Is Your Business Prepared to Survive an Emergency?

1. Is Your Business Prepared to Survive an Emergency? Katherine Jonelis Business Continuity Plan Manager & Bruce Trethewy Marketing & Communications Specialist SCF Arizona

2. What you’ll learn today • Best practices before, during and after an emergency • Employee needs • Structure of a Business Continuity Plan • Crisis Management • Recovery

3. Introduction • Who we are, • Qualifications • Tell us about yourselves

4. Why do we care? • Can’t happen here/can’t happen to us • Extreme weather • Workplace violence • Widespread power outage • Emergencies/Disasters affect both your company and your employees

5. First Things First Start with the basics: • Assess your situation (what do you have) • Do you have authority/support to proceed? • Always address life safety first (evacuation plan, first aid, etc.)

6. What is an emergency? An emergency is a situation that poses an immediate risk to health, life, property or environment.Most emergencies require urgent intervention to prevent a worsening of the situation, although mitigation may not be possible.

7. Types of emergencies • Dangers to life • Dangers to health • Dangers to property • Dangers to the environment

8. Emergency Planning Emergency Planning or emergency response refers to designated actions employers and employees must take to ensure employee safety during emergencies.

9. The Emergency Plan • An evacuation policy and procedures • Emergency evacuation procedures and route assignments • Emergency shutdown procedures • Rescue or medical duties if assigned • A preferred method for reporting fire, and other emergencies • Communications

10. Identity Resources • Local authorities • You can and should coordinate with your local fire department on your emergency plans • There are city and state organizations dedicated to emergency preparedness, disaster planning and business continuity • Online resources & tools • www.ready.gov is an excellent resource for both business and personal planning

11. Write It Down, Teach It, Practice It • Your plan should always be in writing, but there’s more to it than that • You must teach both company leaders and employees about the plan, specifically what the plan contains and what their responsibilities are • Finally, you must practice. Remember, people perform the way they practice

12. What is a Crisis? A crisis is any event that is, or expected to lead to, an unstable and dangerous situation affecting an individual, business, community. A crisis can be brought about because of an emergency, or it can be brought about by other factors.

13. Types of Crises • Natural (weather-related) • Man made (violence in the workplace; data breach) • Technical (equipment; computers) • Sudden (without warning) • Smoldering (build with time)

14. Crisis Management Strategies and actions designed to protect people, property and business functionality while preparing for recovery of critical processes

15. Crisis Management Plan • Crisis Management Team • Designate a leader to direct response; serve as liaison with local officials • Identify and assess problems • Provide strategic direction for response efforts

16. Ideal CM Program • Make having a plan a company priority • Develop a robust crisis portfolio with different scenarios • Continuously look for ways to improve detection/damage containment/backup systems • Identify potential alternative locations • Integrate CM with risk management

17. Crisis Management Team • Meet immediately to identify, access problems • Determine initial response • Protect employees/have communications plan for them • Consider alternatives • Determine how best to restore critical functions • Prepare for long-term recovery

18. Crisis Management Team • CMT leader • Security • Human Resources • Information Technology • Finance • Legal • Communications/Media • Business operations

19. CMT Members’ Roles • Not business as usual • Day-to-day responsibilities could shift as recovery changes status • Adjust to demands of work day • Stay within your scope of responsibilities • Avoid ‘firefighting;’ focus on strategic issues to get company back to normal

20. Business Continuity vs.Disaster Recovery • Business Continuity refers to the ability of an organization to provide service and support for its customers and to maintain its viability before, during and after a disruptive event (disaster). • Disaster recovery refers to activities within a specified time frame that allow the business to recover the necessary information and technology to return to normal operations during and after a crisis/emergency.

21. The Business Continuity Plan • Emergency Response Plan • Crisis Management Plan • Disaster Recovery Plan • Functional Recovery Plans • Return to Normal Plan

22. Emergency Response Plan • Be Prepared and Know Your Priorities • Protecting life safety is always the number one priority

23. Overall Priorities • Save lives • Stabilize the situation • Preserve property • Restore business operations

24. Disaster Recovery &Functional Recovery Plans • Define alternative recovery strategies • Restore critical functions and processes

25. Recovery • Begins after CMT’s assessment and initial response has been implemented • Begins only after it has been determined the crisis has been diffused and it is safe • May involve emergency responders

26. Return to Normal Plan • Provide plan for long-term recovery

27. Communicate • Make Continuity Plan accessible, easy to understand • Communicate to stakeholders • Designate media spokesperson • Know how to inform all employees • Have more than one way (use all media) • Communicate throughout the crisis (rumor control) • Have backup plan

28. Dress Rehearsal • Practice makes perfect • Evacuation drills • Employee notification exercises • Evaluate each practice • Does the plan work? • What was missing? • Who was left out? Plan another practice; repeat, repeat, repeat

29. Questions