Emergency Preparedness: Learning Objectives. Minimizing and Controlling Future Disasters. SHRM Disaster Preparedness Survey 3.

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1 Emergency Preparedness: 1 Minimizing and Controlling Future Disasters October 7-8, 2013 Presenter: Marna Hayden, SPHR Hayden Resources Inc. Learning Objectives How to develop emergency policies and a crisis manual What steps should to be taken to protect your employees and your company in times of crisis Determine responsibilities for safety and security Where information should be kept How to communicate and train your staff to respond successfully How to prevent or minimize adverse outcomes and support business continuity 2 SHRM Disaster Preparedness Survey 3 85% of HR Professionals say their company has a formal disaster preparedness plan: 15% say they do not Larger companies are more likely to have formal plans 65% HR professionals believe their organizations are well prepared for a crisis or disaster 50% of employees think their organizations are wellprepared 82% of employees surveyed felt feeling safe was important or very important in their job

2 Survey Results 4 After 9-11, 56% of respondents created or revised their disaster preparedness plans 45% did not; possibly in denial, it can t happen here thinking, reliance that former practices were adequate, having other priorities, etc. As we move farther away from 9-11, fewer companies are establishing plans, i.e % and % with designated crisis management teams dropping from 62% - 54% Reasons for Crisis Management 5 Being proactive protects your employees and company and minimizes damage Minimizing damage may save both the lives of employees and the investment of your business It ensures business continuity/restoration; may even lead to decreased insurance rates Being in control and trained reduces stress for both managers and employees and leads to better outcomes under duress Increases shareholder value and confidence Crisis Manual 6 Have planned, written procedures on how to respond to any catastrophic event which may occur Three Major Aspects: Emergency Planning: what to do at the time of a disaster Disaster Recovery: what to do to restore any operations that have been interrupted Business Continuity: to restore your business to where it was before the interruption

3 Risk Analysis Terms Disaster Preparedness Crisis Management Disaster Recovery or Contingency Recovery Plan Business Continuity refers to both shortand long-term sustainability of an organization 7 Natural disasters: i.e. earthquakes, tornados, tsunamis, severe storms, etc. Environmental threats: i.e. fire, a gas leak, chemical spill or radiation leak Need for evacuation Loss of power Disasters Terrorist activities: i.e. bomb threats or kidnappings Violence: i.e. fighting, weapons in the workplace, workplace crime, robberies 8 Additional Areas Emergency illnesses, accidents or deaths 9 Domestic threats to employees, restraining orders, stalkers, Protection from Abuse (PFA) Security violations in physical plant Computer hacking or information leaks Internal or external investigations into business practices Recalls, lawsuits, scandals, picketing Any other unforeseen interruption of work

4 Initial Steps in Setting up a Plan Obtain senior management support and backing Assemble a Planning Team and appoint a leader Assign responsibilities for different aspects of Plan to one or more individuals Compile a Directory of Emergency Contacts and Resources 10 Implementing the Plan After designing a plan, develop a budget for Plan and obtain approval Conduct appropriate training and purchase necessary equipment or back-up resources Complete and disseminate policies to supervisors and employees Establish location of response management center and emergency communication systems Establish ongoing responsibilities for team members and designates 11 Emergency Team Members Audit/Compliance Finance Human Resources Information Technology Legal Counsel Operations Public Relations/Marketing Safety Security Senior Management/other selected participants 12

5 External Resources 13 Police and Fire Departments Emergency Medical Services/Local Hospitals American Red Cross Federal Bureau of Investigation (FBI), U.S. Department of Homeland Security Federal Emergency Management Agency (FEMA) Environmental Protection Agency (EPA) Poison Control Chambers of Commerce Business Associations Company Counsel IT Specialists and Computer Backup Facility Insurance Providers Power Companies: utilities Other Vendors Resources Employee Assistance Program (EAP) Provider Crisis management consultant or other service provider if portions of your program have been outsourced 14 Audit/Compliance Perform Risk Analysis; make recommendations Establish an audit policy to regularly check security and safety procedures are being followed Work with all other departments to ensure confidentiality and the resumption of workflow after a disaster Assure proper reporting requirements take place after an incident Protect vital records 15

6 Finance 16 Be sure adequate insurance coverage is in place to address catastrophic events Determine financial impact on the company, including damage to equipment and buildings as well as lost business Ensure financial resources are available to resume operation effectively Support budget for preventative actions or measures to take place Human Resources Coordination and distribution of Crisis Manual Online communication page for employee updates, benefits and programs Employee Policy Manual inclusion of applicable policies Supervisor/Employee Training Counseling Services, EAP 17 Human Resources Employee Record Protection/Backup Pay and Benefits policies during crisis Management Succession Planning Employee Record Protection/Backup Pay and Benefits policies during crisis Management Succession Planning 18

7 Related Policies Emergency Information Change of Status, information Hiring, checking references/background Discipline and terminations Drug and alcohol Smoking policies Whistleblowers policy: non retaliation No solicitation Insurance Internal/External Communications Security, visitors in workplace Safety practices, First Aid, use of equipment Weapons in the workplace Attendance, leaves of absence Inclement weather Confidentiality, code of conduct, use of IT Employee Assistance Program Pay and Benefits 19 Human Resources Support Budget for proactive, preventative programs and equipment Assure plan for evacuation includes one for individuals with disabilities Complete applicable reporting requirements: i.e. WC, OSHA, insurance claims Keep Emergency Contact (response team information) and Employee Call lists (home phone numbers) available and current Serve as a resource and support throughout crisis: the go to contact 20 Human Resources Concerns Loss of employees: leaving Deaths in the workplace: natural, accidents, suicide or killing Loss of information/knowledge Morale Physical relocation 21 Addressing the human side of the disruption Take care of the whole person Protecting both the company and its employees

8 Human Resources Concerns Paid and Unpaid Leave policies Paycheck advances or loans Donation programs Commuting programs Temporary housing accommodations Transfers to other sites Employee hotline: password protected internet site Communication and daily updates 22 Information Technology 23 Responsible for IT policy and procedures and security of information Responsible for access and passwords and maintaining an up-to-date, protected system Establish back-up system for all information off premises Protection of customer information Record recovery and restoration Legal Counsel Review and approve proposed policies and practices for Emergency Preparedness Manual Serve as resource for legal aspects of disaster recovery Review Media Relations press releases and company statements Research legal rights of company and employees involved in crisis; provide advice Serve as intermediary with government agencies as needed 24

9 Operations Be certain physical plant or office is in compliance with safety regulations and sound operating practices Maintain a clean and uncluttered workplace Conduct periodic inspections to ensure a safe environment; fire and electrical codes, OSHA regulations Control hazardous materials: HAZMAT Have plant evacuation procedures in place 25 Operations 26 Determine back-up systems for operations are in place if business is interrupted Maintain resource lists: emergency equipment and supplies Have backup power to operate Have written procedures of what to do if certain areas fail or are at risk Have evacuation procedures along with Security and Safety personnel Work with other team members to assure smooth operations of whatever action is needed Public Relations/Marketing 27 Have a communicated policy regarding contact with the public or media during an emergency Have contact numbers available and scripts prepared to address a variety of situations Work with senior management and legal counsel regarding information to be released and how it will be done Arrange briefing and debriefing with other members of the team Assure that the company s reputation has not suffered as a result of the crisis

10 Safety Conduct regular Safety meetings and arrange training and certifications Keep list of employees with up-to-date certification in First Aid, CPR, etc. Purchase and maintain appropriate medical equipment and supplies Maintain and implement Fire Protection Plan 28 Safety 29 Work with Security and Operations on Evacuation Plan Complete required reports to government agencies Work with Human Resources on procedures to address illness or accidents in the workplace Write overall Security policy and procedures and conduct training Security 30 Oversee and enforce building entry/exit system and overall surveillance Establish Office or Plant evacuation procedures along with Operations and Safety

11 Security Report any incidence of criminal activity, violence or threats to proper authorities Maintain emergency contact list Process applicable insurance claims 31 Senior Management Approve and support plan Assure budget for recommendations 32 Make Emergency Preparedness part of the Company Culture and valuing safety and security of the employees, a top priority Make the commitment to other constituents that the company will make every effort to provide continuing service in times of crisis Preventative Measures 33 Have effective Communication System in place Support tight Security systems (buildings and information) Check references carefully for all new hires Handle people with respect: i.e. in counseling and terminations Provide resources for individual and family needs; before and after a crisis Encourage use of EAP; maintain confidentiality

12 Preventative Measures 34 Pay attention to any report of unsafe equipment or practices; investigate complaints Have a strong non-retaliation policy in place Track unusual activities Treat everyone with respect Follow trends on dangers or crises in other locations Keep Succession Plan current Keep plan current and employees informed Unimagined Disasters 35 Making plans for the worst-case scenarios can help companies manage lesser incidents better Teamwork, training and rehearsals are critical to a well-managed and successful plan Human Resources leaders need to take responsibility to assure the human needs are met in a crisis and preventative measures are budgeted and put in place Leadership in Crisis 36 Select and promote management with emotional intelligence: respected, proven leaders, strong team relations, trust, empathy, flexibility, excellent communication skills, accountability, etc. Leadership skills should be present before a crisis so the team will work well when crises do happen

13 Corporate Example 37 One of the best corporate examples still is Johnson and Johnson during the Tylenol crisis in the 80 s: corporate values, communication, and doing the right thing paid off in the long term on many levels Planning Process Overview Select a Planning Team Analyze current capabilities and possible hazards Identify external and internal resources 38 Assign responsibilities and determine programs Communicate the Plan and conduct training Review and update Plan and incorporate training in Orientation as well as scheduling periodic retraining Following Procedures Use of Equipment Scenarios Training Plans after a crisis Keeping Plan and employees current 39

14 Evacuation of Premises 40 Employees Customers and visitors Individuals with disabilities Check in procedure Duties to perform before leaving a site Location of resources CPR and First Aid, defibrillator Fire Individual Procedures Routes of escape and checking in Hazardous materials HAZMAT Different plans for different locations or business units Global disruptions, ranging from military uprisings to disease breakouts and evacuating employees Emergency duties in job descriptions 41 Team Leadership 42 Do what you can do Delegate jobs to most likely areas and people to handle that aspect Have the team and senior leader oversee and approve all policies and procedures Be prepared to be flexible if you need to be; consider the larger picture Communicate honestly and frequently with both employees and the public

15 In Closing Being prepared is not only a prudent business decision, but shows you care for your employees, customers, and all stakeholders Anticipating crises is important, but having the culture to handle them both proficiently and ethically separates the great companies Action and accountability are key factors Plan for the worst, but hope for the best 43 Questions? Comments? Conclusion Thank you all for your participation! 44 Resources 45 Society for Human Resource Management (SHRM) Knowledge Center, HR Magazine and various articles SHRM 2005 Disaster Preparedness Survey Report Crisis Management in Today s Business Environment, Nancy R. Lockwood, SPHR, GPHR SHRM Research Nonprofit Coordinating Committee of New York, Inc. Federal and State websites This workshop is not intended to be legal advice, but rather is an overview of the general rights and responsibilities of individuals in the workplace. It is intended to provide guidance and information employees and supervisors can use to contribute to creating a positive workplace.

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