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What Can You Do Today?
Steps To Preparedness
1. Assess your risk – both internally and externally.
2. Assess your critical business functions.
3. Prepare your supply chain.
4. Back-up your data.
5. Create an emergency management plan.
6. Create a crisis communications plan.
7. Assemble emergency supplies.
8. Plan for an alternate location.
9. Review your insurance coverage.
10. Test your plan.
1. Assess Your Risk – Internally & Externally
• What types of emergencies have
occurred in the past?
• What could happen as a result of
your facility location(s)?
• What types of emergencies could
result from the design or
construction of your facilities?
• What could result from a process or
system failure?
• Will you be affected if your neighbor
is hit by a disaster?
2. Assess Your Critical Business Functions
• What functions are critical to the
day-to-day operations?
› HR, Operations, Management,
Finance, Accounting, Sales
• What employees are essential?
• How long can you withstand an
interruption to those critical
› 0-24 hrs, 24-48 hrs, 48-72 hrs
2. Assess Your Critical Functions (cont.)
• Identifying critical functions is integral in resuming operations
following a disaster.
• GOAL: identify all resources and personnel required to restore
critical functions during a recovery
• Typically, critical functions are those that:
1. are most sensitive to downtime;
2. fulfill legal or financial obligations to maintain cash flow;
3. play a key role in maintaining your entity’s public image
and trust; and/or
4. safeguard an irreplaceable asset.
3. Prepare Your Supply Chain
• Talk to your key vendors and
suppliers about their recovery
› Ask yourself has it been tested?
• Develop relationships with
alternate vendors.
› Eliminate single points of failure.
• Educate employees & staff
about the importance of
• Insure what can’t be protected.
4. Back-Up Your Data
• Automated.
• Daily back-ups.
• Store in off-site, secure
• Test plan regularly.
• Regional footprint.
5. Create An Emergency Management Plan
• Program designed to effectively and efficiently respond to
an event, minimize the impact, protect and reassure your
stakeholders and prepare for recovery
• Plan for what to do after a disaster
• Facilitates transition between normal operations and
catastrophe response
• Lessons learned:
– Having access to information necessary to make
important decisions and getting information to the
right people are equally important
• Includes:
– Notification and management of employees, staff,
clients, vendors, suppliers and the media
6. Create a Crisis Communication Plan
• Develop a process to make sure all stakeholders (internal and
external) are aware of decisions and expectations.
• Ensure redundancies independent of cell or terrestrial
networks as much as possible
24-hour phone tree
Password protected web page (centralized emergency status)
Previously Established Radio/TV/Print News Partners
Call-in recording system
E-Mail Alert System
Text/Data Alert system
• Manage member and key vendor/partner communications.
• Prepare a media communications plan.
• Consider all your different audiences:
6. Create a Crisis Communication Plan (cont.)
Starting Simple:
Emergency Contact List
Create an Emergency contact list that
• Home Phone
• Alternate Mobile
• Personal E-mail
• Family Contact Information
• Evacuation Plan
• Store Remotely for Easy Access
Setup Alert Notifications Program
• Explain Purpose
• Test Regularly
• Update regularly with any CHANGES
to your organization
• Train New Hires
6. Create a Crisis Communication Plan (cont.)
Online Communications:
Social Media
• Post real-time status updates
• Direct public/employees to
alternate locations
• Provide emergency contact
information & instructions
• Allows easy transference of
information to other
• User-Friendly, Searchable,
universal applicability, stable
6. Create a Crisis Communication Plan (cont.)
Online Presence:
Your Website
• Do you have access to your Web
Site during an interruption? (remote
• Consider hosting your website at an
alternate location (offsite).
• Post critical information on Home &
Contact pages.
• Provide employees, vendors, clients
and business partners with timely
information about your organization
during a crisis
• Ensure your site has contingencies
for any potential SPIKE in traffic
during emergency events
6. Create a Crisis Communication Plan (cont.)
EXTERNAL Communications Strategy
• Establish a Crisis Communications
• Identify Spokesperson(s) &
• Train your Spokesperson(s) on
the intricacies and best practices
of communicating with the media
• Ensure all Employees KNOW
who the Spokesperson is
7. Assemble Emergency Supplies
Employee Emergency Kits
• An emergency or disaster recovery kit should contain:
• Fresh water, Non-perishable food, Flashlights
• Extra batteries, Battery-powered AM/FM or NOAA radio
• First aid kit, Copies of important documents and records
• For a complete list of items, visit
Workplace Recovery Kit
Recovery plan
Hand Crank or Solar Chargers for Cell Phones
Important records (Insurance policies, Fixed asset inventory, Contracts)
Operating system install disks, Licensing keys, Passwords
Office Supplies:
Stamps, Writing Utensils, Stapler/Staples, Tape
Printer Paper, Calculators
8. Plan For An Alternate Location
• Mobile Recovery
Delivered to a specific location.
Ideal for small to medium sized business.
High level of flexibility.
Cost effective solution.
• Hotsite Recovery
› Permanent, regional facility.
› First come, first served at time of disaster.
• Other Alternatives
› Reciprocal
› Internal
9. Review Your Insurance Coverage
• Assure you are insured for all potential risks.
• Consider business interruption insurance and added
expense insurance.
• Keep photos of your building, equipment lists and
policy information stored in a safe and secure
offsite location.
• Asset management program.
10. Exercise Your Plan
• Do an annual exercise and
update the plan as necessary.
• There is no pass or fail.
• Make sure to re-educate
employees when any changes
to the plan are made.
• Testing is a process not just a
Kevin Binder
[email protected]