Ideas for Businesses and Business Owners Unexpectedly Working From Home Part II

Working from home woman business owner typing and texting.

As we noted in Part I of this two-part post, here we are in Week 2 of social distancing for Iowa and Minnesota. This two-part post is meant to help you with ideas to help your business emerge from this crisis in fighting shape. Part I focused on ideas for businesses that have newly moved online and on general ideas for projects to work on while you have down-time. This post will focus on suggestions for businesses facing changes to their industry, for people contemplating starting a new business, and for helping you to help your business. We also recently posted a list of resources for small businesses, including links to a variety of governmental agencies which you may find helpful. We will be adding new links and those linked pages will all be updated regularly, so we encourage you to check back regularly. Please also feel free to reach out to us to suggest updates to that list.

For Businesses Facing Changes

We are, of course, all facing changes right now. It has been a very intense time for everyone. Here are some ideas to get you started on thinking about how your business should approach them.

  • Address the immediate changes. If you have had to move to having your employees work in shifts at the office, or if you have had to move to having your employees work from home, that may have affected how you perform some of your agreements with your customers. You may be able to address these changes simply and straightforwardly, or you may need to negotiate amendments to your customer agreements.
  • Spend some time on listening to others and to yourself. There is only one thing that is clear at the moment: no one really knows what our country or our economy will look like at the end of this strange moment in time. But within industries, there are clues available about what will be coming. Take some time away from the whirlwind of the moment to pay special attention to your customers’ pain points (aside from cash flow) right now. Then consider how you can be best positioned to address those pain points.
  • Give yourself some flexibility. While few businesses will be eager to go on a hiring spree in the near future, your business should be positioned to staff up quickly should the opportunity arise. Consider vendors who can provide outsourced work or engaging freelancers to support your business in the event you suddenly become busy. Get the agreements you’ll need for these possibilities lined up now so you’ll be best positioned to move forward quickly when you’re ready.
  • Prepare for next time. The federal government provides disaster preparedness information on its Ready.gov website. Now may not be the time to think about this, but keep it in your back pocket for a time when your business is back on its footing.

If you need assistance with contracts or legal planning matters, please feel free to contact us for a telephone or video chat appointment.

For People Contemplating A New Business

If you have identified a new opportunity that has cropped up because of the disruptions associated with social distancing and lockdowns (aside from price gouging, which is illegal), excellent! Strike while the iron is hot. Here are some things to keep in mind as you get your new business started:

  • Create an entity. Having a business entity such as a limited liability company or a corporation helps put a layer of protection between your business and personal assets if you properly maintain your business entity. This means that under most circumstances, someone who sues your business cannot reach your personal assets. It also helps with other activities such as getting financing from loans or investors.
  • Follow any applicable regulations. Make sure that you know whether the industry you plan to enter is regulated, and if so, by what federal, state, or local authorities. You don’t want your newly-formed business to be shut down before it really gets going.
  • Keep an eye on the law. Many things are in flux right now, and some authorities are delaying or setting aside enforcement for the moment. Don’t rely on the current state of things to last, though; make sure you’re prepared to follow those laws and regulations once things settle down again.
  • Get expert help. Keep in mind that there are many resources available to those starting new businesses, even in unsettled times like this. Minnesota’s and Iowa’s Small Business Administration branch offices are great places to start, as are the Minnesota Department of Economic and Employment Development and the Iowa Economic Development Authority.

Your Personal Life: Helping You Helps Your Business

I saved the most important for last: take care of yourself and your family. Crises have a way of showing you what is most important. Take advantage of this one as much as you can.

  • Maintain as normal a routine as you are able. Don’t throw yourself into your work 24/7, tempting as it might be as you’re home with your work materials all of the time and panicking over the health of your business. We’re right there with you worrying about things, but rest and recovery are important, too.
  • Get your personal planning documents in order. No one likes to think about their mortality, but now is the time to do it. Make sure that your will, power of attorney, health care power of attorney, and living will all reflect your wishes—or if you don’t have these documents, get them. Make sure your business succession planning is also in order.
  • Get exercise. Even in the places that have implemented lockdowns, you can go outside to exercise so long as you maintain a safe distance of 6 feet from others. If you have children at home with you, they need to get out, too; take a family walk or bike ride, play a game of kickball in the back yard, take a nature walk. There are also several companies offering their working routines online for free; take advantage.
  • Eat well. The grocery stores are pretty picked over for shelf-stable or easily freezable foods, but this is the perfect chance to learn how to prepare some new-to-you fresh fruits and vegetables. You can also use this opportunity to shop local: your local Asian and Latino grocers are probably not as hard hit.
  • Keep up with friends and family. It is not as simple as popping into your usual coffee shop and running into people now. Make sure to take the time for phone calls and video chats with your friends and family on a regular basis. There are a number of services making this easier than ever, from Skype to Google Hangouts to Zoom. Don’t let social distancing mean social isolation.

We are open and able to help with legal issues businesses are facing in the face of this public health crisis. We offer telephone and video chat consultations, including free initial 30-minute consultations. We are also able to work with businesses facing financial hardships at this time. Feel free to contact us to discuss your business’s options.

Ideas for Businesses and Business Owners Unexpectedly Working From Home Part I

Working from home woman business owner typing and texting.

Well, here we are, at the start of Week 2 of social distancing for Iowa and Minnesota. We are facing restrictions on travel, groups congregating, and operations of businesses. We are advised to stay at least 6 feet away from other people and (say it with me) wash our hands frequently for at least 20 seconds. We are at home with our families and our pets. We have a lot of downtime on our hands—as do our employees.

There is no sugar coating it: this is going to be a very tough time for small and mid-size businesses. Unemployment is up, and sales are down. We recently posted a list of resources for small businesses, including links to a variety of governmental agencies. We will be adding new links and those linked pages will all be updated regularly, so we encourage you to check back regularly. Please also feel free to reach out to us to suggest updates to that list. At the time of this writing, the new Families First Coronavirus Response Act, Public Law No. 116-127, is not yet in effect, and the Department of Labor has not yet provided the details about how it will address the exceptions for businesses with fewer than 50 employees. We will provide information as it becomes available.

While you and your employees are working remotely is a good time to work on some of those long-term projects you’ve been putting off—both personal and business. It may help your business emerge from this crisis in fighting shape. And if you, like so many business owners, have gone online unexpectedly, there are a number of things you may not have had to consider in a brick-and-mortar state that you should start thinking about now. We’ve put together some things to consider working on over the next weeks.

For Businesses Newly Online

If you have never run your business online before, it seems pretty straightforward: build an ecommerce website or move your yoga classes to a Zoom meeting and run with it. But there are a lot of other things to consider when you move online. Here are a few:

  • Sales taxes. If you had only one location and all of your customers came to you before, you needed to pay sales tax only for that location. The calculation changes when your customers are not coming to you. If your business is based in Iowa, look for more information from the Iowa Department of Revenue. If your business is based in Minnesota, look for more information from the Minnesota Department of Revenue. Both states may have special exceptions and updated information as the crisis unfolds, so check regularly for updates. Both states also participate in the Streamlined Sales and Use Tax Agreement, which aims to simplify the sales tax process for online retailers.
  • Website Privacy Policy, Terms of Use, and Terms of Sale. A website’s Privacy Policy explains how the website owner collects and uses data, including personal data, about people who use the website. A website’s Terms of Use are an agreement between the owner of the site and the site’s users. A website’s Terms of Sale are a contract between users who order from the site and the website owner. A Privacy Policy is required by the laws of some states, most notably California, if your website is accessible to users in those states. Terms of Use and Terms of Sale exist to protect the business owner and ensure that both parties know what happens under various circumstances—especially if an item doesn’t arrive, or needs to be returned, a prospect which you may not be relishing at the moment.
  • Liability Waivers. If you are suddenly giving fitness classes online, you have no way of knowing whether the spaces your customers are using are safe. To protect your business, you will want to ensure that your customers understand that they are responsible for ensuring they are using a safe space. If you already have a liability waiver, you may need to update it to reflect the new situation.

If you need assistance with these or any other concerns relating to your unexpected foray into e-commerce, please feel free to contact us.

For Businesses Looking for Things To Do

While it is not for the best of reasons, you and your employees may suddenly have a lot of down time from your regular business work. Especially if you are and/or you have employees scrounging for things to do in the midst of the disruption, this is the perfect time to pursue some of those long-term projects. If you don’t have your own list (or you’ve already worked through it), here are some ideas:

  • Adjust to the times. If your business’s organizing documents require any kind of in-person meeting without exceptions, it’s time to amend those. If you haven’t figured out what video chat software is most compatible with your business model (either free or paid), it’s time to find it. If you haven’t figured out how to work from home with the kids present, or if you have policies in place that make it unreasonably difficult for your employees to do so, it’s time to adjust those.
  • Get organized. Complete the filing. Make sure your electronic records are all in order. If you don’t have a system for managing customers, develop one or find a vendor who supplies one. If you’ve been thinking you’re outgrowing the capabilities of a software program or a vendor you rely on, take some time to do the research and determine what vendor offers the best solution for your business and implement it. If you aren’t there yet but might get there relatively soon, familiarize yourself with the marketplace so you’ll be ready for the transition later.
  • Get ahead. If you have a blog, create some evergreen content (content that will be timely no matter what is going on in the world). If you are a website designer, create some new templates to have ready to go for customers when they are ready to buy. Now is a good time to do any kind of preparatory work that you normally try to get ahead on in the slow times.
  • Take stock of your template agreements. I’ll soon write a post on the neglected Force Majeure clause that everyone is talking about now, but for the moment, this is a great time to evaluate the form contracts you have been using. How have they been working for your business? Do they cover everything that they should? Is there a situation that comes up frequently that isn’t included? Do they match the way your business actually operates? That last one can be a big problem if you just grabbed a form from the internet or if you simply haven’t updated your contracts in several years.
  • Work on legal compliance issues. Sometimes, compliance matters can fall by the wayside, or a new law with a lot of requirements can be too overwhelming to address before it goes into effect. Sometimes, smaller businesses rely on their small size to hope that no regulators will notice their non-compliance. Now is a good time to address the General Data Protection Regulation in the European Economic Area or the California Consumer Privacy Protection Act if you haven’t already.
  • Develop or revisit your trade secret protection regime. A trade secret is a type of intellectual property that creates value for its owner because it is secret. Trade secret protection is used to protect information and/or ideas that: 1) have actual or potential economic value if they are kept secret; 2) cannot be easily ascertained by others who are using proper means; 3) are minimally novel; and 4) are the subject of reasonable efforts to maintain them as secret. A trade secret must be protected in a way that is reasonable under the circumstances—it has to be secret enough to stay hidden, but revealed enough to be useful. Trade secrets should be protected with physical, procedural, and technological means. If you have never created a systematic method of protecting your trade secrets, or if you have but haven’t re-evaluated your method recently, now is a good time to do so.
  • Consider protecting other intellectual property. Registering copyright with the U.S. Copyright Office is not difficult, but is time-consuming. If you aren’t sure how to go about it, we offer copyright registration training remotely, and we’ll get you set up to register your own copyrights going forward. If you already know how to do it, and you suddenly have a lot of free time, now is a pretty good time to get things moving. Registering trademarks with the U.S. Patent and Trademark Office generally takes a little more work and benefits from assistance from an attorney. You can learn more about the benefits of trademark registration from this blog post.

This post is plenty long, so we will stop here; Part II will include suggestions for businesses facing changes, for people contemplating starting a new business, and for helping you to help your business.

If you would like help with any of the legal issues we’ve mentioned above, or any other legal issues, remember, we’re open and able to help with legal issues businesses are facing in this public health crisis. We offer telephone and video chat consultations, including free initial 30-minute consultations. We are also able to work with businesses facing financial hardships at this time. Please feel free to contact us to discuss your business’s options.

COVID-19 Coronavirus and Resources for Your Business

Coronavirus COVID-19 and related public health measures are causing business disruptions.

Note: This post was originally published on March 18 and has been periodically updated as additional information has become available.

First things first: Kelcey and David and their families are currently well. We have relatives who are currently in self-isolation due to suspected contact with COVID-19, but so far, these relatives have no symptoms.

Second, we are continuing to work remotely and can work with clients by email, phone, or video chat. We are suspending all in-person meetings for the moment. You can contact us as usual to work on your legal matters.

Third, we know this is a very scary time for many of our clients. We hope that you are staying home and staying safe. Small business owners are expecting to be particularly hard hit in this crisis, so here is a list of resources for your business and your personal life (which we will update as we learn of additional resources):

National and International Resources

The Small Business Administration is offering the following assistance:

  • Disaster loans, low-interest loans to help small businesses cover operating expenses after a declared disaster.
  • Local assistance in the form of free counseling, mentoring, and training services nationwide.

The Internal Revenue Service has set up a Coronavirus Tax Relief page to help individuals and businesses explore their options for addressing tax issues. For the moment, the tax payment deadline has been extended to July 15, 2020, as has the filing deadline. You can also find general information about disaster assistance and emergency relief for individuals and businesses on the IRS website.

The Centers for Disease Control and Prevention have set up a page to help explain how to clean and disinfect to prevent the spread of COVID-19 in households with suspected or confirmed infections as well as specific recommendations for high-risk populations and travelers.

The World Health Organization has an information page on the COVID-19 pandemic with travel advice, situation reports, media resources, information about research and development, frequently asked questions, and mythbusters.

The Occupational Safety and Health Administration has set up a page with guidance about how to control and prevent the spread of COVID-19 in various types of workplaces.

The Department of Labor has a page with guidance about how to handle employment issues relating to workplace safety, wages, paid leave, and unemployment insurance. With respect to the new Families First Coronavirus Response Act, Public Law No. 116-127, DOL has announced that it is working with the IRS regarding the tax-related provisions and will be providing emergency guidance for small businesses with fewer than 50 employees regarding exemptions. We will update with links when the guidance becomes available.

The Federal Emergency Management Agency has a page dedicated to its Coronavirus response.

You can also check disasterassistance.gov, a one-stop Web portal that consolidates information from 17 US government agencies, and benefits.gov, an online resource to help you find federal benefits you may be eligible for in the United States, for information about individual and business assistance that may be available in your area.

The United Way is offering assistance finding food, paying housing bills, accessing free childcare, or other essential services, through some of its local affiliates.

Iowa Resources

The State of Iowa has created a general information page for coronavirus in the state.

Iowa Workforce Development has a page for employers and employees with questions about unemployment insurance. Governor Reynolds has announced that the due date for unemployment taxes is being extended from April 30 to July 31 to help small businesses. As of March 30, unemployment insurance will soon be available to self-employed, independent contractors, nonprofit employees, and gig economy workers; you can file a claim now.

The Iowa Economic Development Authority has grants of $5,000 to $25,000 available for small business relief (application deadline: March 31 at noon) for businesses that meet the criteria: 1) suffering COVID-19-related economic damage; 2) had 2-25 employees prior to March 17, 2020; 3) physical location in Iowa. There are also grants of $5,000 to $10,000 available to support targeted small businesses with no employees. To be eligible, your business must be certified or have a certification application in process by April 10; the fund will accept applications until it is exhausted. There is also a page for general information and updates. Be sure to check regularly for updates on resources available to small businesses such as webinars about how to apply for loans or grants.

The Iowa Department of Public Health has the following resources:

Check for your local Iowa United Way to see what resources are available in your area.

Minnesota Resources

The Minnesota Governor’s Office has issued a stay-home order effective March 27 – April 10. There is an FAQ page about this order so you can figure out whether and how your business can continue to operate.

Minnesota Employment and Economic Development has a general information page with information for both employees and employers linked, including information about unemployment insurance. Minnesota is waiving raises to unemployment taxes for employers whose employees are collecting unemployment because of COVID-19; the FAQs in the previous link suggest strategies for avoiding layoffs. As of March 27, Minnesota will be making Small Business Emergency Loans available in the near future (check regularly to see whether the program is in effect now). As of March 30, unemployment benefits will soon be available to the self-employed, gig workers, and independent contractors, but the state is awaiting federal guidance for implementation; you can learn more at this page.

The Minnesota Department of Public Health has the following resources:

Minnesota nonprofit WomenVenture has compiled lists of resources for child care providers, for small businesses, and for peace of mind.

Check for your local Minnesota United Way to see what resources are available in your area.

Other Resources

Biomedical illustrator Assata Worrell of Legacy Biostudios created a free poster showing proper handwashing technique that you can download and hang at your office or home, or share with your community.

Facebook is offering cash grants to small businesses worldwide.

Todoist has these tips for parents working from home with kids present.

If you know of any other resources that we missed, please comment below.

Originally posted 3/18/20. Updated 3/19/20, 3/21/20, 3/23/20, 3/24/20, 3/26/20, 3/27/20, and 3/30/20.

Updating Your Website? Update Your Terms!

Working from home woman business owner typing and texting.

We are officially in the swing of 2020. Welcome to a new year—and a new decade! If you’re feeling ready for a change and updating your website, or even if you aren’t, now is a good time to take a look at your website’s Terms of Use, Terms of Sale, and Privacy Policy. If they are more than a couple of years old, you are probably behind on some important legal developments. If you “borrowed” them from another website or found them in an online template, they may be causing you more harm than good. If you have no terms at all, you may even be violating the law.

Why are terms so important?

Terms of Use

A website’s Terms of Use are there primarily to protect your business. They are a contract between your company and the users of the website. They give you one more tool for taking action against anyone who misuses your company’s website, from hacking to copyright infringement to sharing inappropriate content. If your website allows its users to share information, posts, and so on, the Terms of Use are also the best place for you to share your company’s DMCA take-down procedures, which help protect your company from liability if a website user infringes on a third party’s copyright rights. They are also where to share any guidelines you have for users about what they are or are not allowed to post on your company’s website. And if you haven’t updated your Terms of Use recently, you may not have kept up with shifting rules about how to ensure those terms are binding on your website’s users.

Terms of Sale

If you sell products on your website, the Terms of Sale are also there primarily to protect your business. They are a contract between your company and anyone who makes a purchase on your website. They govern who bears what risks: when is an order official? What happens if you don’t have the product in stock? When or why can your customer return products for a refund or a store credit? Having clear, unambiguous Terms of Sale can help protect both you and your customers.

Privacy Policy

Finally, what is arguably the most important document: the Privacy Policy. This document informs your website users what information you are collecting from them and how you are using it. There are laws in at least three states that require you to have a Privacy Policy and set out specific requirements for what the Privacy Policy must cover. Other states don’t have specific requirements for your policy, but do have specific requirements for the kinds of security and procedures you need to maintain—and it could be a problem if you don’t describe what you’re doing accurately in your Privacy Policy. It is absolutely critical that your Privacy Policy accurately describe your practices, and if those state laws apply to your company, that it comply with them. Your company may also have additional rules to follow and disclosures to make if it is in a regulated industry like finance or health care. The consequences of non-compliance can be pretty draconian, so it’s better to comply than to

So you need to make an update. What do you do?

First, consider how well your current terms are working for you. Maybe you’ve had a dispute with a customer about a product sale and want to make sure that you don’t have to go through that again. Maybe you host a web forum and have noticed some troubling behavior you would like to ban in the future. Maybe you are aware of some of those new state privacy laws, and know you aren’t in compliance, but just haven’t had a chance to get around to fixing things yet. Maybe you updated your website and you aren’t quite sure if your old Privacy Policy is still accurate.

Second, gather some information from your web developer. What kinds of personal information are you collecting? What kinds of non-personal information are you collecting? What kinds of technology are you using to track your users? Is there anything your developer has noticed website users doing that they shouldn’t be?

Third, contact our office to help you make updates. Your attorney will ask you questions about your website, about your business, and about your industry, and help you create terms for your website that will reflect your business’s unique needs.

Employment Non-Compete Clauses and Liquidated Damages in Iowa

Contracts & Licensing

If you have ever signed an employment agreement, or asked your employees to sign one, it probably had a covenant not to compete with the employer if the employee leaves the business. These clauses are usually called “non-competes.” They typically limit the time and the geographic area within which the former employee can perform the same kind of work and/or work in the same industry. But how enforceable are they? A recent Iowa Court of Appeals decision, Cedar Valley Medical Specialists, PC v. James Wright, M.D., shows both how these clauses are used and what the courts think of them.

Wright, a cardiothoracic surgeon, entered into an employment contract with Cedar Valley Medical Specialists, PC, in Black Hawk County, Iowa. In the contract, Wright agreed that if he left the employment he would not practice medicine within 35 miles of Black Hawk County for a period of two years after leaving. He also agreed that if he did not comply with the restrictions, he would pay as liquidated damages the greater of $100,000 or his last 6 months’ salary with the group.

Wright retired from the medical group and went to work for a local hospital the next day. The medical group sued to enforce the agreement and won in the district court. Wright appealed, and the Iowa Court of Appeals ruled on his case on October 9, 2019. 

The court began its analysis by stating the Iowa law on restrictive covenants, saying:

Because restrictive covenants involve the partial restraint of trade, we construe them against the party seeking enforcement and approve them with some reluctance. We apply a three-pronged test to determine whether an employment contract with a restrictive covenant is enforceable: (1) Is the restriction reasonably necessary for the protection of the employer’s business; (2) is it unreasonably restrictive of the employee’s rights; and (3) is it prejudicial to the public interest?

Cedar Valley Medical Specialists, PC v. James Wright, M.D.

As you can see, the courts do not automatically enforce these contractual provisions, but rather engage in a balancing of interests among the employer, the employee, and the public good. Moreover, the burden is on the employer to prove it is entitled to enforce the covenant.

As to the first prong, the court found the covenant was reasonably necessary to protect the employer. The market for Wright’s specialty was limited; Wright had confidential information about the medical group’s operations; and the group had supported, promoted, and invested heavily in Wright. When he left, the group lost the revenue he would have brought in.

The court next found that the restrictions were reasonable as to time and geographic area.

Wright argued that the public interest favored striking the clause. If he, the only cardiothoracic surgeon within 50 miles, was prohibited from practicing his specialty, there would be none. Lives hung in the balance. The court rejected this argument, noting that there were only three or four emergency cases annually and there were other providers close enough by. Besides, the former employer was not seeking an injunction (that is, it was not trying to prohibit Wright from practicing medicine); it was asking to enforce the liquidated damages provision to make up the losses it suffered when Wright went to work for a competitor. 

The second part of the analysis of this non-compete clause was the reasonableness of the liquidated damages provision. Liquidated damages are damages agreed to when a contract is made that will be paid if a party breaches the contract. They are enforceable if: 1) they were a reasonable estimate, at the time the contract was entered into, of the damages that will be suffered if the contract is breached; and 2) the amount of actual damage is difficult to determine. Given the investment the former employer made in Wright and the lost revenue it would likely suffer if Wright were to compete with them, the court found the clause to be reasonable and enforceable.

If you need assistance with an enforceable non-compete for your employees, feel free to contact us for assistance.