Do you really know

Do you really know how your staff are feeling?

We are in the early stages of a global health crisis. The coronavirus pandemic has disrupted and rearranged the workplace with breath-taking speed. Protecting lives is the first priority, but we must also protect our livelihoods. With dramatic increases in layoffs and remote working, organisations are likely to see reductions in employee engagement, morale and possibly productivity, due to an increased sense of loneliness, isolation and anxiety.

For business leaders, there's never been a more critical time to keep close to EMPLOYEES and to track their sentiment. Here are two things that you can do right now, to weather the storm and come through it in great shape when the upturn happens:

1.) Engage and support your staff:

• Communicate clearly and effectively to share actionable information at a speed that helps staff take critical decisions Engage and connect with employees to manage any loneliness and isolation of remote workers Offer reassurance and support to employees about how the crisis is affecting the business and implications Motivate employees by encouraging them to think about the rebirth and growth of the organisation once things settle down

2.) Monitor their wellbeing • Continually gauge stress and engagement levels • Whatever measures you have put in place, check with your staff that they are perceived as actually working • Adapt over time, and do not assume that what you have done cannot be enhanced and improved

For more information and the Dorset Chamber member offer call Neal Middle on 01425 615024.

Businesses need to tighten up cyber security as Coronavirus leads employees working from home

As coronavirus spreads around the world, businesses are urging their employees to work from home. While this proactive approach to contain the virus is welcome, many are overlooking the cybersecurity implications of a remote workforce.

The majority of businesses haven’t developed or tested their work from home policies before, especially with this number of employees. Therefore, many have never considered the impact this can have on the company network, as most employees will be using an unsecured home connection to access their work.

Although many view cyber security as a complication to remote working, there are a number of policies that are easy to implement to make sure that the company’s infrastructure and employees’ home networks are secure. Vulnerable people and devices can be targets for hackers, who look to take advantage of lax security measures.

Here are a few rules recommended by Jake Moore, Cyber Security Specialist at ESET:

“The first thing to check is that employees working remotely are using computers that connect to a virtual private network, or VPN. This should be the default on office-supplied laptops, but it is worth checking if employees have a valid subscription. If employees are using

8 April 2020 | Dorset Business Focus home computers, they should be encouraged to install a well-established VPN network with good reviews. This is a secure way of transporting private data across unknown networks, even via a home router. Instead of worrying about the security of individual apps on a device, a VPN connection can protect against multiple attacks. A secure VPN connection can stop your passwords and IP address from being exposed. “If workers have to use public Wi-Fi, they must be reminded not to use it without a VPN. Better still, they should try to use a hotspot phone connection instead, which can be faster and more secure. Taking simple steps, such as avoiding public Wi-Fi wherever possible, can go a long way in mitigating risks – so employers should ensure that they are actively reminding employees to choose secure networks.

“If employees are using personal computers, it is essential to use the latest operating system and make sure it is up-to-date. Microsoft ended mainstream support for Windows 7 recently, so you must remember to switch to other operating models that have full supplier support. All PC peripherals used, such as USBs, must have an antivirus installed to contain any form of malware that could be transmitted into the network. Also, it’s always a good idea to scan any machine for malware before it is used for work purposes. “Using additional layers of security will help businesses to steer clear of most sophisticated threat vectors. Encrypting private data and implementing multi-factor authentication are useful measures to enhance home and workplace security.

“Employers must ensure that workers are always aware of where vital data is stored and encourage them to reach out to IT support workers if anything seems out of the ordinary, especially when it involves financial transactions. Everyone in the company, regardless of seniority, needs to be extra vigilant when working remotely.”

Recruitment firm takes on new role with Chamber

A multi-award-winning recruitment firm has pledged to help the Dorset Chamber bang the drum for the county’s businesses.

Mploy Staffing Solutions has taken on a new role with the chamber – the county’s voice of business – as a Platinum Business Partner.

The expanding firm, founded in 2001, is based in Poole and has seven branches in Dorset, Somerset and Wiltshire, with 62 employees. Dorset Chamber’s Platinum Business Partners programme is for members which wish to make a greater contribution to the organisation and the business community. Chamber chief executive Ian Girling said: “Having the right people in place is vital for any organisation.

“Business Partners gave the Chamber great strength, influence and support, so we are delighted to welcome a firm of the calibre of Mploy to the programme.”

Mploy won the prestigious Company of the Year title at last year’s Dorset Business Awards. It was also recognised as one of the Best Small Companies to Work For in the Sunday Times’ Top 100 in 2019, ranking at number 30.

In a further accolade, the firm was ranked third in Insider Media’s Best Companies to Work for in the South West.

Mark Nash, Co-Founder and Finance Director, said: “We are delighted to become a Platinum Business Partner with the Dorset Chamber, promoting business interests across and beyond our region.

“Providing an overarching voice for the business community throughout the county is increasingly important, ensuring that local businesses are in prime position to take advantage of the many new opportunities which arise within Dorset.”

He added: “As the leading, multiple awardwinning recruitment agency in the South West and Dorset Business Awards’ Company of The Year 2019, it is fitting that we should support an organisation which helps advise, support and promote not only our business clients but many other businesses throughout Dorset.”

Mploy was founded by Mark along with Matt Swift and Daniel Keogh.

Dorset Chamber – the county’s leading business support organisation – has more than 700 members with more than 37,000 employers.

It has two Premier Business Partners: AFC Bournemouth and Brighter Productions.

Its Platinum Business Partners are: A-One Insurance Group, Blue Sky Financial Planning, Bournemouth Airport, the Bournemouth and Poole College, Bournemouth University (BU), Crystal Clear Telecom, Deep South Media, Digital Storm, Dorset Echo/Daily Echo, Dorset Local Enterprise Partnership, ESET, Field International, Global, Greendale Construction, Hendy, Hoburne, HSBC, Image Republic, ITSB, JP Morgan, Lester Aldridge, More Excelsior, Mploy, Purple HR, Ouch Training Team, PKF Francis Clark, REIDsteel, Savills and Sunseeker.

Vehicle owners to be granted MOT exemption in battle against coronavirus

Department for Transport, Driver and Vehicle Standards Agency, and The Rt Hon Grant Shapps MP

• • • cars, motorcycles and vans to be granted MoT exemption this will allow people to carry on with essential travel vehicles must be kept in roadworthy condition

Vehicle owners will be granted a 6-month exemption from MOT testing, enabling them to continue to travel to work where this absolutely cannot be done from home, or shop for necessities.

All cars, vans and motorcycles which usually would require an MOT test will be exempted from needing a test from 30 March 2020. Vehicles must be kept in a roadworthy condition, and garages will remain open for essential repair work. Drivers can be prosecuted if driving unsafe vehicles.

Read advice on keeping a vehicle in a good condition. People should stay at home and avoid travel. The only reasons people should leave their homes is set out in the government guidance.

Transport Secretary Grant Shapps said: We must ensure those on the frontline of helping the nation combat COVID-19 are able to do so.

Allowing this temporary exemption from vehicle testing will enable vital services such as deliveries to continue, frontline workers to get to work, and people to get essential food and medicine.

Safety is key, which is why garages will remain open for essential repair work.

Legislation will be introduced on March 30 and will come into immediate effect for 12 months, following a short consultation with key organisations. Drivers will still need to get their vehicle tested until the new regulations come into place, if they need to use it.

If you cannot get an MOT that’s due because you’re in self-isolation, the Department for Transport is working with insurers and the police to ensure people are not unfairly penalised for things out of their control.

Practical driving tests and annual testing for lorries, buses and coaches have been suspended for up to 3 months. Published 25 March 2020 subject to change see www.gov.uk

I hope this finds you all safe and as well as can be, and sane after some weeks of isolation and remote working?

I have put off writing this month’s article for as long as possible. With sands shifting daily what I would have said two weeks ago is already virtually irrelevant and I have no idea where we will be by the time the April edition goes live. So forgive me if some of this is slightly dated in context. Thanks to the Chamber team for their patience in waiting for me to submit this! I know you have all worked incredibly hard to keep the cogs turning at the Chamber, helping members navigate this really difficult time and I have every confidence we will come out of it fighting.

I have looked back at the articles I have written in recent months and they are weirdly pertinent now – about trying not to get ‘the fear’ in business, ‘doing the right thing’, and well don’t get me started on the wellbeing issue! We are in a whole new heightened territory on that subject; there has never been a more important time to support each other and offer help to someone who may need it. Even if it’s a phone call to offload and share worries – listening goes a long way to help. Try to look out for signs of your business colleagues and peers struggling and extend an ear to listen where you can. Maybe sharing your concerns both ways will alleviate some of the burden, swapping tips and ideas that may be genuinely helpful?

My perspective on the Coronavirus crisis from day one has, of course, defaulted to my pet subject - communication. As human beings it is not comfortable for us to be separated and insular, for most of us we need to communicate and feel connected. I saw brands retreat and go underground in light of the 2008-2012 recession and it was harder for them to come back when the tides turned because they were no longer ‘front of mind’. When confidence starts to return, those who have regularly checked in with their customers, are visible to them, and were seen to be adding value and support where they could, will hit the ground running first. As trusted organisations, with brand reputation intact, their customers will wish to get back on the horse with the devil they know, and who knows them best. The media, from our experience at Liz Lean PR, is looking more proactively than ever for positive news. Use these opportunities to keep your media informed, shout about the good stuff going on where possible, and stay connected with your audiences in whatever means it takes to stay visible. It will be worth the effort. The second strand to my belief in communication is creativity. I’m pleased to see some brands already doing what they do in a different way to accommodate the limitations we are all living within. How can you still serve your customers safely, innovatively, and maybe with a bit of entertainment value thrown in? How can our online tools now serve us in our hour of need, and how can we use them to deliver messages that keep us front of mind?

Already I am seeing businesses respond with out of the box approaches. Ask yourself, how can that which was conducted offline now possibly be undertaken online?

In my own business we had already – thank goodness – invested in processes and kit that enabled us to remote work. We were ready to go as soon as the ‘work from home’ call came and thanks to cloud-based solutions and software like Microsoft Teams it has allowed us to maintain business as usual. Even the constant banter between the team stayed on track, which was great to see. Podcasts can be recorded using Zoom and for video calls with multiple people, WebEx similarly, and simple smartphone video updates have proved invaluable as a means to bring some familiarity to our audiences (the Chamber ones recorded by Ian have had great following and feedback). Everyone would have found their preferred routes by now.

Businesses are having virtual team yoga sessions all over the world. Pet photos and workouts shared. Team ‘after work drinks’ over video. ‘Best sock’ competitions. By the time of publishing the novelty may be starting to wear off, but trying to have fun with the oddity of it all, by working and thinking in a different way will help to see us through.

Stay in touch, with us and each other, stay mindful of how front of mind your business is. If you need help, ask for it. Ultimately I wish you all safety for you and yours. I hope I can physically see you soon.

Break clauses in commercial leases - FAQs Ben Cobb is an Associate Solicitor in Frettens' specialist Commercial Property Team. In this article, he answers some of the most frequently asked questions about break clauses in commercial leases.

What is a break clause for a commercial property? A clause within the lease that enables you to bring your tenancy to an end before the expiry of the contractual term. Do most tenancy agreements have a break clause? Given uncertainty in the market in recent years, particularly following the financial crisis and then Brexit, break clauses have become more common in leases. You should check your lease/tenancy agreement carefully or if you are agreeing terms for a new lease, it would be a good idea to negotiate the inclusion of a break clause. What does a break clause look like? Every break clause is different and it is important that you read and understand your break clause carefully. The main types of break clauses are called rolling breaks and fixed-date break. A rolling break usually allows the lease to end at any time on giving a certain amount of notice. A fixed-date break will only permit a break on a set date, so it is particularly important that you get the service of notices correct with these type of break clauses. How do you activate a break clause? Again, every break clause is different. They will usually be quite prescriptive as to what must be included in the notice, who it must be served on, how it is to be served and if there are any conditions attached to the ability to break. When can you exercise a break clause? This will depend on the type of break clause (see above) How do you end a commercial lease early? If your lease contains a break clause, this would be the easiest method. If your lease does not include a break clause, other alternatives are for you to try to transfer/assign the lease to someone else (see my article on transferring/ assigning a lease) if the lease permits it, underletting if the lease permits it or negotiating an early surrender of the lease with your landlord. How hard is it to break a commercial lease? Every break clause is different and you would need to check the terms carefully.

What is the penalty for breaking a commercial lease? This would be specified within the break clause, but it would be rare to see a penalty. How much does it cost to break a commercial lease? Frettens are able to offer a fixed fee service in reviewing and advising on your lease and end of terms provisions, drafting the break notice and serving it on your landlord. Please call or email me to discuss your options. Can I back out of a lease I just signed? You usually just can't back out of the lease, as it is a commitment for the entire term. If you are having difficulties, you should discuss this with your landlord to see if they are able to assist. If your lease has a break clause, you can exercise that or try one of the other alternative referred to above. Can a landlord exercise a break clause? You would need to check your lease to see if it includes a landlord's break clause. Legal advice on breaking a commercial lease Once you have served a break notice, it cannot be withdrawn so you should be sure you want to end the lease.

Break notices can be quite tricky as the break clause is often very prescriptive as to what is required. What you may consider a simple mistake in the notice may render it invalid and if it is not served in the prescribed way, this can also render it invalid.

If there are time limits within the break clause these are strict time limits and even being a day late would render the notice invalid potentially leaving you "on the hook" for years to come. Break clauses often contain conditions, so you should satisfy yourself that you are able to meet any specified conditions within the break clause. For more information speak to Ben Cobb at Frettens on 01202 499 255

Greendale Construction start major contract for Canford School

Dorset Chartered Builders, Greendale Construction Limited, has started work on a major 13 month contract for Canford School, Dorset, which will see the co-educational independent school benefit from a new library and refitting of the existing assembly hall.

Greendale will be demolishing the existing CCF armoury building, relocating an existing pump station and carrying out the new build construction of a 461sqm library building. The existing assembly hall building, adjoining the site, will be refurbished with new mezzanines for increased seating capacity to accommodate school assemblies, exams and events. A new 119sqm glazed link pavilion will provide a relocated entrance foyer and access to both buildings, together with art display and performance capability.

Chris Kane, Director, Greendale Construction Limited, commented: “The new library facilities will be in a key location within the historic core of the campus and will be ideally located for accessibility for staff, students and visitors, with close proximity to car parking and other school buildings.

“The alterations and refurbishment of the assembly hall will provide a single space for the whole school to congregate at once and improve facilities for exams, lectures, exhibitions, assembly and chapel services. Greendale will be working alongside Design Engine Architects who are renowned for their striking building designs with the use of high quality and attractive materials. The library has been sensitively developed to sit within the historic context of the school building, whilst internally, the airy design allows provision for good light levels, all intended to improve the relationship between the student’s study space and the courtyard entrance, whether they are at the ground floor or the first floor mezzanine level.”

The School, which educates 650 pupils aged between 13 and 18, will remain open throughout, with Greendale ensuring minimal disruption to the staff, students and visitors. www.greendaleconstruction.com