Ensure all loaners vehicles have been returned; it's vital to mitigate the risk of
vehicles being damaged/overused because the store is closed and the customer
couldn't pick up their vehicle which was being repaired
Ensure parts suppliers know the service drive will be closed and inform them of the
protocol being put in place for deliveries
• Try to stop expected deliveries to avoid a shipment arriving and having no one
there to receive it
Proactively cancel any scheduled service appointments that are scheduled within the
closure period
Human Resources
Put a hiring freeze in place
Check with HR to ensure a plan is in place to keep benefit payments current to avoid
a lapse in coverage for your team and be sure that all employees know of the benefits
available to them (i.e. Teladoc, EAP, etc., if applicable)
Collect cell phone and emergency contact numbers for all staff and distribute to all
managers
Come up with a call tree or group text communication plan in case of an emergency
Set all "away messages" on staff voicemail boxes and emails if not working remotely
Ensure all management & sales staff know how to call in and check their voicemail or
forward calls from their desk lines to their cell phones
Have employees take any personal items home to reduce the possibility of theft
Ensure staff has the proper login information for all of your tech stack as well as the
proper equipment to function at home if needed such as laptops, iPads etc.
• Keep track of all company-issued devices that are being used remotely by
employees
Encourage your employees to obtain their COVID-19 updates from trusted, valid
sources such as the CDC and WHO, and to come to management directly for updates
regarding the future state of the business
If your team will be working remotely, remind them that this is not a vacation and there
is plenty of work to stay productive from home such as:
• Working on building their database, doing OEM or vendor e-learnings, and
growing their social media presence to stay connected with their customers
Facility Management
Make sure all receivables are submitted
Notify all vendors the dealership is closing (security company, cleaning crew, local
authorities, car shipping companies)
Confirm the dealership is not liable for any franchise agreement infractions by closing
Adjust thermostats to conserve energy cost while closed and power off computers
Post signage on all entrances stating that the dealership is closed and will be sending
communication, whether it be text or e-mail, to clients with the ETA on reopening
• Update Google, Facebook, Website and others with hours of operation and how
to contact an employee of the dealership if necessary
Back up all computers, scan important files and place them in a secure location
File an insurance claim for "Business Interruption" even if your carrier denies it or if
you have "Pandemic Exclusions"; do it, anyway, in case the government covers it
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Remain positive and keep a calm demeanor throughout the store closure process. Your team is looking
toward their leadership for comfort, so remind your employees that together, you will come out of this
stronger than ever. Mastermind is committed to support our dealer community in any way that we can.
For additional dealership resources surrounding COVID-19, click here.
