BUSINESS PREPARATION GUIDELINES FOR H1N1 VIRUS
There is significant potential for severe business disruption because of the H1N1 Virus ("swine flu") outbreak. Now is the time to prepare for how a widespread outbreak would affect your business operations. Things are moving fast and now is the time to stay ahead of developments, create a preparedness plan and err on the side of caution.
In December 2008 and January 2009, The Board of Trade issued guidelines to prepare businesses in Greater Washington for the Presidential Inauguration. These guidelines, along with the steady update of resources and bulletin updates on the Board of Trade website, helped businesses to prepare for the crowds, traffic, potential safety concerns and more. In an effort to assist businesses in preparing for the potential of business disruption if the virus continues to spread, the Board of Trade is once again issuing guidelines, arranging updates, organizing conference call briefings and creating a website for resources.
For individuals, the Center for Disease Control is the most up-to-date and official source of outbreak information. There are specific steps that individuals can take to minimize risk of exposure, and those steps are shared in detail at the CDC website www.CDC.gov .
To assist area businesses in preparing for a wide spread outbreak, the Greater Washington Board of Trade recommends the following considerations:
Create a task force.
Companies, firms and organizations conducting business in and around Greater Washington should consider immediately establishing an internal task force to stay current on the latest news and issues concerning the virus and to monitor the organization’s preparations. This task force might include personnel from human resources, the executive office, finance and operations.
This task force should be organized to communicate throughout the duration of the disruption. Multiple communication channels should be arranged so the the task force can stay in contact.
A central location (physical and then virtual) should be created to assemble and review all pertinent documents and data needed to make informed decisions moving forward. Specific roles should be assigned and regular, orderly updates should be reviewed to determine adjustments and action steps appropriate to respond to new developments.
- Clarify lines of authority and communication protocols.
- Develop or review company delegations of authority for emergency operations.
- Be clear about decision-making authority and how decisions will be relayed/announced.
- Develop or review orders of succession for emergency operations.
Develop a plan.
Develop a comprehensive plan for conducting business with multiple scenarios that address operations ranging from a reduced staff presence to no staff being able report for work. Assess the impact that disruption would have on staff, clients, suppliers, contractors, vendors, service providers and other dependencies up and down the line.
Attention should be given to:
- school closure implications,
- transportation complications (Metro, commuter rail and buses, air travel)
- building access,
- security issues,
- staffing needs,
- transportation implications for providing or receiving goods and services,
- procurement,
- banking (including payroll, check processing and cash needs),
- telecommunications demand (ability to work from home, connecting to office IT systems, etc.).
Consider the development and implementation of a personal hygiene program and procure personal protective supplies.
Ensure that your employees understand their respective roles in the plan. Assess the implications of the heightened security, road closures and congestion, as well as the extended demands on mass transit.
Also consider the following:
- Understand what it means to be out of the office for an extended period of time (one week through multiple weeks).
- Develop a best case/worst case scenario plan.
- Review contracts (ones requiring you to perform certain responsibilities and ones where you require others to perform to certain expectations).
- Review leave policies
- Review travel policies, restrictions and current plans
- Assess financial implications for your business including: cash flow, inventory, bills, receivables, budgets, contracts and upcoming major activities or events that carry financial obligations.
Validate communications.
Update or validate your communication operations with key personnel. Be sure that everyone understands how to get information from management if that becomes necessary. Update phone and email contact information.
Review policies and procedures associated with alternative working conditions or telecommuting. Confirm that everyone has the current information necessary to work from home and access central systems.
Consider creation of a regular company-wide voicemail and/or email update. Pre-arrange with a conference call company to establish a call-in number and service for company updates and assignments and, if needed, consider creation of an intranet or private website that employees and clients can access to provide for continuity of operations.
Address the risks for fraudulent communications and have a plan for ready response and corrections with accurate information.
Reach out now to staff, suppliers, customers and other key people to inform them of your contingency plans and appropriate contact information. Determine how to best reach customers with updates on company operations (advertisements, blast emails, etc.).
Stay current.
Track websites (www.CDC.gov), news updates, briefing calls and email bulletins to stay current on the restrictions and announcements that may be coming rapidly.
There is no one-size-fits-all solution for companies, firms and organizations as they prepare for the potential implications of a pandemic. The Greater Washington Board of Trade has developed these guidelines through its Emergency Preparedness Committee as a reference as organizations create their own customized plans.
HELPFUL LINKS/RESOURCES
TOOLS FOR CONTINUITY OF OPERATIONS PLANNING
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