Business Continuity Checklist: Prepare Your Workshop for Lockdown

 

With the possibility of future lockdowns when cases of community transmission occur, you need to be prepared to quickly adjust your operations for each alert level.

A business continuity plan defines how your business should react under certain conditions, such as natural disaster. In this case, we're looking at COVID specific measures to keep your business running at each level of lockdown. Below we've prepared a checklist of items to consider for your business continuity plan.

Staff

  • What’s the best way to communicate major changes to your staff?
  • Do any of your staff, or their household/family members, have health issues that put them at greater risk?
  • Do staff rely on public transport normally? If so, can alternative transport be arranged?
  • Can your bubble be extended to include your staff and their households?
  • Do you have a means of checking in on the mental health of your team and providing support to those who need it?
  • Do staff have access to essential job, booking, accounting software to manage the business in your absence?
  • Have you discussed this plan with your team to ensure everyone is aware of what is required of them?

Safety plan

  • Have you reviewed and updated your safety plan since the first lockdown?
  • Get your teams feedback on what safety processes worked and didn’t work

Customers

  • How will you notify customers with existing bookings of changes to drop off procedures or opening hours?
  • How will you let customers know you are/aren’t open for business and safety procedures they must follow when they come into your workshop?
  • How can you take your service to your customers, such as vehicle pick up/drop off?
  • Can you redirect calls to your mobile?
  • Update booking information on your website / Facebook page
  • Do you have a process for contactless vehicle exchange?
  • How will you take contactless payments?

Services

  • Will you need to adjust your service offering to maintain 2-meter distances between workers?
  • What jobs are the most profitable and should be prioritised vs the jobs that are in the most demand?
  • What equipment is essential for these jobs – how can it be sanitised between jobs? Can tools be used by only one person?
  • Do you have a sanitising process before and after you work on a customer’s vehicle?
  • Do any tasks rely on a single person? Can another person be trained and step in when needed?
  • Do you have sufficient stock to cover you for 2 or 4 weeks of lockdown?
  • If there are delays to parts deliveries, are you able to go to alternative suppliers or pick up parts yourself?
  • Do you have accurate counts of stock?

Cashflow

  • Check that all debtors have paid up
  • Do any of your suppliers offer extended payment terms during lockdown?
  • Can high priced and / or slow-moving parts be returned to the supplier?
  • Review the conditions of the wage subsidy
  • Review the IRD interest-free loan conditions, is it suitable for your business, (Peter Morton recommends to  keep it in reserve with the intention of paying it back at the end of the 12-month term)

Business records

  • Are you keeping backups of your records in the cloud?
  • Is your sensitive business information register up to date? Who else has access to key information to keep your business running in the event you fall ill?

To discuss your business continuity plan, reach out to the MBIE for assistance