Emergency COVID-19 Business Kit: 1. Get Zoom

Emergency COVID-19 Business Kit

1. Get Zoom

You may have heard this app before. Because of the pandemic, COVID-19, many business resort to Zoom to hold their day-to-day operations. It may be a little intimidating for a beginner, or someone who isn’t that techie. The good thing is it’s easy to use, much like a video call with a friend or a family via FaceTime of Facebook Messenger.
Assuming that you are using a laptop, you need to

“Schedule a meeting”. Login at www.zoom.us, click ‘meetings’ and then click ‘schedule a new meeting’. There will be a prompt message that says “launch the Zoom software?” just click yes and you will see yourself if your camera is on but if not, click ‘start video’ in the bottom left hand corner. Click the button that says ‘new meeting’. Click the ‘invite’ button. This will give you a link where people can join your meeting. Send that link to whoever you want to have a meeting with. There are two ways to do this: You can either do this yourself (by copying and pasting the link into your meesenger or email) or Zoom will offer to email it for you through whichever email provider you prefer (such as Gmail). Once the recipients click the link, they will join a meeting through the Zoom app or software.

You can see each other as if you are together in person. You can record the meeting and send it to the members afterwards. You are in the meeting now!

2. Email Your Customers

In the past, we may have expected it but in reality we are totally not prepared. COVID-19 took the whole world by a storm impacting many lives and of course the economy. Huge companies were affected ad the small business took the major hit.
This is a crucial time and it’s important to be in touch with your customers and inform them what’s going on with your business. It’s important to be

flexible, imaginable, and resilient – the best traits a small business owner can have, besides tenacity at these trying times. Confusion can take a swing at your clients and you don’t want to leave them in limbo as to what’s going on with your company. Show them that you do care, ask them how they are. That should be your first priority. Do everything that you can to make sure you are safeguarding your customers and you care about their welfare. Engage in a conversation with each one if possible.
Assure your customers that you are looking for solutions to serve them better. List down all challenges that your business is currently facing. Also, list down all the questions you customers may have and address them one by one through your email. Make if informative and accurate as much as possible.

If possible, you can establish an online store or you can work from home to serve them. You can inform them whatever setup is possible to you that will keep the business open and running. Provide information that may be helpful. Keep your tone positive at all times to uplift their spirit in the midst of this crisis. Share stories of people helping each other. Send tips on how your customers can stay healthy, stay connected, and maybe even shave off cabin fever. Be a source of strength for your staff, customers, friends and family.

3. provide chat support on your website

Excellent customer service goes a long way for any kinds of business. It gives a boost of credibility and trustworthiness that can help in establishing top-notch customer service, you cultivate brand loyalty producing testimonials and reviews.
According to a study conducted by Zendesk, 92% customers feel satisfied when they use the live chat feature, compared to other communication options

like voice(88%), email (85%), web form (85%), and social media (Facebook 84%, Twitter 77%). Most businesses underestimate the importance of live chat as they believe it’s the only a way of communicating with sellers and since other mediums of communications are available. However, unbeknownst to them, live chat not only allows communications between the seller and the business but most importantly, it’s a direct connection to the customers and drive customer satisfaction up.

In a live chat, you don’t need to dial any numbers at all. You can do so many things at the same time. Everyone is a multi-tasker nowadays and according to Econsultancy, 51% customers prefer live chat because it allows them to multitask including another 21% who like live chat because it helps them to stop while they work. You don’t need to wait for a long time and you don’t need to explain over and over again in case you speak to them again since they have a record of your issue already. Emails take a long time to resolve an issue unlike in live chat where you can resolve anything promptly. Additionally, it’s a good way to save money on your operations. Emails and a Call Center take a long time to be set up compared to live chat which is cheaper and easier to implement. Any issues the customer may have will be resolved real time in a less costly and more time saving way. It’s costlier to gain new customers that to retain ones.

4. update google my business

A very important step in establishing your business is to verify your local business’ Google My Business (GMB) listing. It can increase the chances of showing up in Google’s Local Rank, Local Finder, Google Maps, and organic rankings in general. Same as how it’s important to contact your customers directly, it’s also important to update

your Business listing. Nothing brings more disappointment to customers than misleading information. It’s vital that you yourself edit that information before someone else could. That is what other business owners don’t realize, that users can edit or suggest an edit to the listing. It’s user-generated content.

The customers would like to know if you are open or not, or ways to keep in touch with you and you can’t afford to confuse them. Any inaccuracies are discouraged as you are dealing with customers who are facing several struggles right now. They don’t have ample patience to find out what’s going on, it’s your responsibility as a business owner to make their lives convenient. They want to avail the services for their benefit and you will not only disappoint them , you will lose a customer as well. And, the fact is, you can’t afford to lose customers now as the economy is on the bridge of uncertainty. Grab this chance to gain customers not to lose any. In addition to that, updating Google My Business listing is a good way to improve your SEO strategy.

An updated listing will also showcase that you are actually present and is reachable. Most business lose customers because the customers don’t have a way of knowing how to reach them or if they are even around.

The more interaction, the better your chances of ranking higher in the local three-pack and organic rankings in general. That means you need to keep optimizing your Google My Business listing.

5. Government Supports COVID-19 Impacted Business

All business-big or small are impacted by the COVID-19 pandemic. For Irish business, here are some practical steps, supports and guidance

Credit Scheme Guarantee for COVID-19

Key features of the scheme:

Facilities of 10,000 EUR up to 1M EUR
Terms up to 7 years.
Term Loans, Demand Loans, and Performance Bonds

Who can apply?

Viable micro, small and medium sized business (SMEs)

SMEs are defined by the Standard EU definition [Commission Regulation 2003/361/EC] as enterprises that:

have fewer than 250 employees
have a turnover of 50 million EUR or less (or 43 million EUR or less on their balance sheet)
are independent are autonomous i.e. not part of a wider group of enterprises
have less than 25% of their capital held by public bodies
is established and operating in the Republic of Ireland.
A Small Mid-Cap is an enterprise that is not an SME but has fewer than 500 employees.

How to apply?

Businesses seeking to avail of the guarantee scheme can approach a participating lender. Participating lenders will make all decisions on lending. Currently, Ulster Bank, Bank of Ireland and AIB are participating in the Scheme. The Department plays no role in the application or decision-making process, which is fully delegated to the participating lenders.

Refinancing of existing debts is excluded as the purpose of this Scheme is to facilitate additional lending. However in cases where new lending is sought along with refinancing , the availability of the guarantee in respect of the new lending element should be of assistance in providing an overall package of support to the business, including consolidation of existing debts Property-related activities are also excluded.

6. Microfinance Ireland COVID-19 Business Loan

The COVID-19 Business Loan from Microfinance Ireland is a government initiative to support microenterprises, through the current period of uncertainty, who are or may impacted by the coronavirus in Ireland.

Who can apply?

Any microenterprise (Sole Trader, Partnership or Limited Company) who is currently trading

Not in a position to avail of Bank finance and is experiencing a COVID-19 negative impact on their business (The negative impact must be a minimum of 15% of actual or projected in turnover or profit).

What is a microenterprise?

A micro-enterprise is a business with:

fewer than 10 full—time employees
less than €2m annual turnover and
a Balance Sheet with Net Worth/Capital Account/Equity that does not exceed €2m.

What are the eligibility criteria?

In order to apply for finance up to €50,000, the business must provide a declaration to Microfinance Ireland that they meet the following eligibility criteria:
A minimum of 15% of actual or projected turnover or profit in the business is negatively impacted by COVID-19

The business is a micro-enterprise
The business is having difficulty in accessing finance from Banks and/or other commercial lending providers.

What are the loan features?

Business Loans up to €50,000 for eligible micro—enterprises (Businesses with less than 10 employees and up to €2m annual turnover) that are currently trading
Loans may be used for working capital and required business changes* as a result of COVID—19
Loan terms up to a maximum of 3 years*
Six months interest free and repayment free moratorium, with the loan to then be repaid over the remaining 30 months of the 36-month loan period
Interest rate of 6.8% if submitted through Local Enterprise Office or referred by your Bank and 7.8% if you apply to us directly
No fees and/or hidden costs with fixed repayments with no penalty for early repayment
* By exception, capital expenditure may be funded up to 5 years. Interest only period may be granted for a longer period.

Documents required to apply

Application Form*
COVID 19 Business Plan*
Cashflow Forecast*
6 Months Bank Statements
Central Credit Register Report (CCR) **
In addition, for loans > €25,000

Aged list of Trade Debtors and Trade Creditors and Preferential Creditors.

Check your insurance cover

Check if your insurance policy covers you for an interruption in your business, or a temporary business closure, caused by COVID—19.

Source: https://dbei.gov.ie/en

For more information please go to:
https://dbei.qov.ie/en/What-We-Do/Supports-for-SM Es/COVID-19-supports/Government-supports-to-COVID-19-impacted-businesses.html

7. Implementing Agile or Scrum Methodology with Trello

Scrum enables the creation of self—organizing teams by encouraging co—location of all team members, and verbal communication among all team members and disciplines in the project. A key principle of Scrum is its recognition that during a project the customers can change their minds

about what they want and need (often called requirements churn), and that unpredicted challenges cannot be easily addressed in a traditional predictive or planned manner. As such, Scrum adopts an empirical

approach—accepting that the problem cannot be fully understood or defined, focusing instead on maximizing the team’s ability to deliver quickly and respond to emerging requirements.

According to Scrum.org, Scrum is a framework within which people can address complex adaptive problems, while productively and creatively delivering products of the highest possible value. In the simplest of

words, It is a simple framework for effective team collaboration on complex products. You will be able to monitor your team’s progress on your projects because they can categorize the tasks in ”To Do,” “Doing,” and “Done” stages.

Active Sprint

In the Scrum method of agile software development, work is confined to a regular, repeatable work cycle, known as a sprint or iteration. Generally, it is two-weeks long and at the end of it, Scrum team is expected to deliver a “shippable product” containing the user stories committed during the sprint planning meeting.

The board contains six lists:

Sprint Backlog: It is a list of committed PBIs by the team moved from Product Backlog to Active Sprint during the sprint planning meeting. It is allowed to have only tickets/cards describing user stories and acceptance criteria. We, generally, do not tag any team member to a card here.

ToDo: The cards which are yet to enter the sprint pipeline but already assigned to a team member. If a developer does not have any card associated with his/her name in ToDo list then (s)he can go to sprint backlog items and pick one from there.

In Development: A list of all the tickets which are currently in progress.

Code review: A list of all the tickets which are currently under code review.

Staging (Testing): A list of the tasks which are ready to test and assigned to a QA.

Done (DATE from-to): The sprint start date and end date is mentioned on the list name and the list contains all the tickets which are completed and ready to ship.

Sprint History

The idea of archiving the completed items is bizarre. Therefore, a history of all the user stories delivered by the team is maintained on a separate board. This board is a stack of all the DONE items in a sprint having the latest at the top. At the end of every sprint, Done list is dumped here.

Sprint Retrospective

This board is used during sprint retrospective meeting. You should have lists according to the format of retrospective meetings followed at your organisation. The sample template here has three lists:

What went well: Describe all the positives.

What did not go well: Describe all the negatives.

Actions to take

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