Whether on the farm or in the house, the process for managing contractors for Moving Day is the same every time you use contractors on-farm. If this is your first time as a business owner then it is a great time to start practicing.
What is different due to Covid-19?
- You need to discuss with your contractor (before you confirm you will proceed) how they are managing Covid-19 in their workplace and what this will mean on your farm or in your move. If you have any concerns that your business will be exposed to undue risk, you should seek a different provider.
- Your contractor is responsible for managing their staff as they work, e.g. managing physical distancing and providing any PPE etc., however if you believe standards are not high enough, have a discussion immediately. In most situations, a short discussion should be enough to convey understanding of your business’ requirements.
- Any discussions between you and the contractor will need to take place with 2m of distance between you both and ideally outside – a large room may suffice. Ensure personal hygiene standards of coughing into elbows and regular hand washing. If anyone involved is considered vulnerable they should participate remotely.
- Don’t travel in vehicles with contractors
- Get all contractors to complete the ‘Moving Day Participation Record’ – even if it is two weeks prior to the traditional 1 June moving date.
Checklist for contractors
- Have clarified what it is you need / want the contractor to do
- Made clear where they will be going / working
- Advised them of anything they wouldn’t expect that would be a risk to them
- Advised of other activity on farm that could pose a risk to them
- Determined what they are going to be doing, what risks that poses to others and how we are going to manage and communicate those risks
- Advised them of farm rules (e.g. speed limits) and expectations of behaviour
- Advised them of any relevant emergency procedures
- Determined appropriate time in/ time out reporting
- Got contact details
- Made notes on what you have told them
- Have agreed costs
If necessary, you should:
- Print/send electronic copy and mark-up a farm map
Resources to help
Tips and tricks
- Have a standard letter that can be used as the base for all contractors when you do business with them outlining your expectations and risks they need to know about on your farm that they might not expect - see an example here.
- Use a prepared checklist to make sure you remember all the steps – see an example here.
- It is better to over-communicate rather than under-communicate. Written records such as email provide something you can both refer back to.