Resource hub – guides & factsheets

We have compiled a number of blogs and factsheets to help you during the coronavirus outbreak.

Cashflow

Managing your business's short term cashflow

The current business climate will likely be having a huge impact on the cash available in your business. Here we share a list of actions you can take today to be prepared to respond to the financial challenge your business is facing. Having a robust plan, underpinned by a realistic cashflow forecast, will give comfort and clarity to stakeholders (banks, loan providers, other funding sources) and maximise your chances of getting their support if and when you need to apply for it.

  1. Determine what short-term cash your business needs

Look at your outgoings and split them into fixed costs and variable costs. Key items will include payroll, rent, utilities bills, supplier bills, loan repayments etc. Understand where the cash is flowing into and out of your business and where you can take steps to improve your cash position.

2. Create a cashflow forecast

With this information, prepare a cashflow statement for 1 week, 1 month, 3 months. Have this ready for when you need to negotiate funding with a bank or loan provider. Review this information weekly – as the current situation evolves fast, it’s vital you are on top of your cash position. Use our cashflow forecast planning tool here to help you.

  1. Look at costs you can cut or improve

Look at which variable costs you can reduce. Freeze any unnecessary purchases and consider costs that can be put on hold till the situation improves. Use existing supplies up before re-ordering and shop around for alternative lower-cost suppliers when it’s time to buy more. Negotiate discounts for volume purchase. Reduce any unnecessary working hours for part time and casual staff and don’t pay overtime.  Look at every expense to your business and consider if it is needed or adds value. Does it make a difference to the bottom line and are there any other options that are better, faster or cheaper?

Chase up all debtors: make sure money owed to you is being paid promptly. Consider a discount or other concession for prompt payment and enforce penalties for late payment. Make sure you invoice as soon as work is complete, don’t wait to month end. Renegotiate long term contracts and consider selling assets to raise cash and leasing alternatives.

4. Talk to your suppliers and negotiate payment deferrals

Try and extend credit terms with suppliers and don’t pay before you have to – if 30 days, pay on 30 days. Make use of Government schemes enabling delayed payment of social security, GST and ITIS. Talk to your landlord and bank to negotiate payment deferrals where possible.


Interview

Simon Hall of Simalls Accountants is Talking Cashflow the Allan Watts.

Many businesses are trying to make sense of the current situation but with it changing so rapidly on a daily basis, it’s difficult to know what to prioritise in terms of actions.

Most businesses are of course worried about their staff but the other key issue is finances, and in particular cashflow. There is now government help for many businesses that are suffering as a result of the COVID-19 crisis but we can all benefit from some financial housekeeping and planning. We spoke to Simon Hall of Simalls Accountants who have been sending out regular updates and advice since the pandemic started.

If you need more help and advice you should contact your accountant or help is available through Jersey Business.

Managing your own personal cashflow

At a time when your income may have reduced significantly, it is really important to understand your own individual cash position and to take proactive steps to try and manage your options.

All the advisers at Citizens Advice Jersey can help you to work out how to manage your cash flow and debt which will include things like:

  • checking you are getting all the benefits and allowances you are entitled to;
  • getting a clear picture of your income and expenditure;
  • advising on priorities and negotiating payments;
  • advising on procedures and options available to you.

Jersey Citizens Advice has more advice on the steps to take and a pack of templates to help you.

Business rent and leases

1:1 advice for business rent reviews

If your business is being affected by COVID-19 and you need help negotiating with your landlord then please complete the business rent advice application form below.

To prepare, have a look at guidance and templates for negotiating with your landlord which you can find in the sections below. In addition, and in order for us to help you most effectively, we will need to see:

  1. a copy of your lease
  2. financial or management accounts for 2019 and 2020
  3. an understanding of how you think your business will perform going forward

 

Apply for business rent advice
When Government is your landlord

The Government of Jersey, through Jersey Property Holdings, has adopted a new policy for its business tenants. Previously, Government offered 3 month rent deferrals to its business tenants who were suffering financial difficulties as a result of the COVID-19 pandemic. Government has now adopted the framework of the Guidance for landlords and tenants of commercial property and is applying it in a new policy.

Under the new policy, Government will be open to agreeing alternative concessions such as rent holidays and early lease terminations for future rent payments. This new policy does not have retrospective effect and in order to benefit from the policy a tenant must be able to show financial hardship as a result of COVID-19 restrictions.

Set out below are guidelines as to what constitutes financial hardship, and although this is not exhaustive, it is a starting point for business tenants to work from. A presumption of financial hardship will apply when:

  1. The tenant is a beneficiary of a Government financial support schemes, including:
    (i) Government Co-funded Payroll Scheme
    (ii) Business Disruption Loan Guarantee Scheme
    (iii) Any other COVID-19 Subsidy Scheme introduced
    This does not include beneficiaries of the Social Security or GST Scheme or any other Government support or subsidy scheme where there is no assessment of financial detriment or hardship; OR
  2. It is unable to trade from its business premises due to continued COVID-19 trading restrictions; OR
  3. Its gross turnover is more than 20% down from the same period in the previous year’s accounts calculated by reference to its last month’s trading experience or from the time at which COVID-19 trading restrictions were moved to Level 1.

Jersey Business can help a tenant of the Government to prepare the necessary documentation to apply for rental support. In order for us to help you most effectively, we will need to see:

  1. A copy of your lease
  2. Financial or management accounts for 2019 and 2020
  3. An understanding of how you think your business will perform going forward

 

Apply for business rent advice
Templates for landlord / business tenant negotiations

The Government of Jersey has published Guidance to be followed by Landlords and Tenants of Commercial Property during COVID-19.

This Guidance is a set of guidelines as to how landlords and tenants should be expected to behave during COVID-19 period which the Courts will adopt by way of a Practice Direction. This is extremely important in order to manage relationships and deal with potential conflict between businesses and their landlords at this unprecedented time for the economy.

The templates below have been developed as part of the guidance to help you talk constructively and proactively with your landlord:

For the commercial tenant to use:

Notification of tenants financial hardship

Notification of tenants inability to comply with lease obligation

For the commercial landlord to use:

Notification of landlords inability to company with lease obligations

For both tenant and landlord to confirm the terms of their Voluntary Arrangement:

Letter of Agreement for voluntary agreement during COVID-19

You might find BCR Law’s tenant briefing a useful guide for talking to your landlord at this difficult time.

Tips on renegotiating your rent

Podcast

This podcast features our Head of Business Advisory Team, Nick Steel.  Nick talks about the support available to commercial landlords and tenants for negotiating new terms on their property and rentals.

Frequently asked questions

Here are some frequently asked questions  about landlord and tenant negotiations which may help with any queries you may have, including:

  • What you need to do and what you should expect from your landlord
  • How to approach your landlord and what to do if they don’t respond
  • What documents to use and when

HR

Managing staff

One of the questions we are being asked most often is how do I manage my staff in this crisis?

Factsheet

6 things employers can do

Podcast

This Podcast is for business leaders in Jersey who are grappling with the HR challenges that the current coronavirus outbreak is creating. It is practical and outlines some of the key steps you need to take to deal effectively with your current situation in what is a very stressful time for business and individuals.

Richard Plaister of HR experts Law at Work and Simon Soar, the Chief Operating Officer of the Jersey Hospitality Association speak to Lori Rault, Head of Retail at Jersey Business about the challenges faced by business leaders.

10 Employment mistakes to avoid

If you’re a business owner currently faced with a substantial drop in income whilst your outgoings remain the same, you’ll be thinking about your bottom line and how to reduce costs. Making these important decisions about your business without thinking through the employment law implications could create costs for you to bear at a later date.

Caroline Dutot from Ardent Chambers shares the top 10 employment law mistakes that are easy to make in response to the Coronavirus crisis and what to do to avoid them.

10 employment mistakes to avoid

Guidelines for Jersey Directors

As a reaction to the onset of Covid-19, the IOD  have arranged for their Jersey Director Guidelines to be made available online to assist local businesses.  Download your copy here:

IoD Guidelines

Guidance on wrongful trading and COVID-19

Due to the COVID-19 crisis and the impact it has had on business there will be a stage when some businesses will be looking at whether they can and should continue to trade. In particular, directors may be considering what their responsibilities are if their company is experiencing difficulties, and may have in mind the provisions relating to wrongful trading.

Government officials have liaised with the Viscount, the Law Society, and the Association of Restructuring and Insolvency Experts to co-ordinate the release of a Guidance Note from the Viscount and a Practice Statement from the Law Society, intended to assist directors of a Jersey company to understand the position and what steps they may wish to consider depending on the particular circumstances of their company.

Government guidance note on wrongful trading and Covid 19

Insurance

Business Interruption Insurance

You might have taken out business interruption insurance to provide cover for instances where your business is no longer able to operate. The guidelines below, provided by the Channel Islands Financial Ombudsman (CIFO), will help you to think about the steps you need to take to make a claim and in particular, what to do if your insurance provider is not responding to your communications.

Business Interruption Insurance

Working from home and your home insurance

As Jersey manages the COVID-19 pandemic and its transition through a safe exit strategy people are being asked, where possible, to work from home in a bid to control and stop the outbreak. We asked Tim Rattray Dip CII – Managing Director (Jersey) & Group Director of Insurance at Cherry Godfrey Insurance Services (Jersey) Limited what impact working from home might have on your home insurance and what you should do about it.

Working from home and the impact on your home insurance

Security

Staying safe online

We are all adjusting to the current situation and it is important to make sure that security is still central to the way we are all working, especially if we are not used to working remotely. Here are six questions to ask yourself if you are working from home.

Staying safe online when working from home

Your Wellbeing

Working from home

As someone who’s worked from home for many years, Susana Rowles of Target Internet has put together her top tips for keeping it professional and workable for you.

14 Tips on working from home

Looking after your mental wellbeing when working from home

Over the course of the coming weeks more and more of us may have to self-isolate as a protective measure to curb the spread of Covid-19 in our communities. Here you will find some hints and tips to support you during this time.

Jade Ecobichan-Gray founder of Mindset Matters, a local specialist in the development of personal and professional wellbeing has put together

10 tips to maintain a positive mindset during COVID-19

Looking after your physical wellbeing when working from home

The Jersey Sports & Spinal Clinic have put together a series of videos to help you stay healthy while working from home during the COVID-19 lockdown

Ideas to help you set up your workstation at home – a five minute video of ides to help you set up your home workstation without you having to buy any more kit

2 minute desk stretch – Can’t get comfy working from home? Take a couple of minutes out to stretch out.

Pilates Stretch class – a 30 minute stretch class. You will need a cushion for your head. If you do not like or cannot kneel for any reason then why not stand and use a wall, chair or kitchen worktop for balance.


Active Chiropractic Clinic have put together a series of blogs and videos made at home during COVID-19 to share their expertise on reducing back and neck pain when working from home.

Videos

Posture and breaks 

Laptop use when working from home

Adapting your kitchen chair

Adapting your desktop for home use

Standing up to work

Blog

Adjusting your desk top computer at home

Working from home. How to reduce back and neck pain.

Advice on setting up your office chair at home.

Working from home using a laptop and a kitchen chair!

Work standing up at home – mix it up!

And not forgetting those of us who have children who are also doing school work from home

Help your children study more safely at home

Comms

Communications through crisis

This is a difficult time for all of us and whilst not all businesses are in crisis (and hopefully will remain that way) Orchid Communications have outlined below eight key things to consider when planning your communications.

Communications through crisis

Motivating virtual teams

Now is the perfect time to revisit and reset working from home expectations and check everyone has the technology and support they need to work effectively. Here are five tips from Orchid Communications to help you keep your team motivated and productivity levels up.

Motivating Virtual Teams

Customer communications in a crisis

By now, most businesses will have sent their initial communications, advising their clients and suppliers of their business continuity processes.

In the same way that it’s important to communicate with your clients on a regular basis during the good times, this applies more than ever during a crisis.

Lynne Capie, Global Head of Business Development and Communications, Appleby shares her advise on:

Customer communications in a crisis