Business Continuity for Facilities Managers Peter Carr FastTrack Solutions Ltd

Introduction  What  Why  How

Business disruptive scenarios  From the group – 5 mins

How did I do?  Loss of critical records  Fire  Loss of key people  Computer system failure  Computer virus/hacking  Natural disaster  Utility disruption  Transport disruption  Rogue employee  Theft/fraud  Failure of key equipment  Brand damage  Loss of key customers  Loss of primary workspace  Failure of critical supplier  Market shifts  Product recalls  Police activity  Terrorism, bomb threats and biohazard attack (e.g. anthrax)  Bio-infections, e.g. Legionella, and pandemics (e.g. Ebola-type diseases, SARS, Asian/bird flu)

Consequences of these events  Loss of stock / production capability / workspace  Unable to service customers  They are forced to look to your competitors (who will bend over backwards to serve them)  The company loses revenue – long term  The company (and your) brand gets damaged  Some companies don’t recover  Closure/takeover  Bankruptcy  Redundancies  The faster operations recover, the better chance of survival  Insurance may pay for your rebuild, but won’t keep your customers

Facilities Management responsibilities  Loss of critical records  Fire  Loss of key people  Computer system failure  Computer virus/hacking  Natural disaster  Utility disruption  Transport disruption  Rogue employee  Theft/fraud  Failure of key equipment  Brand damage  Loss of key customers  Loss of primary workspace  Failure of critical supplier  Market shifts  Product recalls  Police activity  Terrorism, bomb threats and biohazard attack (e.g. anthrax)  Bio-infections, e.g. Legionella, and pandemics (e.g. Ebola- type diseases, SARS, Asian/bird flu)

Loss of primary workspace – Long term ( Scenario)  Assumptions:  Manufacturing organization – widget production  Offices are impacted (sales, marketing, finance, HR, IT staff, call centre)  IT still working  Manufacturing/operations still operating  Warehouse full and not impacted

A bad day at the office?

Loss of primary workspace – Long term ( Strategies)  Find & fit-out a new office (is there another strategy?)

Loss of primary workspace – Long term ( Strategies)  That leaves the business with a major problem!  How does the business keep ticking over until the new office is ready?

Loss of primary workspace – Long term ( FM Responsibilities)  From the group - 5 mins  Hint, you might like to consider 3 areas:  Old premises  New premises  Lifeboat (until new premises is ready)

Old site - how did I do?  Deal with emergency services  Secure premises  Arrange utility disconnection  Arrange for recovery of critical items (if possible)  Arrange site clean-up/demolition/rebuild  Deal with insurers

New site - how did I do?  Identify alternate premises  Sign lease (poor negotiating position)  Arrange fit-out  Etc. How long will it take to get new site ready? Is the lifeboat big enough to cover this time? How can the business serve its customers in the mean time?

Temporary site - how did I do?  Gather business requirements  Size of lifeboat (critical staff only)  Power / AC / Technical  Identify temporary premises  Sign lease (poor negotiating position)  Arrange fit-out What about the non-critical staff – work from home? On Leave? How long will it take to get temp site ready? How can the business serve its customers in the mean time? Will the business actually survive until temp site is up?

What is in the FM’s BCP for loss of premises?  Checklist of immediate actions (brief for temp resource?)  *** Time estimates for the business (lifeboat & replacement sites) ***  Lifeboat shopping list (size & special requirements)  Replacement site shopping list  Regular market update – vacancy rates etc.

What is in the FM’s BCP cont.  Contact lists  Temp/contract resources  Structural engineers  Insurance broker  Real estate agents  Fit-out companies  Office furniture suppliers  Decision makers / signatories for the company  Mobile + home phone, address, personal

Testing:  Walkthrough  Table top  Simulation  Be realistic  Capture issues, convert to actions and solve them

Another scenario?  Utility Failure (I ran this last week with ASB)  1 hour workshop with:  Facilities Management  Health and Safety  Information Technology  Business Continuity  Output:  Summary, per utility for Senior Leaders  Actions to be taken in the event of a failure (a plan)  Some additional improvement ideas

Water

Water - 2

Water - 3  Result:  Senior leaders understand the resilience of the building to utility failures  Facilities have a plan (guideline) to follow on an A4 page  There are a few low cost options to build more resilience  What else is needed?

Questions?

Thank you! Peter Carr FastTrack Solutions Ltd