Almost every news outlet in the world is now covering the coronavirus and its impact on everything from trade to travel to the workforce. With something that intensified virtually overnight and proliferated so quickly, employers are struggling with what it means for their operations and how to mitigate business closures and remote work. While Googlers are cozily working from home, many smaller companies and startups are facing more difficult transitions, as often a lack of proper policy, process and HR leaves them ripe for liability, revenue loss and so much more.
We should all recognize the importance of taking calm precautions. Amid growing concerns, take additional steps to be extra vigilant and de-intensify the impact of both the virus and the media. And I’m not just talking about dousing the office in Purell. Whether today or the next time crisis hits, here are a few tips to keep in mind when drafting policy on the fly.
Create Alignment On Messaging
This may sound obvious, but remain calm. The idea of setting up a proper strategy for your company is not to sensationalize, but also not to underreact. When drafting memos to your teams, use neutral or positive terms, and avoid urgent language that may add to the fear and panic. “Prevention,” “preparation,” “safety” and “precaution” rather than “risk” can work better to reassure your team about how you are handling the situation.
Most importantly, educate and train your managers on how to communicate the company’s stance on the situation and how we are all getting through it together. Speak often with your leadership team, and share up-to-date health concerns, prevention directives and updated policy. Focus on practical considerations and actions rather than overcautious and overzealous initiatives that can leave both employees and the company in precarious situations.
While the individual risk may seem high to some or negligible to others, the goal today is to slow down the virus’ spread for the sake of the population. Remind your teams that this effort is for everyone, and that small precautions in aggregate make a big difference.
Work Proactively And Collaboratively On Best Practices
No one has all the answers and solutions to anything. Learn from people in the company and your community what they understand best practices to be. The best ideas often bubble up from the most unexpected of places. Communicate in real time with your teams about how they feel comfortable working and commuting. Transition efforts should be creative and collaborative, and that doesn’t always have to come from leadership. What works for one company may not work for others. Try different methods, and understand what works best for your company and team.
Make Your Offices WFH Friendly
Everyone should be prepared should your company need to ask employees to work remotely. Proactively meet with IT to ensure all employees are well equipped to work from home. The last problem you need is making this decision overnight and everyone scrambling to get server access or work laptops.
Speak with HR or a labor attorney. There are certain legal liabilities you may be taking on when employees are asked not to come into the workspace. Run trial WFH days to best understand what works and what doesn’t. Get feedback, and implement it. Set and manage expectations with your team, and cocreate a smooth transition. Not everyone is accustomed to remote work; there’s a great amount of responsibility and personal ownership that comes with being able to work in your pajamas.
Set clear expectations regarding deliverables and communication. Touch base with employees daily by having team huddles or one-on-ones to ensure work is getting done and business and client needs are met. I’ve asked teams working from home to try to take all calls via video conference so they’re on and engaged — the effort to be camera-ready is useful in maintaining a routine, and anyone who’s seen me first thing in the morning knows the value of that.
Proactively Reach Out To Your Clients And Business Partners
People put a great deal of faith in aligning themselves with brands and businesses. They invest in these companies, and they want to rest assured that these organizations have their clients’ best interests in mind. While you don’t want to cause further panic, proactive communication with your clients can give them peace of mind that you’re taking measures to mitigate this in your business. No need to go into specifics of the virus or self-hygiene tips; they can read that anywhere.
Draft a personal message on what your business is doing to keep everyone on your team safe and healthy. If you don’t have a PR or internal communications team, reach out to HR. Our work often entails writing companywide emails that are sensitive, empathic, legally sound and professional. Let your clients know you’re thinking of the safety of their team and yours.
This is an evolving situation, and we are all monitoring it closely to ensure all proper precautions are being taken to ensure everyone is safe and healthy. While we don’t know what continued impacts this will have on our workplaces, remember to remain calm and take a calibrated view of things. Communicate with your team and clients. Share ideas and solutions across your network. Be resilient — we will get through this together.
