Business Continuity Planning for Weather Related Incidents

Overview

We’ll cover the considerations for two weather related Business Continuity Planning Assumptions

1. ASSUMPTION: Your office building is inaccessible.

2. ASSUMPTION: Your office building is able to remain open.

Assumption 1: Your office is inaccessible

Consideration #1: How will employees be notified of the building closure?

Implement an Automated Messaging System– Notification simultaneously sent to all employees– Ensures consistent and timely message delivery– Sent via email, phone call and/or text message– Costs as low as $8.50/employee per year

Consideration #2: Where will employees work?Let employees know in advance if they will report to alternative site or work from home

If alternate site, ensure it has capacity and required business tools– Desks/tables, Citrix licenses, phone lines, etc.

If home, ensure employee knows how to access systems, reach key team members and 3rd parties

Consideration #3: How will employees communicate with each other and external contacts?

Have employees compile a list of phone numbers and contacts on whom their jobs are dependent

Employees in supporting functions should have the home and cell numbers of their counterparts

Save contact information for external parties (i.e. vendors) and make it accessible externally

Assumption 2: Your office building is open.

Image credit: Happyshooter

Consideration #1: What if employees cannot get there?

Answer the following questions in advance and plan accordingly (in advance!):– What methods of transportation do your employees use to

commute to work? – Are all forms of public transportation still functioning in the

inclement weather? – Are all major routes to your office open and travelable?– Can they decide to work from home on their own if the roads are

not clear, or should they contact their managers to request permission to telecommute?

Protocol should be determined in advance to avoid confusion and loss of valuable work time

Consideration #2: What should be done if employees’ homes or families are affected by weather?

If an employee’s home is badly damaged, he may not be able to perform his job for a few days. In this case, is there someone else within the firm that can handle his most critical responsibilities?

What should be done if an employee or a member of his or her family is injured or becomes sick as a result of the inclement weather?

Before disaster strikes, have a process and keep employees informed

Consideration #3: If your external dependencies are in jeopardy…

Know your alternative contacts at these firms

Understand your vendors’ and partners’ business continuity plans– Avoid surprises

Other considerationsWhat should an employee do if he needs a signature from another employee or a manager and both individuals are working from home?

How should an employee go about wiring money or carrying out similar transactions from her home office?

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