Business Continuity and Risk Management

Winter Preparations

 

The last few years have illustrated the effects extreme weather can have in terms of disrupting business.

 

Here are some things you might wish to consider;

 

Maintaining your operations

 

  • What is the minimum level of people resource you need to maintain your operation?

 

Can you achieve it with your workforce this year compared to last year?

 

Do you need to put in place any measures to make this achievable, such as temporary accommodation arrangements, subsistence allowance, enhanced earnings or bonus arrangements for staff that perform “over and above”?

 

Is there anything in the contract of employment that you might need to look at to achieve flexible working?

 

  • What are the essential non-people resources you need?

 

Are they operational or do they need testing? If they stop working what do you have in place as a back up and does it work?

 

Do you have contact details for suppliers/supporters of these services in the event you need to get hold of them?

 

Asset Protection

 

  • If winter weather represents an exposure to your site and operations have you or those responsible, undertaken necessary maintenance, checks and precautions to minimise any losses?

 

Access to the site

 

  • If site access, both for vehicles and people creates hazards, is there anything you can do to remove or reduce the hazards that can be prepared in advance? From a Health and Safety perspective, what should you do about increased risk to employees and the public from slips and trips?

 

Remote working capability

 

Many organisations can now allow parts of their business to work remotely

 

  • Do you know that your systems will cope with a widescale remote access?
  • Does everyone have the necessary access to and passwords for systems they made need to access?
  • Does everyone have instructions of what to do and how to logon/access company systems remotely?

 

Managing the workforce

 

  • If weather conditions make getting to and from work hazardous, what is your strategy?

 

  • If you need to communicate with the workforce do you;

Have an up to date database of contact details for each member of staff?

 

How will you contact with them given options available such as social media, company websites? (Advising staff in advance how you will communicate can save a great deal of confusion and unnecessary communication)

 

Who will do it?

 

Do they readily have access to the information required?  

 

Managing Customers and Suppliers

 

  • Can you do anything to support your customers should the weather turn bad by pre-delivering stock or the like?

 

  • If your operations are interrupted by winter weather;

Who may you need to communicate with?

Who will do it? Does the necessary information exist in a usable format to achieve this?

What will you communicate?

 

  • How will your customers and suppliers contact you and who should they communicate with?

 

  • Do you have a list of emergency contacts? (At worst make sure you have details of your insurance providers, both brokers and insurance companies  and any claims help lines that you may need to access).

 

If you’ve not used the Business Continuity planning system, it will enable you to address a number of the issues above including;

 

  • Developing Communication Plans
  • Storing Contact Databases and other information needed in a “event/crisis”
  • Monitoring and Testing your business protections
  • Managing Responsibilities amongst your business continuity team  

 

For more information or help getting started contact us on 0845 871 81 81 or just log in.

 

 

Download this information as a checklist

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