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Top Florida Insurance Agency Explains the Importance of Documentation to Businesses During a Pandemic

There is a new normal for the way we conduct business due to the current global pandemic. As distancing and isolating became mandatory, many services were forced to be done remotely or virtually. Consultations and appointments are done through screens and products are delivered directly to doorsteps with instructions attached. With all this being said, proper documentation is still one of the best ways to protect your business. Read on to learn more about the significance of documentation to your business in this ever-changing world.Utilize Online Signature ProgramsAs COVID-19 has quarantined many of us, many businesses still require documentation from employees and customers and, with this documentation, they require signatures as well. Fortunately, technological advances allow us to collect signatures for documents through a computer rather than the traditional face-to-face, pen-to-paper method. Conduct research and take advantage of the many third-party software options available to guarantee quick and easy collections of signatures.Engineer Your Own Notation SystemIt remains critical to document necessary details on a customer’s file and COVID-19 has not changed how necessary this is, even with so many products being delivered, and services being rendered remotely. If you do not already utilize some sort of notation system, create your own that allows your employees to make note of every interaction they have with customers. Some simple recommendations that we have include the name of the employee, the date they rendered their service, and everything that they did. After you sign off on these notes, you have your documentation. Also consider taking pictures of deliveries and setups to enhance your notation.Maintain Compliance with Safety ProtocolsEvery service that can be rendered remotely has shifted in that direction but there remain some things that can only be done in person. Because of this, many businesses have instituted policies that require individuals to wear face coverings, maintain safe distances, and sanitize their hands thoroughly to keep everyone safe. Your business should have clearly defined policies that are shared with all customers to ensure that you can still conduct your business with clients safely. Train all staff on how to exercise safety and how to handle non-compliance, specifically documenting any instances of these safety protocols being broken. This way, if any employees or customers refuse to follow safety regulations, you have the proper documentation to terminate either employment or services.When in Doubt, Note it OutThe best advice we can give is to always document! If you are not sure if you should document something, you should. Even if you render any non-billable services or have a phone call with a customer or send a text message, notate it so that you can have a clear recollection of these interactions rather than trying to remember every miniscule detail. Even the seemingly smallest details can be vital during a claim investigation so do not leave anything to chance and just document!Remote work does not keep business owners from protecting their business. Rather than succumbing to the COVID-19 pandemic, grow and adapt your business to function efficiently in spite of circumstances. Follow our basic tips (and consider conducting even more research) to ensure that you and your staff stay safe and compliant during these trying times, because your business does depend on it. For any help you need pertaining to commercial insurance, reach out to your leading insurance company Florida – Demont Insurance Agency!

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