COVID-19 BEST PRACTICES PART 2
This is part 2 of the COVID-19 best practices memo that I wrote for my own law practice. Part 1 can be found here.
CLIENTS
It continues to be the best option to communicate with clients via phone and email. Sonny’s method of meeting clients at their car and putting the paperwork on their windshield has been highly effective. If a client does NEED to come into the office, they must make an appointment.
I understand some clients prefer to “drop in.” For this reason, we will have a sign on the door asking them to go back to their car and call the office line. If there is not another client already in the office, then they can come in. If there is another client in the office, they can either wait until the other client leaves, or schedule an appointment.
We will want to keep a list of when and which clients enter the office in case one or more of them do carry the coronavirus or have contracted COVID-19. This is another reason it is easier if the client makes an appointment. One final thought on clients, avoid handshaking. We are entering a new world and this age-honored tradition may fall by the wayside.
SANITIZING
If a client does come in, then we will need to sanitize each area where the client was located and everything the client touched. This includes door handles, pens, chairs, tables, etc. Clorox wipes (or a similar cleaner) are effective and quick.
Practice daily cleaning and disinfection of frequently touched objects and surfaces such as the copy machine, keyboards, telephones, doorknobs and light switches. Avoiding the use each other’s phones, desks, and computers is the most effective, and easiest way to avoid the spread of the coronavirus.
In order to effectively clean our work areas, it is crucial that we strive to have no loose papers covering our desks. Instead, they should be two hole punched and placed in the appropriate files. We should not leave out newspapers or magazines for clients to look through. Regarding the Phuong Dong and Saigon Nho newspapers, if a client wants an issue, we can provide them one to take home.
MAIL STATION
The mail station is a location that we used to all use. From here on out, Mimi will handle all the mail. We will place outgoing mail in a tray near the copier. Mimi will then pick up the outgoing mail and be the sole person weighing and applying postage.
WATER COOLER
I have moved the water cooler out of the waiting room to prevent clients from serving themselves and possibly spreading the coronavirus. If a client requests water, we will provide it for them. Do not let a client fill their own water bottle unless you are willing to then sanitize the water cooler.
IF YOU ARE SICK WITH COVID-19
In the unlikely event that you experience any COVID-19 symptoms (e.g. headache, tiredness, difficulty breathing, dry cough, temperature, etc), then STAY HOME and let me know. If anyone in your household, or that you are in contact with often, experiences symptoms, then let me know. Depending on the circumstances you may need to also stay home.
IF ONE OF US BECOMES SICK WITH COVID-19
If one of us does contract COVID 19, then we will need to close off the area that person was routinely using for at least 24 hours. During that 24 hours, we should have the windows open to increase air circulation (although, we also need to be careful to make the window not inviting to thieves). After 24 hours, we will have a deep clean of the area.
WORKING REMOTELY
The most important thing for each of us as well as our clients is that we stay healthy. For this reason, I highly encourage engaging in telecommuting when feasible. Given that I am at a higher risk than normal, I will be out of the office more often than in the past.
We can continue to use zoom, videoconferencing and teleconferencing when we have work or client-related meetings.
Another option is to resume operations in phases where we gradually introduce more employees (the four of us) and gradually increase hours.
FINAL THOUGHTS
This is an interesting time to be alive. While some of these practices may be temporary, many will remain our standard operating procedures.
Continue the great work you have been doing during these trying times. We will get through this by using these best practices and being vigilant about our health.
Photo by Elvert Barnes on Foter.com / CC BY-SA