Coronavirus: Free Practical Guide to Keep Business Going

This practical guide* for small businesses on how to keep business afloat during the Coronavirus outbreak has been produced in response to questions from small business owners in March 2020. Contributors include Kellie Calvert, MCIPD Director of HR, Humber HR People and Kate van der Sluis, FRIP, Managing Partner. It is intended as a practical guide only - for specific advice for your business please contact a suitably qualified professional.

Your People

Small business employers should consider some simple steps to help protect the health and safety of staff. This guidance comes fromwww.acas.org.uk/coronavirus.

It's good practice for employers to:

• keep everyone updated on actions being taken to reduce risks of exposure in the workplace
• make sure everyone's contact numbers and emergency contact details are up to date
• make sure managers know how to spot symptoms of coronavirus and are clear on any relevant processes, e.g. sickness reporting and sick pay, and procedures in case someone in the workplace shows symptoms
• make sure there are clean places to wash hands with hot water and soap, and encourage everyone to wash their hands regularly
• provide hand sanitiser and tissues for staff, and encourage their use

Employers must not single anyone out or treat an employee differently because of their race or ethnicity. We also suggest:

• Wherever practical, make plans for employees to work from home and encourage home working – check your employee handbook for flexible working policy.
• Empower employees to replace face to face meetings with remote meetings/teleconferences. Make sure employees have the equipment and software they need, and offer training if required on the appropriate software, e.g. Zoom (https://youtu.be/vFhAEoCF7jg), or Skype.
• Consider staff rota/cover for essential and business critical employees. You may want to outline a plan in case you need to close the workplace temporarily.

Self-Isolation & Sick Pay.

Employees and workers must receive any Statutory Sick Pay (SSP) due to them if they need to self-isolate because:

• they have coronavirus
• they have coronavirus symptoms, for example a high temperature or new continuous cough
• someone in their household has coronavirus symptoms
• they've been told to self-isolate by a doctor or NHS 111

If someone has symptoms, everyone in their household must self-isolate for 14 days. Those who live alone must self-isolate for 7 days.

Employers might offer more than SSP – 'contractual' sick pay. This information is taken from the ACAS website on 17.03.2020. ACAS offer further detailed guidance on Sick Pay and is updated daily: www.acas.org.uk/coronavirus

Mental Health & Wellbeing.

The uncertainty of coronavirus has taken its toll on people's mental health, particularly those already living with conditions like anxiety and OCD. Being concerned about the news is understandable, but for some employees it can make existing mental health problems worse. The WHO has recently published guidelines for protecting mental health during the outbreak. Its recommendations include:

• That everyone takes a break from watching, reading, or listening to news stories, including social media.
• Employees need to take care of their physical health.
• Make time to unwind.
• Connect with others. Talk with people you trust about your concerns and how you are feeling.

Remember - Helping others cope with their stress can also make your team stronger.

Your Business

Layoffs and Short time Working. In some situations, you might need to close business for a short time. Unless it says in the contract or is agreed otherwise, you still need to pay their employees for this time. If you think you will need to do this, it's important to talk with employees as early as possible and throughout the closure.

Using Holiday. Employers have the right to tell employees and workers when to take holiday if they need to. For example, they can decide to shut for a week, and everyone must use their holiday entitlement. If the employer does decide to do this, they must tell staff at least twice as many days before as the amount of days they need people to take. Employers should:

• explain clearly why they need to close
• try and resolve anyone’s worries about how it will affect their holiday entitlement or plans

Consider Applying for Business Support

To help give lenders greater confidence to continue providing SMEs with finance throughout this period of uncertainty, the Government is launching a new, temporary Coronavirus Business Interruption Loan Scheme initially worth up to £1bn through the British Business Bank. The BBB will publish the list of lenders that provide Coronavirus Interruption Business Loan Scheme loans.

SME Statutory Sick Pay Compensation - The Government will support small and medium-sized businesses and employers to cope with the extra costs of paying COVID-19 related Statutory Sick Pay. Through the emergency legislation, employers with fewer than 250 employees will be able to reclaim SSP paid for sickness absences relating to coronavirus during the outbreak.

HMRC has set up a dedicated COVID-19 helpline to help those in need.

For information on Business Support available in the Humber Region, see

https://www.humberlep.org/business/coronavirus-business-support/

8 Recommended Action Points

By following the guidelines above on good practice, small businesses will already be demonstrating responsibility for employee health & wellbeing and taking practical steps during the outbreak. The business leaders’ response will be scrutinised so reassurance and guidance through clear communication is vital.

Recommended Action Points:

1. Have a clear communication plan for employees.
2. Ensure you are clear on your sick pay and flexible working policies.
3. Follow the ACAS best practice guidelines.
4. Encourage homeworking and the use of technology.
5. Be aware of the potential impact of the outbreak on your own and Employee’s Mental Health.
6. Consider the affect of temporary closure and communicate as early as possible.
7. Explore what Business Support is available.
8. A well thought through and proportionate response to Coronavirus is an opportunity to build trust and demonstrate strength in leadership in tough times.

This article was updated on 17.03.2020. For a FREE PDF copy of this guide, please email hello@humberhrpeople.co.uk