Broker Check

Williams Financial Group Office Policies & Procedures Update

August 07, 2023

The health of our staff, clients and community is of the utmost importance to us and, as per the recommendations by the government, we have continued following the proper health and safety protocols within our business over the past several months. We are so grateful to all our clients who have been incredibly supportive of the changes and adapted along with us during this time. As the government plans it’s phased re-opening of Ontario business’ we wanted to communicate our new office safety procedures that will be implemented moving forward.

As in-person meetings become available again, we want to assure you that we will remain available for meetings via telephone and video conferencing for those who are unable or do not yet feel comfortable coming into the office. We understand that every situation is unique, and we strive to make your in-person and digital meetings as comfortable and easy as possible. We want to assure you that safety and security is our top priority for our virtual meetings and that we have the proper technology and security on our computer systems to operate virtually. In 2018 we made a significant commitment to upgrade our computer system to the highest level of encryption and security available, giving us the ability to work securely from any location. We have also recently made an upgrade to a VOIP telephone system, making it easier for you to connect with us from anywhere.

All new measures taken will be done in compliance with requirements under the Occupational Health and Safety Act and associated Regulations and public health directives issued by the Chief Medical Officer of Health. For anyone coming into the office we wanted to provide you with a few updates on office procedures:

  • Hand Sanitizer will be provided upon entrance and exit of the building
  • Any in-person meetings will take place in the board room, the room directly to your left upon entrance of the building. After you come in through the front doors, please wait there and Sandy or an Advisor will direct you where to sit in board room. Our board room table is 6ft long making it an easy marker to keep a safe distance. Clients will be seated at one end and the Advisor or Administrator at the other to maintain a safe distance
  • If you are coming in to drop off documents, please drop them off at the station outside of Sandy’s office which is the first door on your right when you enter the building. We welcome you to chat with Sandy and other employees, we only ask that you maintain the recommended physical distance and leave your documents outside of her office doors.
  • On top of our weekly professional office cleanings, we will be disinfecting high use areas such as doorknobs, light switches, phones, desks, etc. daily and disinfecting the board room after each client appointment
  • We will be ensuring there is a 30-minute gap between appointments to limit the number of clients is in the office at any given time
  • Clients who are feeling unwell ahead of their appointments are asked to call Sandy and she would be happy to reschedule your meeting
  • Clients are permitted to use the washroom, but we will be refraining from offering refreshments at this time. We encourage you to bring your own from home and we look forward to offering them again when it’s safe to do so.
  • Masks, gloves and other Personal Protective Equipment (PPE) are not mandatory during your office visit, but we encourage you to wear any PPE you feel most comfortable with
  • If you are not comfortable with coming into the office but aren’t sure how to get set up with online video conferencing, please let us know and one of our employees would be more than happy to assist you

This is a new and unprecedented situation for us all and it has presented all of us with challenges we have never seen before. We appreciate your support as we implement these new measures and we welcome all feedback. It’s important to consider that any of the adjustments we are making today, may need further adjustment down the road. We will be looking at our preventative measures on an ongoing basis and adjusting them as needed for the safety of our clients and employees in accordance with recommendations from public health officials. If you have questions on the new procedures, please give us a call at the office, 519-646-1010, and we’d be happy to help you.

Your Williams Financial Group Team

Jon D. Williams
CFP, CIM Senior Investment Advisor
Williams Financial Group | Manulife Securities Incorporated
(519) 646-1010 or (866) 977-1010