Are you prepared for…anything? – Part 2
This is the 2nd part of this series on writing and implementing a Disaster Recovery Plan (DRP). I mentioned in the 1st part that you need to have 3 different groups of people to handle the issues within your business. In this part we’ll begin discussing them and why they are important.
An added note before we continue; don’t bypass the people who are making the recovery possible. Don’t change or implement something unless all parties are notified and they approve of such a change, no matter how small you think it may be.
Each of these groups, within the overall group, has their own agendas to getting their job done correctly. Therefore they also have to work together in order to ensure that it is both effective& efficient, for all parties, which are the keys in getting back to normal.
This working group would include every department that is necessary to maintain the smooth running of the facility. And while this would generally be for a manufacturing plant, it can easily be adapted for any other facility you may have such as warehouses or office buildings.
The main responsibility of this section of the Facilities group will be the cleanup and effective repair of necessary equipment to get the company back up and running quickly & efficiently. Regular employees may have to be drafted and placed into this group in order to facilitate the quick turnaround of the recovery. And if you have a union, you’ll have to get their permission as well.
If you are in a facility other than a manufacturing plant then it probably won’t be as difficult to get back up and running. But you will have to have these people nonetheless because of computers, office equipment, and other such necessities of modern office life.
The person coordinating security, and not responsible for anything else during this time, will need to be as intricately involved with the entire recovery process. It is their responsibility to ensure that all necessary contractors, and vital recovery equipment/materials, are passed through efficiently. And this should also mean that normal entry control rules are bypassed to expedite their entry, as long as it doesn’t compromise security any further.
And it may also be necessary to temporarily contract with a security company for additional officers, with all the deleterious effects, including warm body syndrome, laziness, & etc. But all officers should be responsible to you and not their employer to avoid any confusion.
This group will have the responsibility for everything that is administratively necessary to get the business up and running again. They will be involved in ordering supplies, approving new contractors, allowing, and entering, contractors into the computer system as well as innumerable other issues and necessities. From IT to HR to all other support functions will be in this group.
If you have a food service department, then they will also be in this group. It is the responsibility of this group to expedite requests for anything and everything, from office supplies to paying or arranging payment for contractors. Scheduling, insurance, payroll, and the innumerable other administrative duties that will need to be handled on a minute by minute basis.
As fir emotionally draining duties, this group may have the worst of it. HR has to account for everyone and then make the appropriate notifications to families. Therefore they need to have an accurate account of who was at the facility at the time of the incident and approximately where they were at when the crisis struck.
And this means that the floor supervisors provide to HR a ‘duty roster’ on a daily basis of employees and where they are working. And the supervisors need to update that list at least twice a day for any employees leaving early or arriving late. Yes it’s a royal pain the ass for supervisors & managers to do this, but it’s better than scrambling during a disaster to find someone who may not be there.
They will also have to deal with the regulatory issues as well as many other sundry issues connected to these. The company legal department may be placed into this group as well in order to help ease through the myriad of reports, governmental, & regulatory issues, which can be extremely complex & confusing.
Notifying the employee assistance plan (EAP) or arranging for grief counselors and the like will also be in these groups responsibilities. They need to provide for all support that employees may need. From working with facilities for food service to the EAP to handling requests for the Red cross and the like.
As I said, this group will have the most emotionally draining of any group assisting in the business recovery. And because of that they may, understandably take more breaks and have more time off, both during and after the process is complete.
The company needs to, and should, facilitate this no matter what the policies & procedures say. The only issue would be if someone is abusing the time off. And in that case it needs to be tracked, but carefully. This has the reasoning so as not to being sued for whatever an attorney can raise or invent, real or not. Remember Perception is Reality, especially with PTSD and the like.
In the next segment we’ll discuss the last group of people that you’ll need to recover from a disaster.
Robert D. Sollars is a recognized expert on security issues, specifically workplace violence. He’s spent nearly 33 years in the security field. Visit his Facebook page, One is too Many, where you will read about other items related to security & WPV issues. Or be a twitter follower at @robertsollars2.
I May be Blind but my Vision is Crystal Clear