Since our last communication about COVID-19 outbreak, situation has become worst presenting more than 120,000 cases in more than 100 Countries worldwide. Recently the World Health Organization (WHO) finally declared the COVID-19 outbreak as a Pandemic status. Within this scenario CCG wants to cooperate with and provide hints to people in charge of managing this situation at different levels of an Organization.
For those with a Pandemic Plan in place and already invoked remember that during the response phase is better overestimate than underestimate and have clarity and focus. Always respond by objectives. For those without a Pandemic Plan in place the following hints will help you out managing the key issues around this situation.
1. People First
• Identify critical staff to business operations. Employees holding critical positions to maintaining business operations. Remote working, and other appropriate work arrangements avoiding rush hours commute, must be considered. A back-up staffing plan will be developed for all critical positions.
• Non-critical employees may be asked to work from home, work on a different schedule than normal, work at an alternate location, be asked to take on other duties as needed, and/or go home until further notice.
• Work from home readiness. Adequate staff access to required hardware & software to make sure a smoothly switch to work from home.
• Meetings are encouraged to be conducted by phone/video. In-person meetings and external conference participation could be canceled.
• Symptoms. If any staff has a cough and/or fever, or are sick with other symptoms, stay at home and seek medical attention. Grant permission before to return to work.
• Take everyday actions and prevent the spread of viruses. Emphasize your hygiene habits at work and at home, for yourself and for the people around you.
2. Office Space Management
• Assess office level of risk. Establish categories as Level 1 (business as usual), Level 2 (moderate risk, business continuity plans in place and invoked, offices are open; however, business hours are limited or flexible, and enhanced hygiene and access controls are in place) and Level 3 (too risky to keep open. Local government requires office closures, an employee is being tested for, or is confirmed to have contracted, COVID-19 or an office cannot maintain a sufficient level of sanitization).
• Cleaning space. Develop policies for worker protection and provide training to all cleaning staff. Training should include when to use PPE, what PPE is necessary, how to properly put on, use, and take off, and how to properly dispose of PPE. Also provide hand sanitizer and disposable surface wipes in all facilities and ensuring that surfaces and eating areas are disinfected regularly.
• Food service. Move away from shared serving utensils and bulk snacks or eliminate food service for a period. Communicate any changes.
3. Communication
• Everything you do and everything you want your staff do must be Communicated. So, a communication plan is key to keep your employees communicated and updated.
• Ensuring consistent communication throughout business units and/or facilities. Defining a centralized communication team will facilitate consistency.
• Establish a SharePoint for approved communication material including periodic Leadership Team messages, WHO/CDC posters related to the outbreak, Government official communication, etc.
People, Office Space and Communication are key components of your Business Continuity Pandemic Response Plan. Analyze and assess each one and define your own strategic keeping in mind employees and its family safety and protection.
References: CDC
