Business continuity at Coffin Mew – protecting our staff and clients

Posted on: March 19th, 2020

We know many of our clients and contacts are feeling anxious about the spread of Coronavirus and how this might impact our work together. To allay those concerns, we have set out below the steps we are taking to minimise any disruption to your matters.

Our priority is the health and well-being of our clients and staff service and to ensure we can progress your matters without any delay, particularly cutting down the need travel or meet in person. Everyone has a part to play to slow the spread of the infection and to look after their own health and we are ensuring that we take a sensible and pragmatic approach to contain any risk of spreading the infection. We are reviewing our plan regularly and are following the latest Government and Public Health England guidance which you can find here.

Maintaining the best possible client service

At Coffin Mew, our teams are able to work remotely and many are used to working in an agile way. We have taken practical steps to protect the health and safety of our workforce and, in turn, our clients.

  • All our lawyers are able to securely log on to our IT systems and telephony from home. In the event of having to self-isolate, your lawyer will be able to continue working on your matter. We also have protocols in place for your matter to be passed to another lawyer in the event your lawyer actually becomes ill and is unable to work.
  • We have six offices located across the south and Thames Valley. If one of our offices does need to close, we can continue administration (e.g. bank transactions, post handling, scanning documents) from any of our other locations.
  • The majority of our support staff have laptops and iPhones and can work remotely from home or from any of our offices. We are broadening remote accessibility to all staff over the coming days. In the worse case scenario, we can continue to operate even if the Government orders all work premises to stay shut for any period.
  • We are encouraging clients and contacts to communicate electronically with us to reduce reliance on physical post and to avoid processing and delivery delays by postal and courier services. We can arrange for documents to be redirected and distributed electronically to our teams.
  • All of our client records are held electronically so our teams are able to access most of our files and documentation remotely. Some historic documents are held off-site in secure archives, so there may be a small delay accessing these.
  • Specific arrangements are being put in place for working with the Land Registry and the Courts and Tribunals Service. Where relevant, your lawyer will be in touch to explain how your property or dispute matter will be managed over the coming weeks.

Reducing face-to-face meetings

We are reducing the amount of face-to-face meetings and travel between offices. We have a range of tools and technologies available to interact with clients remotely and to enable us to continue to deliver a great service in a confidential and secure environment.

These include:

  • Meetings and consultations conducted via online video conferencing services such as Zoom, Skype, WhatsApp and FaceTime
  • Documents and correspondence sent by email where physical pick up or drop off is not possible.

Keeping business as close to usual as possible

So, the message from us is we are keeping business as close to usual as possible!

We’ll be keeping in touch with regular newsletters which include our latest insights and blogs. We have also produced guidance on protecting your business and your staff with advice on reviewing your contract terms and setting up a disaster recovery plan. Click here to read the guide.

If you would like to know more on how we are ensuring we offer you the best possible service, your key contact at Coffin Mew will be happy to discuss any questions you may have