Responsibilities should be defined and assigned for the following roles:
- Crisis manager or site coordinator
- Engineering or maintenance officer
- Human resources officer
- Communications or public relations officer
- Outside members such as police, fire, and government personnel
Employees will need to be notified and provided instruction in an emergency situation. Employee contact information should be up-to-date and easily accessible with departmental organizational charts as well as cell and home phone numbers and emergency contact information included.
Planning should also consider the likelihood that communications systems may be inaccessible and define alternative means of connecting with employees and team members, including any third parties supporting business continuity efforts.
What safety and security measures are included?
First-aid
First-aid kits and other resources should be inspected at least on a monthly basis. Identify local hospitals, medical treatment options, and available 911 services so the correct parties can be contacted as quickly as possible if needed.
Evacuation and access to property
Evacuation plans from all company buildings should be readily available, and employees can be instructed on evacuation routes through drills. Additionally, they should be provided directions to shelter and safe areas.
For those not at a company location or to plan for how to access property following an emergency, alternate routes to key facilities should also be provided in the event of damaged roads.
How will you access contractors, support equipment, and utility companies?
Should you require the assistance of emergency personnel, repairs to infrastructure, or equipment, it’s important to consider how you’ll access these resources. Contractor contact information and tools and equipment requirements, as well as rentals, should be readily available.
Equipment you should consider having access to includes the following:
- Generators for backup power including portable options such as trailers
- Computing equipment and storage
- Trailers to transport fuel to generators, equipment for repairs, or sandbags before storms
In addition to requesting these materials, it’s important to make sure anyone who will come in contact with the equipment has a deep knowledge of how to properly operate machinery and assess any safety concerns.
Other important vendors and contacts to have easy access to include the following:
- Banks and financial institutions
- Computer and IT backup support providers
- Building contractors
- Fuel companies
Do you have proper insurance?
Should damage take place to your property or if people are harmed, you’ll want to make sure the proper insurance protocol is in place. You should be able to easily access the contact and claims reporting information for the following:
- Property-casualty agent
- Group health insurance
- Life or accidental death and dismemberment insurance
Insurance concerns can also extend to cars and other vehicles, so it’s important to have access to vehicle identification numbers (VINs) in case they go missing or are damaged.
