder productivity and concentration, even
when an employee has returned to work. Not only does the
flu leave projects and deadlines on hold or prolonged, it also
puts additional stress on fellow employees who have to pick
up the extra workload.

According to the Victoria Order of Nurses Canada, approximately 7.5 million workdays are lost to the flu
in Canada annually (VON Canada, n.d.). The Government of Canada has stated that 12,200
hospitalizations and 3,500 deaths are caused by the flu each year (Government of Canada, 2018). With
these statistics, it is wise to take the flu seriously.

This is why prevention programs in the workplace, where so many employees are in close proximity to
each other, is paramount to minimizing the effects on workers’ health and workplace productivity
(Benefits Canada, 2011).

The purpose of this research is to provide viable, effective options to reduce and prevent the spread of
influenza in our workplace. From this research, a program can be introduced to workers that will
minimize their exposure to the influenza virus in the workplace. Also, minimizing the effect of the flu on
productivity and days lost from work which can cost thousands of dollars each year.

The options we will be discussing, vary in cost, effectiveness and accessibility. The three options we
would like to present are; A Workplace Flu Vaccination Clinic, A Flu Prevention Education Campaign and
lastly Workplace Flu Kits and Hand Sanitation Stations.

1
EMPLOYER OPTIONS FOR INFLUENZA PREVENTION

WORKPLACE FLU VACCINATION CLINICS

The contagious period for the flu begins before you even show symptoms. This period starts 1 day
before symptoms first appear, and lasts for 5 days after you begin showing symptoms. Most people
recover from the flu within 7-10 days (Government of Canada, 2018). Therefore, it is not surprising that
the flu is spread so easily in the workplace.

Employees are showing up to work without symptoms, they do not realize they are sick and beginning to
spread the flu to other co-workers. Also, employees usually come back to work too early when they are
still in the contagious stage, as they are concerned with deadlines. This is the cause of more employees
becoming infected and calling in sick, causing a halt in production.

Flu vaccination clinics are run by an organization that comes to the workplace to give employees flu
shots. These organizations are hired and paid for by the company, or employer, to help prevent the flu.
Some organizations offering workplace flu vaccination clinics are:

 VON Canada (Victorian Order of Nurses Canada) Non-profit organization

 Carefor Health and Community Services
 Paramed

FLU SHOT
According to the Mayo Clinic, the current flu shot will protect against three to four various flu viruses.
Even though the flu vaccine is not 100% effective in any given year, it is the best way to prevent the flu.
It is recommended to get the flu shot every year as the strains of viruses change and adapt quickly, and
the previous flu shot antibodies weaken. The flu shot takes about two weeks to become fully affective
so it is best to get it prior to flu season starting in October (Mayo Clinic, 2018). When you receive the flu,
vaccination antibodies develop to protect you against the virus that is in the vaccine. The traditional
type of vaccine is Trivalent and protects against Influenza A (H1N1) and (H3N2) and Influenza B (CDC,
2018).

Health Canada approves all flu vaccines made by various

manufacturers in Canada. Every batch of vaccine is tested
to strict guidelines for safety and quality before it is
approved by the strong monitoring system Canada has put
in place. Once it is in use there are still strong Provincial and
National monitoring systems to ensure any problems are
detected quickly (Government of Ontario, 2019).

Vaccines that contain the live virus have had the strength of the virus reduced to where there isn’t
enough to make you get the flu. They are just strong enough to make you immune to the flu (Immunize
Canada, 2018).

2
EFFECTIVENESS
These programs are very effective in preventing the flu, because it ensures that every employee gets
their flu shot, instead of depending on each employee to go out and do it on their own time.

These organizations also provide prior educational material on flu vaccinations so that employees
understand the importance of getting a flu shot and will be more willing to register for the clinic.

COST
The cost of a flu shot at the doctors’ office or a participating pharmacy is free in Ontario, but there is a
cost for having an organization come to the workplace to run a vaccination clinic. The convenience to
employees, who often do not have a lot of time outside of work to get the shot, far outweighs this cost.

The cost these organizations charge varies but is related to the nurses’ time, administrative costs of
setting up the clinic and other medical supplies they may require (Carefor, Health & Community
Services, n.d.).

Costs can be paid fully by the company, or employer, with no fee for employees. This will encourage
more employees to take advantage of the convenience of not having to go outside the workplace, or
take additional time out of their free time to get the shot. This is a cost-effective way of providing a
quick and convenient way to get the shot for employees.

The cost for Carefor Services to run a Flu vaccination clinic in the workplace is: (Carefor, Health &
Community Services, n.d.)

Number of Participants Price Per Shot Grouped Example

1-40 $550 flat rate
41-99 $12 per dose $600 for 50 employees
100+ $11 per dose $1100 for 100 employees

ACCESSIBILITY
The flu can spread rapidly in closed working environments. The most convenient place to immunize
employees is at the work place. This ensures every employee gets their shot since some employees may
not have the time to get the shot outside of work due to a busy schedule. By allowing employees to get
their shots at work is worth it in the long run to avoid absences.

These organizations make it easy for workplaces because they come to you and bring all the supplies.
They have registered nurses hired to give the shot to employees.

3
FLU PREVENTION EDUCATION PROGRAM

Influenza, also known as the flu, is not the same as the common cold. Influenza is a contagious
respiratory disease, caused by the influenza virus. There are four types of influenza; A, B, C and D
(Dickin, Bailey, & James-abra, 2017). Only the viruses A, B, and C infect humans (Dickin, Bailey, & James-
abra, 2017). Influenza A and B are the main types that cause the seasonal flu (Dickin, Bailey, & James-
abra, 2017).

Influenza A is the source of flu pandemics (Dickin, Bailey, & James-abra, 2017). Canada has had a few flu
pandemics over the year. There is a chart attached providing information on Canadas previous flu
pandemics, along with statistics.

Year Flu Pandemic Canadian Deaths Worldwide Deaths

1890 Russian/Asiatic Flu N/A 1,000,000
1918 Spanish Flu (H1N1) 55,000 20,000,000-50,000,000
1957 Asian Flu 7,000 1,000,000-2,000,000
1968 Hong Kong Flu 4,000 1,000,000-4,000,000
2009 H1N1 428 18,000

The idea of this option for employers, is to hire a speaker to come in and create a presentation for
employees. This will inform employees of the flu and how to prevent it. The speaker would present the
issue, and inform the employees about the influenza virus. The presentation can include information on:

 Where to receive a flu shot

 What the flu is
 How the flu is spread
 How the flu affects your body
 How to prevent the flu
 What to do if you are infected with the flu

EFFECTIVENESS
The effectiveness of this option would vary on whether employees use the information and
recommendations or not. The employees would need to go out and get the flu shot on their own but
they would be better informed on what the shot can do for them. The information that the employees
learn could be extremely useful in preventing the flu in the workplace.

4
COST
The average cost for a professional speaker is around $1,500. This cost varies depending on who the
company, or employer, hires for the presentation. Some speakers may even charge a smaller amount
such as $500 depending on their skill set and experience level. Some ideas for motivational speakers
could be:

 Doctor
 Registered nurse
 Professor

ACCESSIBILITY
This option would be very easily accessible since the presenter would come to the work site and present
for the employees. The only thing the company would need to do is ensure there is a room large enough
for all employees. They may also need to have the required equipment to show a visual presentation
such as a projector, screen, computer, speakers, and/or microphone.

WORKPLACE FLU KITS AND HAND SANITATION STATIONS

The most touched areas in the office are germ hotspots and help the transfer of germs and viruses from
one person to another. Germs don’t move around these spaces by themselves, they move when another
person touches them. Perhaps sneezing while covering their face with their hand and then transferring
them to the next area or object they touch (Ackerley, 2018).

In many workplaces, employees move around the office and share computers and office space, so germs
have the opportunity to move and multiply. Comparisons with other hygiene studies found that the
typical office desk items carry more germs than items such as toilet seats, which have a much more
vigorous cleaning schedule. The average desk has 400 times more bacteria than the average toilet seat
(Ackerley, 2018).

The areas in the office that are a high risk for spreading the flu virus include:

 Office desk surface  Door handles

 Lunch room fridge, kettle, coffee maker,  Photocopier
vending machine  Phones
 Lunch room surfaces  Office desk items
 Keyboard and mouse  Elevator buttons
 Office Mugs

These are all items that are touched by multiple employees in a work day. Some people chew on the end
of pens when they are working and they don’t realize where that pen has been; in someone else’s
mouth or on the floor. This habit is an easy transfer of germs from one person to another. Other desk
accessories are also borrowed and used by co-workers sending germs across the office (Ackerley, 2018).

5
The lunch room is another hot spot for germs, from the fridge handle, to the kettle, coffee or vending
machine with multiple employees using them, who have probably not recently washed their hands.
Even just rinsing coffee mugs is not enough to combat flu germs, they need to be washed thoroughly to
make sure no germs remain that could infect the next person using them (Ackerley, 2018).

Providing a kit to all employees to have at their work area, that includes disinfecting wipes, hand
sanitizers and tissues to encourage them to keep their work spaces clean and help prevent or minimize
the spread of flu germs in the office is a cost effective and easily implemented option.

EFFECTIVENESS
This option would be extremely effective in reducing the spread of germs in the workplace, while
promoting a clean environment. Having the proper resources readily available to employees will help
influence employees to keep their work stations clean. A cleaner environment ensures a there is a
smaller risk of contamination and spread.

COST
Recommend Flu Starter Kit Bulk Cost per workstation
from Staples
Kleenex $83.00/48 per case $3.46
Lysol Disinfecting Wipes $7.30/3 per pack $7.30
Hand Sanitizer $46.00/12 per case $3.85
Flu Prevention Pocket Guide $0 $0
Total cost of Starter Kit $14.61
As well as the personal flu kits bathrooms and high traffic areas such as the lunch room and photocopy
rooms should be outfitted with touchless hand sanitizer stations. An option for a touchless hand
sanitizer station is:

Hand Sanitizer System

$16.50/per kit $165.00/10 kits
Starter Kit
(Staples, n.d.).

There would be a cost involved in reordering supplies on an ongoing basis for the flu kits and hand
sanitizer stations but this option would be easy to implement. This option also allows for the flu kits to
only be provided during flu season, which typically starts in the winter months. Flu season begins to
increase in October to November, peaking in between December to February but could last into May
(CDC, 2018).

2
ACCESSIBILITY
This option would be great to ensure employees are keeping their hands, and workplace, clean and not
spreading germs. Giving each employee a flu kit would ensure they have the required resources to
prevent germs and contamination in their work area.

Also, having touchless sanitation stations throughout the workplace in hotspots, such as the kitchen,
bathroom, large office areas, and entryway, would ensure employees are keeping their hands clean.

This option is easy and extremely accessible for employers and employees to avoid the spread of germs,
and ultimately prevent sickness in the workplace.

COMAPARISON TABLE

Workplace Flu Flu Prevention Workplace Flu Kits and

Vaccination Clinic Education Program Hand Sanitation
Station
Cost $10-$12 per employee Free $14-$15 per employee
Effectiveness High Medium High
Accessibility High Medium High

3
CONCLUSION

While an employer should be making every effort to put programs in place that educate employees and
encourage them to be involved in flu prevention programs, it is also up to the employees to understand
their own responsibilities to protect themselves from infectious diseases in the workplace. While each of
our options provides education on how the flu is spread and how it can be prevented, it is also
ultimately up to the worker to protect themselves. Making these programs easy to use and implement,
with no cost to the worker encourages them to be engaged.

Comparing the three options, all three are easy to implement and easy to use for the employee. The
Workplace Flu Vaccination Clinic is set up and run by the company hired by the employer. The employer
just needs to provide a suitable space for the clinic. The cost is approximately $10-$12 per employee
which is a small amount to pay when you consider the losses in productivity from absenteeism.

The Flu Prevention Education Program has the lowest cost as most materials, such as video’s, social
media campaigns, posters, flyers and pocket guides are free from the Ontario Government Health
Department. Implementation is minimal to the employer and is easy for the employee to understand
and gain the knowledge they need to make choices to protect themselves.

Workplace Flu Kits and Hand Sanitation Stations while easy to use, are less cost effective at $14-$15 per
start up kit, and require ongoing monitoring and ordering of supplies on the part of the employer,
making it difficult to estimate the total cost. Employee engagement would be higher as the products
would be readily available to use with minimal effort on the employees’ part.

From these comparisons, we have concluded that the Workplace Vaccination Clinic is the most effective
option for companies. These clinics also contain education on not just flu vaccines, their importance and
effectiveness in preventing the flu in the workplace, but other ways to prevent the flu such as hand
washing and hygiene, which are also part of the Workplace Flu Education Program.

The Workplace Flu Vaccination Clinic would be run prior to the start of flu season in the beginning of
October. This will reduce the number of employees coming into work unaware that they are sick and
contagious before showing symptoms and unknowingly spreading the flu to other co-workers. It would
also give them information on vaccines that may help them make decisions for their family, which would
help reduce the spread in their communities as well.

4
REFERENCES

1, C. (2018, July 12). Retrieved from https://www.cdc.gov/flu/about/season/flu-season.htm

1, F. (2018, May 15). Retrieved from https://www.thehealthsite.com/news/workplace-are-you-doing-

an-extra-physical-activity-read-this-ag0518/

2, F. (2013, July 2016). Retrieved from https://www.collective-evolution.com/2013/07/26/what-

happened-when-i-refused-my-tetanus-vaccine/

3, F. (2015, October 27). Retrieved from https://www.westuc.com/en-us/blog/webinars-enterprise-

streaming/5-tips-b2b-person-events-increase-roi

Ackerley, D. L. (2018, March 26). Workplace Hygeine: 6 Office Germ Hotspots. Retrieved February 6,
2019, from Total Jobs: https://www.totaljobs.com/insidejob/workplace-hygiene-6-office-germ-
hotspots/

Benefits Canada. (2011, January). Influenza @ Work. Retrieved February 2, 2019, from Benefits Canada:
https://enefitscanada.com/wp-content/uploads/2011/01/influenzaatwork1.pdf

Carefor, Health & Community Services. (n.d.). Workplace Immunization Clinics. Retrieved February 2,
2019, from Carefor, Health & Community Services:
https://www.carefor.ca/services/?comaction=view&cid=11&id31

CDC. (2018, September 6). Key Facts About Seasonal Flu Vaccine. Retrieved February 7, 2019, from CDC:
https://cdc.gov/flu/protect/keyfacts.htm

CDC. (2018, July 12). Seasonal Influenza (Flu). Retrieved February 6, 2019, from CDC:
https://www.cdc.gov/flu/about/season/flu-season.htm

Center for Disease Control. (2017, September 27). Types of Influenza Viruses. Retrieved January 30,
2019, from Centers for Disease Control and Prevention:
https://www.cdc.gov/flu/about/viruses/types.htm

Dickin, J., Bailey, P. G., & James-abra, E. (2017, May 1). Influenza (Flu). Retrieved January 30, 2019, from
The Canadian Encyclopedia: https://www.thecanadianencyclopedia.ca/en/article/influenza

Getsinger, C. (2014, August 4). Onsite Flu Shots Save Health & Absence Costs. Retrieved February 2,
2019, from Society for Human Resource Management:
https://www.shrm.org/resourceandtools/hr-topics/benefits/pages/onsite-flu-shots.aspx

Government of Canada. (2018, October 25). Flu (influenza): For health professionals. Retrieved from
Canada: https://www.canada.ca/en/public-health/services/diseases/flu-influenza/health-
professionals.html

5
Government of Canada. (2018, October 29). Flu (Influenza): Prevention and Risks. Retrieved from
Government of Canada: https://www.canada.ca/en/public-health/services/diseases/flu-
influenza/prevention-risks.html

Government of Canada. (2018, October 19). Flu (Influenza); Symptoms and Treatment. Retrieved
February 2, 2019, from Government of Canada: https://.www.canada.ca/en/public-
health/services/diseases/flu-influenza.html

Government of Canada. (2018, September 28). The Spanish Flu in Canada (1918-1920). Retrieved from
Government of Canada: https://www.pc.gc.ca/en/culture/clmhc-hsmbc/res/doc/information-
backgrounder/espagnole-spanish

Government of Canada. (2019, January 14). Diseases. Retrieved from Government of Canada:
https://www.canada.ca/en/public-health/services/diseases.html

Government of Ontario. (2019, January 31). Vaccine Safety. Retrieved February 7, 2019, from
Government of Ontario: https://www.ontario.ca/page/flu-shot-safety#Section-4

Immunize Canada. (2018, October 18). Diseases & Vaccines, Questions and Answers. Retrieved February
2, 2019, from Immunize Canada: https://immunize.ca/questions-and-answers

Mayo Clinic. (2018, September 11). Flu Shot: Your Best Bet for Avoiding Influenza. Retrieved February 7,
2019, from Mayo Clinic: https://www.mayoclinic.org/diseases-conditions/flu/in-depth/flu-
shots/art-20048000

Staples. (n.d.). Your Office Flu Prevention Tool Kit. Retrieved February 6, 2019, from Staples:
https://www.staples.com/sbd/cre/tech-services/explore-tips-and-advice/tech-articles/your-
office-flu-prevention-toolkit.html

VON Canada. (n.d.). Workplace Flu Clinic. Retrieved February 2, 2019, from VON Canada:
https://www.von.ca/en/service/workplace-fluclinic