Preventing Respiratory Infectious Diseases in the Workplace

Ashley: Welcome to Health and Safety to Go! a podcast by the Canadian Centre for Occupational Health and Safety. Today we’re talking about controlling respiratory infectious diseases, also called RIDs, in the workplace. These illnesses include the flu, COVID-19, and RSV – don’t worry, we'll tell you what all of that stands for. They all can spread easily, but there are steps we can all take to protect ourselves and others. Joining me to discuss just how we do that is Riane Marrs, an occupational health and safety specialist here at CCOHS. Welcome, Riane.

Riane: Thanks, Ashley. Happy to be here today.

Ashley: Let’s start at the beginning. What exactly do we mean when we talk about respiratory infectious diseases?

Riane: Respiratory infectious diseases are illnesses caused by germs that spread through the air, usually in droplets or respiratory particles when someone coughs, sneezes, talks, or even breathes. They can also spread by touching contaminated surfaces or objects and then touching your eyes, nose, or mouth. Some of the most common are influenza, coronavirus disease or SARS-CoV-2, more commonly known as COVID-19, and respiratory syncytial virus or RSV. They can range from mild to very serious, especially in people who are immune compromised or otherwise at higher risk, which is why prevention in the workplace is so important.

Ashley: And work environments can vary so much, from offices and shops to construction sites and factories. What should employers be thinking about first?

Riane: One of the most important steps is supporting workers in staying home when they’re sick. That means having clear policies in place, encouraging workers not to push through mild symptoms, and making sure there are no penalties for taking time off when unwell. This reduces the risk of illness spreading to others. Employers can also encourage vaccination, whether that’s by providing information, allowing time off to get vaccinated, or even arranging clinics at the workplace.

Ashley: I imagine that requires some planning and communication.

Riane: Exactly. Written policies and procedures are essential. Employers should explain things like how to respond if someone becomes sick at work, how to report symptoms, and what the sick leave policy is. Posting clear, easy-to-understand signage with visuals can really help everyone follow the rules.

Ashley: Let’s talk about the workplace environment itself. Ventilation comes up often when talking about respiratory infectious diseases. How can employers improve it?

Riane: Yes, I’m glad you brought that up! Good ventilation helps reduce the buildup of respiratory particles in indoor air. Employers can upgrade HVAC system filters to the highest level they can handle, or use HEPA filters if the system allows. They can also adjust systems to bring in more outdoor air, and make sure washrooms and kitchen exhaust fans that vent outside run continuously. You can also open windows and doors when it’s safe and the weather allows for some natural ventilation.
And we can’t forget about vehicles. Setting fans to bring in outside air or cracking a window can help improve air circulation, too.

Ashley: That makes sense. What about cleaning and disinfecting?

Riane: Touching shared surfaces can spread germs, so cleaning and disinfecting are important. Cleaning removes debris, while disinfecting destroys the germs. Both are needed for the best protection. Employers should provide workers with supplies to clean and disinfect their personal workspaces and have a program in place for high-touch areas like door handles, elevator buttons, and shared equipment.  

Ashley: What role do workers play in preventing the spread?

Riane: Workers should monitor their own health and know the symptoms of common respiratory diseases. If they feel sick, they should stay home, notify their supervisor, and seek medical advice if symptoms get worse. If someone becomes sick at work, they should put on a mask right away, inform their supervisor, and head home to avoid spreading germs.

Ashley: Masks still have an important role to play, don’t they?

Riane: They do. Individuals can wear a mask in crowded or poorly ventilated areas, during seasonal increases in infections, or whenever their personal risk is higher. Employers can also provide masks to workers and even to visitors or customers who need them. In some cases, like when providing services to someone who’s sick, a respirator like an N95, accompanied with fit testing and a respiratory protection program may be required.

Ashley: How about frequent handwashing? That’s something we hear about often, but with the number of things that can come up over the course of a workday, it can be easy to overlook.

Riane: Yes, proper hand hygiene and respiratory etiquette are simple but very effective. Washing hands with soap and water for at least 20 seconds, or using sanitizer with at least 60 percent alcohol, is key, especially after touching shared surfaces, before eating, and after coughing or sneezing.
Coughing into your elbow or a tissue, and avoiding touching your face with unwashed hands, are also important habits. Employers can help by placing sanitizer dispensers in high-traffic areas, providing personal bottles for workers without quick access to handwashing facilities, and making sure supplies are regularly restocked.

Ashley: It sounds like all of these steps work best when they’re combined.

Riane: That’s exactly right. No single control measure is 100 percent effective. The strongest protection comes from layering them: staying home when sick, vaccination, good ventilation, cleaning and disinfecting, hand hygiene, masking, and clear communication. Each layer reduces the risk a little more.

Ashley: And perhaps policies and procedures that support reducing the spread.

Riane: Exactly.

Ashley: You mentioned communication. What does that look like in practice?

Riane: Employers should provide accurate information and training to help prevent the spread of respiratory infectious diseases, so everyone understands their responsibilities and the reasons behind the measures. Workers should also be involved, whether that’s through their health and safety committees or by reporting concerns, because they often see hazards first-hand. Clear communication helps prevent misinformation and makes compliance more likely.

Ashley: And for workplaces that regularly interact with the public, are there additional steps?

Riane: Yes. Employers can inform visitors and customers about workplace policies, ask sick individuals to postpone visits, and offer remote or digital options like video calls, contactless payments, or self-service kiosks. These approaches help reduce direct contact and lower the chance of spreading infection.

Ashley: Before we wrap up, is there anything else our audience should know?

Riane: Yes, it’s good to remember that while most illnesses are mild, and there are simple ways to reduce the spread. Staying at home, staying hydrated, and taking time to rest and recover can make a difference. If there are any concerns about symptoms, reaching out to a health care provider is always a good step.
One more thing for workers. It’s important to keep in mind their basic rights: the right to know about hazards in the workplace, to participate in health and safety, and to refuse unsafe work. They also have the responsibility to protect themselves and others from respiratory infectious diseases and to monitor for symptoms, attend training, follow safe procedures, practice proper hand hygiene and respiratory etiquette, and report any concerns. Exercising these rights and responsibilities helps create a healthier, safer workplace for everyone. .

Ashley: That’s an important reminder. Riane, thanks for walking us through these practical steps as we head into cold and flu season.

Riane: Thanks for having me!

Ashley: That’s it for this episode. For more information and resources on respiratory infectious diseases and the workplace, visit our website ccohs.ca. Thanks for listening and stay safe.