COVID-19 Company Policy and Procedures
This document was last updated on April 17, 2020.
We’re making changes to improve our policy and procedures daily.
If you have any suggestions to improve our policy and procedures please contact us at info@cvlrypainting.com or 403-992-0857
Overview
This is a challenging time for all of us and we are doing the best we can. We appreciate any support, suggestions, recommendations, as well as your understanding as we navigate through these fast-changing times.
Our commitment is to continue to provide for our customers and employees while maintaining the highest regard for health and safety, all Executive and Public Health Agency of Canada (PHAC), as well as being socially responsible.
If you have any suggestions to improve our policy and procedures please contact us at info@cvlrypainting.com or 403-992-0857.
Section 1: How the Stay at Home Order Impacts CVLRY Painting
The Stay at Home Order issued by the Governor and the Public Health Order 20-24 specifies what businesses are authorized to continue Minimum Basic Operations and health guidelines and requirements to prevent the spread of COVID-19.
After speaking with local authorities, we have confirmed that we are authorized to continue to provide our painting services. However, we are taking extra precautions above and beyond what is required which will be covered in Section 2.
Section 2: Our Company Policies and Procedures
During this Stay at Home Order, we are continuing Minimum Basic Operations. This section outlines our company policies and procedures including how we are adhering to all Public Health Orders and Executive Orders as well as our own additional precautions to ensure the health and safety of our team members and customers and to avoid any unnecessary spread of COVID-19.
Company-Wide Policies
For Anyone Experiencing Any Symptoms
- From PHAC:
- “Individuals experiencing symptoms of COVID-19 must self-isolate for 10 days or until they have a negative test result.
- Additional Company Policy:
- Anyone they interacted with will be off work for at least 10 days and closely monitored before returning to work.
Social Distancing: At all times we’ll keep a safe distance of at least 6 feet to follow social distancing recommendations..
Our Office
- All in person meetings have been moved to video calls or conference calls unless absolutely necessary.
- No customers visit our office.
- When necessary, employees are at the office for as little time as possible and follow social distancing recommendations of keeping a 6 foot distance if anyone else is also at our office.
- Daily we are wiping down high touch surfaces like door knobs, drawers, chairs, etc..
Authorized to Work Forms: All employees will have their “Authorized to Work Forms” on them at all times.
Minimum Basic Operations: All employees will be working from home and only leaving their home for the Minimum Basic Operations for their position. This includes:
- Estimators measuring the outside of homes and picking up/dropping off supplies at the office
- The colors team applying samples to a home, picking up samples from the paint store and picking up/dropping off supplies at the office
- Project managers checking in on job sites for quality and compliance with our policies and picking up/dropping off supplies at the office
- Painters picking up paint from the paint store and working on the outside of the house (or empty interiors)
- The rest of our team will be working from home exclusively including our office managers, marketing team, business development team, and business owners.
Role-Specific Policies and Procedures
- Marketing
- We have put a stop to all door to door marketing or flyer dropping to avoid going through neighborhoods and minimize person to person contact as of Sunday March 15.
- Sales/Estimators: Providing Estimates
- All of our estimates are provided digitally through a video call or phone call and an emailed proposal.
- We recommend interior projects are postponed or put on hold (unless the property is vacant). To get an interior estimate, we’ll ask for the blueprint of the house, or we can talk to you about the different rooms you want painted to provide an estimate without entering your home.
- For exterior projects, we’ll provide all of our estimates digitally. We will come to your house to do our measurements and take any pictures and complete the rest of the estimate process with you over the phone or over a video call.
- Color Consultations
- Color consultations can be conducted over the phone. Our team will determine the colors you are looking for and apply those samples on the house.
- Color matches cannot be done right now. Some paint stores are still doing matches, but this is currently out of our control.
- Project Managers
- Our project managers will only be driving to and from job sites to check in. They’re checking in on the quality of the work and the compliance of our painters to our policies and procedures.
- If you’d like to do a final walk through with our project manager, we will keep a distance of at least 6 feet.
- Pre-job walk arounds are also at the discretion of our customers, and we will keep a distance of at least 6 feet.
- There is no need to interact with our painters during your project.
- Painters
- Paint stores no longer let people inside the stores and do curbside pickup to limit contact.
- Proactive Daily Protocols
- Health Check 2x/Day including checking temperature, dry cough, or shortness of breath
- Hand Wash 2x/Day to start the day and end the day
- Disinfecting 2x/Day to start the day and end the day including
- Wipe down all paint upon pick up
- Car door handles, steering wheel, all equipment to be used that day or that was used that day
- Social Distancing Requirements on the jobsite (maintaining a minimum of 6 foot distance at all times unless necessary)
- How We Ensure Daily Protocols Happen
- Daily, our crews will be documenting their health check and other protocols on a checklist. They’ll also be submitting photos of their temperature check.
- Daily, our project managers will be documenting and receiving all photos of temperatures and daily checklists for protocol.
- Weekly, our leadership team will be confirming all protocols were followed and documented.
Policies for Working on Projects
- We recommend all interior projects are postponed until the Stay at Home Orders are lifted or until further notice. The exception is any interior that is not occupied. If the interior is empty, we’ll have a small crew come in to do the job and work in separate rooms.
- Minimize all personal contact throughout the project with our customers including not entering the home, keeping a safe distance of at least 6 feet when doing any final walk throughs, and leaving final payment ‘under the mat’ or using a credit card.
- Painters keep a minimum 6 foot distance between each other whenever possible
- Paint stores no longer let people inside the stores and do curbside pickup to limit contact.
- Options for Customers:
- We can collect checks from a mailbox or the doormat after walking the house and assuring the quality of work.
- We can accept payment via Zelle with no fees or you can use a credit card.
- Any pre-job questions can be addressed over the 403-992-0857 instead of an in person walk through.
- There is no need to communicate directly with the painters on-site. All communication can be done with our project manager directly.
- Our exterior projects can be started and completed without any personal contact.
- We are here to serve our customers. If you have any further questions, concerns, or requests please let us know.
- There is no need for our customers to have any contact with our team members or crews throughout the painting process.
If you have any suggestions to improve our policy and procedures please contact us at info@cvlrypainting.com or 403-992-0857.
