Macaulay Motors Dealer Procedure

COVID-19 ALERT LEVEL 2 DEALER PROCEDURE DOCUMENT – MACAULAY MOTORS

Alert Level 2:  REDUCE – The disease is contained, but the risk of community transmission remains.  Any staff member that is unwell or suspects they have been in contact with anyone being tested for Covid-19 is to advise their manager immediately (whether they are working on site or working from home).

Outlined below are the procedures that will apply to our business to minimise personal contact and manage the health and safety of staff and customers. 

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SERVICE DEPARTMENT

Customers and Couriers: Maintain Social Distancing

 

INVERCARGILL

  • Contact register to be maintained for all customers engaging with the department (on site only)
  • Maintain pick up and drop off service for customers to limit customers visiting the dealership
  • Service reception remains in  the first workshop bay as the only contact point to allow for 2m social distancing – automated service reception doors locked
  • 2m social distance rule
  • Customer lounge closed
  • Establish payment method with customers at the time of booking, collect credit card details for payment before vehicle dropped off (credit card fees waived)

QUEENSTOWN

  • Contact register to be maintained for all customers engaging with the business (on site only)
  • Maintain pick up and drop off service for customers to limit customers visiting the dealership
  • Temporary Service Reception desk to be added to maintain 2m social distancing and contactless engagement
  • Customer lounge and community desk area closed
  • Establish payment method with customers at the time of booking, collect credit card details for payment before vehicle dropped off (credit card fees waived)

Staff: Maintain Social Distancing

  • Any vulnerable staff to remain home

  • Maintain 1m rule where possible

  • Split morning tea and lunch shifts

  • One staff member at a time at coffee machine/sink area

  • Lunchroom: one staff member per table if 1m social distance rule cannot be applied

  • Avoid using another staff member’s PC/keyboard

PPE

Websites with helpful info on Facemask use

 

  • All staff supplied with gloves
  • Use gloves when handling keys and moving vehicles
  • Moving vehicles to be kept to a minimum (see section on sanitation

Sanitation

Websites with helpful info on hand washing

 

  • All staff to follow good hygiene practises and wash hands regularly
  • Sanitiser available in every department
  • Sanitiser at the temporary service area
  • Disposable gloves available for customers and staff when using Eftpos machines – use contactless payment where possible
  • Eftpos machine regularly sanitised
  • Disposable cups, plates and cutlery to be used in the lunchroom. No ceramic plates or cups to be used (other than personal cups that aren’t used by anyone else). 

 

PICKUP AND DELIVERY SERVICE:

  • Vehicles and keys to be sanitised immediately on pick up and prior to drop off (in conjunction with separate Vehicle Disinfection Process document)
  • Document confirming the customers vehicle has been sanitised to be left in the vehicle on drop off

 

PARTS (INVERCARGILL & QUEENSTOWN)

Customers and Couriers: Maintain Social Distancing

  • Contact register to be maintained for all customers/suppliers engaging with the department (on site only)

  • It is not required for couriers to sign the contact register unless they have personal contact

  • Customers to maintain 2m social distance behind the lines indicated on the floor

  • For charge accounts, leave parts/panel on table inside the door for collection where possible

  • For parts orders maintain 2m rule from delivery people

Staff: Maintain Social Distancing

  • ·Any vulnerable staff to remain home

  • Maintain 1m rule where possible

  • Split morning tea and lunch shifts

  • One staff member at a time at coffee machine/sink area

  • Lunchroom: one staff member per table if 1m social distance rule cannot be applied

  • Avoid using another staff member’s PC/keyboard

PPE

Websites with helpful info on Facemask use

  • All staff supplied with gloves
  • Use gloves when handling courier packages or unpacking parts orders

Sanitation

Websites with helpful info on hand washing

  • All staff to follow good hygiene practises and wash hands regularly 
  • Sanitiser available in every department
  • Disposable gloves available for customers and staff when using Eftpos machines – use contactless payment where possible
  • Any parts drop off is to be contactless where possible
  • Disposable cups, plates and cutlery to be used in the lunchroom. No ceramic plates or cups to be used (other than personal cups that aren’t used by anyone else).  

 

GROOMING (INVERCARGILL & QUEENSTOWN)

Customers and Couriers: Maintain Social Distancing

  • Contact register to be maintained for all customers engaging with the department (on site only)

  • Maintain 2m rule for pick up drop off service

  • Complete a contact register for every pick up/drop off

Staff: Maintain Social Distancing

  • Any vulnerable staff to remain home

  • Maintain 1m rule where possible

  • One staff member at a time at coffee machine/sink area

PPE

Websites with helpful info on Facemask use

  • All staff supplied with gloves

  • Use gloves when handling keys and moving vehicles

  • Moving vehicles to be kept to a minimum (see section on sanitation)

Sanitation

Websites with helpful info on hand washing

 

  • All staff to follow good hygiene practises and wash hands regularly
  • Sanitiser available in every department
  • One groomer is assigned to the building to regularly sanitise external and internal door handles, reception areas, Eftpos machines, restock disposal items for lunchroom, restock sanitiser where necessary, bathroom light switches, fridge doors, coffee machines and any other touch points by staff/customers along with safe disposal of rubbish and PPE gear (see checklist)

 

SUPPORTING SERVICE DEPT PICKUP AND DELIVERY SERVICE:

  • Vehicles and keys to be sanitised immediately on pick up and prior to drop off (in conjunction with separate Vehicle Disinfection Process document)
  • Document confirming the customers vehicle has been sanitised to be left in the vehicle on drop off
  • Disposable cups, plates and cutlery to be used in the lunchroom. No ceramic plates or cups to be used (other than personal cups that aren’t used by anyone else).  

 

SALES/FINANCE (INVERCARGILL & QUEENSTOWN)

Customers and Couriers: Maintain Social Distancing

  • Contact register to be maintained for all customers/suppliers engaging with the department (on site only)

  • Maintain 2m rule, no handshakes or physical contact with customers

  • No customers in offices, with the exception of finance

  • Community desk area to be used instead of offices

  • Use online facilities where possible

  • All cars on display will remain locked to avoid customers getting in vehicles and potentially contaminating (notice displayed in each vehicle advising it is locked and how to contact a salesperson)

  • No accompanied test drives

Staff: Maintain Social Distancing

  • Any vulnerable staff to remain home
  • Maintain 1m rule where possible
  • One staff member at a time at coffee machine/sink area

PPE

Websites with helpful info on Facemask use

 

  • All staff supplied with gloves
  • Use gloves when handling keys and moving vehicles
  • Moving vehicles to be kept to a minimum (see section on sanitation)

Sanitation

Websites with helpful info on hand washing

 

  • All staff to follow good hygiene practises and wash hands regularly
  • Sanitiser available
  • Any trade in’s appraised and vehicles demonstrated to be fully sanitised prior to inspection and again afterwards. (Use the separate Vehicle Disinfection Process document).
  • Disposable cups, plates and cutlery to be used in the lunchroom. No ceramic plates or cups to be used (other than personal cups that aren’t used by anyone else). 

 

SUPPORTING SERVICE DEPT PICKUP AND DELIVERY SERVICE:

  • Vehicles and keys to be sanitised immediately on pick up and prior to drop off (in conjunction with separate Vehicle Disinfection Process document)
  • Document confirming the customers vehicle has been sanitised to be left in the vehicle on drop off
  •  

 

ADMIN (INVERCARGILL ONLY)

Customers and Couriers: Maintain Social Distancing

  • Contact register to be maintained for all customers/suppliers engaging with the department (on site only)

  • Limit supplier visits

  • Contactless payments where possibl

Staff: Maintain Social Distancing

  • Any vulnerable staff to remain home

  • Maintain 1m rule where possible

  • Photocopier and snack box to remain in the showroom to eliminate extra staff in the office area

  • One staff member at a time at coffee machine/sink area

  • Limit number of people in office, no loiterin

PPE

Websites with helpful info on Facemask use

  • All staff supplied with gloves

Sanitation

Websites with helpful info on hand washing

 

  • All staff to follow good hygiene practises and wash hands regularly
  • Sanitiser available
  • Disposable cups, plates and cutlery to be used in the lunchroom. No ceramic plates or cups to be used (other than personal cups that aren’t used by anyone else).

 

MARKETING (INVERCARGILL ONLY)

Customers and Couriers: Maintain Social Distancing

  • Contact register to be maintained for all suppliers engaging with the department (on site only)

  • Limit supplier visits

Staff: Maintain Social Distancing

  • Maintain 1m rule where possible

  • One staff member at a time at coffee machine/sink area

PPE

Websites with helpful info on Facemask use

  • All staff supplied with gloves

Sanitation

Websites with helpful info on hand washing

 

  • All staff to follow good hygiene practises and wash hands regularly
  • Sanitiser available
  • Disposable cups, plates and cutlery to be used in the lunchroom. No ceramic plates or cups to be used (other than personal cups that aren’t used by anyone else).