Peggy M. Jackson, DPA, CPCU Peg Jackson & Associates Hit the Reset Button: Fast and Easy Ways to Resume Chamber Operations After a Crisis of Any Size Peggy M. Jackson, DPA, CPCU Peg Jackson & Associates San Francisco, CA www.pegjackson.com

What is Business Continuity Planning? Business Continuity Planning is the means by which an organization can develop and document the policies, procedures, activities, and protocols necessary to resume essential operations immediately following a business interruption. (c) 2015 Peg Jackson & Associates

It isn’t just for catastrophes! Most business interruptions are localized –limited to the office or the surrounding building(s) – not the community at large. Dealing with a business interruption requires the Chamber office to be prepared and have a plan in place. (c) 2015 Peg Jackson & Associates

What are the benefits of having a Business Continuity Plan? Having an effective plan allows the Chamber Office to: Resume operations as quickly as possible. Stay in contact with clients so that they can continue to be served. Keep valued employees. Maintain the strength of the Chamber’s brand and reputation. (c) 2015 Peg Jackson & Associates

Typical Sources of Business Interruptions Cyber Data breaches Hacking Malware Computer viruses Intentional manipulation of data by an employee Structural Fire Architectural/ HVAC malfunction (c) 2015 Peg Jackson & Associates

More Sources of Business Interruptions Person-made Spread of a communicable disease such as the flu Workplace violence Mishandling of a client case or mistreatment of a client Employee dishonesty Discrimination or harassment Civil disorder Weather Severe storms Hurricanes & tornados (c) 2015 Peg Jackson & Associates

(c) 2015 Peg Jackson & Associates How your Chamber office responds to a crisis or emergency will be remembered long after the event has passed. (c) 2015 Peg Jackson & Associates

Timeline of Disaster & Emergency Preparedness and Response Develop Business Continuity Plan Timeline of Disaster & Emergency Preparedness and Response Ongoing Training Crisis Mgt Business Recovery Total Restoration Emergency Response INCIDENT!! Continuity Plan Implementation (0-1 hour) (1 Hr- 3 days) (2 days-months) (c) 2015 Peg Jackson & Associates

What must be in place PRIOR TO a business interruption? Back-up of electronic files Systems to restart the IT system System to contact staff, clients and vendors Crisis communication system to ensure that relevant information is disseminated to various constituencies including the public. (c) 2015 Peg Jackson & Associates

(c) 2015 Peg Jackson & Associates Hit the Reset Button! (c) 2015 Peg Jackson & Associates

Business Continuity Planning Dealing with an Emergency or Crisis Three Phases Response to the immediate emergency. Recovery phase that moves the organization toward resumption of normal operations. Resume normal operations phase in which fully resumes normal operations. This phase utilizes the systems and plans that were put into place prior to the emergency. (c) 2015 Peg Jackson & Associates

(c) 2015 Peg Jackson & Associates Structure of the BCP Respond to the Crisis Emergency Scenarios and Response Protocols Floor Plans, Evacuation Procedures and Emergency Phone Numbers for Building Management. Media Contacts (c) 2015 Peg Jackson & Associates

(c) 2015 Peg Jackson & Associates Recover and Re-group Moving Beyond the Crisis Staff Availability Worksheet Square footage of satellite facilities including retail and food/beverage Alternate Office Space Requirements Essential Supplies and Equipment Outsourced Functions and Vendor List Telecommunications and Internet-related information Finance – expenses needed to begin to restart operations (c) 2015 Peg Jackson & Associates

Resume Normal Operations What must be accomplished in the first 72 hours? Critical Functions –what has to be operational before the Chamber can reopen? Staffing and depth of staffing Location of Records Finance – for expenses needed to fully resume operations (c) 2015 Peg Jackson & Associates

Typical Plan Protocols Evacuation of staff, clients, and visitors Communication with stakeholders Public relations and media contact Plan for resumption of programs and services Alternative work and service delivery sites Staff status, availability, and notification, including emergency contact information Protection of sensitive documents and/or digital records. (c) 2015 Peg Jackson & Associates

Example of Typical Protocols Finance Financial Funds Insurance coverage, claims procedures, loss documentation Use of credit Check writing and monitoring Fund transfers and wiring Security of confidential transaction and other codes (c) 2015 Peg Jackson & Associates

(c) 2015 Peg Jackson & Associates IT Protocols The sooner your Chamber can access its electronic files and databases, the sooner it can resume operations. Back-up of current databases Back-up hard drives Remote access Emergency information to be posted on websites (c) 2015 Peg Jackson & Associates

(c) 2015 Peg Jackson & Associates Things to Consider Development of remote access to data files. Identification of resource needs for resuming operations and where they can be obtained quickly. List of alternate vendors to supply these resources. Have staff and managers developed a personal/home plan? Creation of contingency plans for supplies, inventory or other essentials. (c) 2015 Peg Jackson & Associates

Recommendations for preparing a Business Continuity Plan Development of remote access to data files. Identification of resource needs for resuming operations and where they can be obtained quickly. List of alternate vendors to supply these resources. Have staff and managers developed a personal/home plan? Creation of contingency plans for ordering supplies, inventory or other essentials. (c) 2015 Peg Jackson & Associates

(c) 2015 Peg Jackson & Associates Summary Your Chamber can remain functional despite interruptions of any kind. Training and routine update of the Business Continuity Plans are important to maintaining readiness. With a good BCP your Chamber can survive anything! (c) 2015 Peg Jackson & Associates

(c) 2015 Peg Jackson & Associates Peg Jackson & Associates is honored to have been named the 2014 Culver City Chamber of Commerce Member of the Year (c) 2015 Peg Jackson & Associates