The teams should consist of a few people with many varied and hopefully related duties. You not only need a team to develop the plan, but also enlist others to keep all the data up to date, and to execute various parts of the plan whenever any portion of it needs to be activated.
Don’t overload yourself thinking only you can do this. DELEGATE.
Once you have safeguarded your electronic data, as I mentioned in an earlier blog, you must take steps you and your staff are kept informed in case of an emergency.
Key members of your staff should form the Notification Team. I suggest you appoint your lead bookkeeper, vice president or general manager, and one top executive this team is to have everyone’s telephone number so the staff can be contacted in case of an emergency. They keep the staff member numbers in their cell phone and also as a separate list. Accounting must be responsible for keeping the list up to date by deleting and adding numbers.
The Business Continuity Plan should establish the rules of activating this team and who on the team is in charge. The plan should require the team be in contact with each other first to establish agreement on to the extent of the action plan. To reduce duplication of efforts each of the notification team should have staff members assigned to them, though each would have the entire list.
Each staff member, when hired should receive the off hours telephone number of their supervisor, human resources, and the Notification Team member assigned to them.
This plan only works when 1) the employees cooperate by keeping their contact information up to date 2) accounting issues a new list every time there is a change 3) the Notification Team updates their information 4) new hires are given their contact information.
As always, we welcome your comments and testimonies.
Patricia Burkhart is the executive director of Controlled Release Technologies, Inc., a research, development and manufacturing firm based in Shelby, North Carolina. CRT is an EnergyStar Partner and manufacturer of independently-certified Green products for HVAC maintenance. Since 1986, CRT has been creating leading edge HVAC maintenance products that have become industry standards, used in thousands of commercial buildings world-wide. CRT employees are members of BOMA, ASHRAE, ASHE and the American Chemical Society. www.cleanac.com (800) 766-9057.