The situation surrounding coronavirus is fast moving but we want to reassure you that we are doing everything we can to help you in meeting your objectives and priorities and following the latest advice from the UK government to manage any consequences for our clients and our people. We at Thomas Coombs have put in place some measures to ensure that we keep business continuity.
All staff and Directors have laptops and can work remotely. All of our people have been told to take home their laptops and power cables daily until further notice. A significant proportion of our client records are held electronically which means that our people should be able to access most documentation needed for our usual processes and should have limited need to access any physical files held in the office.
Our working practices enable us to use our resources to support each other when necessary. In the event that resourcing levels are compromised due to illness or inability to work, we will consider how resources are used to their best advantage. It is likely that will mean a prioritisation of urgent workloads and we will inform our clients should such a situation arise.
We deal increasingly with email rather than post, with clients and other contacts. We would encourage you to use email where possible. If you do not know the name of the relevant person to email please send to the email@example.com inbox, the email will be forwarded to the relevant person/department.
In the event that the office becomes inaccessible for any substantial length of time we will have the post redirected to the home address of the Assistant to Directors. However, should the office be closed it would only be for the short amount of time it takes to organise and have the building “deep cleaned”.
MEETINGS AT OUR OFFICE
For many of our clients, face-to-face meetings are an important part of moving things forward but we recognise that this might not always be feasible. We have excellent facilities available for telephone conferencing, which is important for many of our clients from an efficiency point of view.
We continue to meet with our clients in person where it is sensible to do so, taking account of the UK Government guidelines. We are asking that any potential visitors to our offices that have travelled to any of the category 1 countries within the last 14 days, as listed on the Government website, contact us via telephone or email –
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SCHEDULED CLIENT PREMISES VISITS
For existing scheduled team visits to clients, the arrangement will be reviewed on a case by case basis and clients kept fully engaged in appropriate planning. We ask for your assistance with this matter and would expect a client to inform us of any contact with coronavirus.
It is important that we take these proactive steps to minimise the spread of COVID-19. We will react proportionately to ensure that we continue to provide the excellent service that our clients expect in delivering against your key objectives and priorities. We will continue to monitor the situation as it develops and will take the appropriate action as necessary. We want you to know how much we appreciate your flexibility and understanding during this time.