Guidance for Contractors: Communicating About COVID-19 Precautions

This guidance complements the short and expanded guidance documents for communication with friends and family, as well as guidelines for professional conversations at the workplace, and the appendices by providing a deeper framework for crafting thoughtful communication strategies.

As a contractor, addressing COVID-19 precautions requires professionalism and tact. Unlike employees, contractors often navigate less formal structures and need to approach conversations with clear goals and respect for the client relationship.

1. Prepare Before the Conversation
   • Understand the Scope of Your Role:
     Review your contract or agreement to identify whether it addresses health and safety concerns.
   • Clarify Your Goals:
     Define what you hope to achieve—whether it’s personal safety measures, precautions for shared spaces, or broader organizational policies.
     • Example: “My main concern is ensuring that the spaces I work in are well-ventilated.”
   • Gather Supporting Information:
     Prepare relevant data or guidelines to back your concerns. Be ready to frame these as beneficial for everyone involved, not just yourself.
     • Example: “Research shows that HEPA filtration can significantly reduce airborne risks, which could be beneficial for everyone on-site.”
2. Choose the Right Medium for Communication
   • Opt for Email for Formality:
     Email allows you to include links, create a record, and organize your thoughts clearly.
     • Example:
       • Subject: Suggestions for Enhancing Safety During Project Meetings
       • Body: “To ensure a productive and safe work environment, I’d like to suggest adding portable HEPA filters for meeting spaces. Here’s a link to relevant guidance from the EPA.”
   • Schedule a Call for Sensitive Discussions:
     If the topic is complex or requires negotiation, request a call or meeting to address it directly.
3. Frame Your Concerns Constructively
   • Focus on Mutual Benefits:
     Highlight how your suggestions align with the client’s goals, such as project continuity or team well-being.
     • Example: “Implementing these measures could help reduce sick days and keep the project timeline on track.”
   • Be Specific and Action-Oriented:
     Propose concrete steps that are realistic within the context of your work.
     • Example: “Could we agree to mask during close-proximity work or use a HEPA filter in shared spaces? These are small adjustments that could make a big difference.”
4. Address Constraints and Pushback
   • Acknowledge Practical Challenges:
     Show understanding of logistical or financial limitations while reinforcing the value of precautions.
     • Example: “I know resources can be tight, but even small measures, like improving airflow, could help.”
   • Offer Alternatives:
     Suggest low-cost or easy-to-implement options if your primary requests aren’t feasible.
     • Example: “If a HEPA filter isn’t available, could we plan to meet outdoors instead?”
5. Advocate for Yourself
   • Request Specific Measures:
     If you need accommodations to feel safe, be clear about your requirements while showing flexibility.
     • Example: “I’d feel more comfortable continuing on-site work if masking could be required in shared spaces.”
   • Be Prepared to Set Limits:
     If your concerns aren’t addressed, consider whether continuing the engagement aligns with your values and safety.
6. Follow Up and Maintain Records
   • Summarize Agreements:
     Send a follow-up email after discussions to confirm agreed-upon measures.
     • Example: “Thanks for discussing these safety measures with me. Here’s what we agreed to implement during the project…”
   • Document Responses:
     Keep records of all communications in case the issue needs to be revisited or escalated.

• When Walking Away May Be Necessary
  As a contractor, your professional relationship is built on mutual respect and shared goals. If you feel unsafe and your concerns are not adequately addressed:
  • Communicate Your Decision Respectfully:
    • “I appreciate the opportunity to work together, but I’m unable to continue on-site under the current conditions.”
  • Highlight Willingness to Reconnect:
    • “If circumstances change or precautions are implemented, I’d be happy to revisit this engagement.”
• Closing Thought
  As a contractor, addressing COVID-19 precautions is about balancing professionalism, advocating for safety, and recognizing your boundaries. With preparation, clear communication, and respect for the client relationship, you can navigate these conversations effectively.

For more tips on effective communication, see the Appendices.