Security / Business Continuity Impact of Flexible Working Martin G Bell Johnson Controls Consulting BIFM ANNUAL CONFERENCE Oxford 2006

BIFM ANNUAL CONFERENCEOxford 2006 Objectives Background Drivers Trends Risks of flexible working Benefits for business continuity management Security issues Solutions

BIFM ANNUAL CONFERENCEOxford 2006 Background Flexible working –Many different types –All part of ‘modern workplace’ Risk management –Security –Disaster recovery –Business continuity planning –Business continuity management

BIFM ANNUAL CONFERENCEOxford 2006 Drivers Flexible Working PROCESS PEOPLE TECHNOLOGY FACILITIES Reduced total cost of occupancy Lower staff turnover Attract staff Productivity

BIFM ANNUAL CONFERENCEOxford 2006 Facilities “Static 1:1 Inflexible workspaces” “Flexible / Sharing 1:2 Social hub Perception linking workspace to productivity” “Mobile 1:5 Total flexibility On demand work space” Progress Time

BIFM ANNUAL CONFERENCEOxford 2006 Productivity “Task based 9-5 mentality Resource intensive” “Multi tasking, Interactive 24/7 Output intensive” “Interactive 24/7/365 Output obsessed?” Progress Time

BIFM ANNUAL CONFERENCEOxford 2006 Technology “Intranet & Internet Wireless” “Access anytime, anywhere, WiFi, RFID / tagging Smart technology” Progress Time “Limited possibilities Slow, cumbersome, problematic”

BIFM ANNUAL CONFERENCEOxford 2006 Processes 1996 Progress Time “Homeworking policies, % Mobile / Flexible working Manual / electronic archiving on /off site Data protection ‘on agenda” “Defined flexible working policies Majority of archiving electronic Data protection ‘respected” “No flexible working, Paper based archiving, held on site / no restrictions” 2002 Employment Act (2003) Data Protection Act

BIFM ANNUAL CONFERENCEOxford 2006 Risks with current working practices Increasing number of residual risks: –Risks of violence and terrorism and travel –Risk of theft or loss of IT equipment and sensitive or confidential information –Risks of above whilst actually in the work place –Delays, disruption and lost working time from travel

BIFM ANNUAL CONFERENCEOxford 2006 Benefits for BCM Increasing flexible working could reduce company vulnerability Major risk in bringing all employees to a main population centre Staff impact Reduced cost and concern with security Business recovery can be quicker, reduced cost of backup sites

BIFM ANNUAL CONFERENCEOxford 2006 Critique Will always be a demand for physical meeting places –Creativity –Staff / supplier / client and commercial reviews Effectiveness of other mediums of communication Not all roles are suitable for flexible working Long term sustainability if the workplace is unavailable for any length of time Who does the business continuity if there’s no office?

BIFM ANNUAL CONFERENCEOxford 2006 Security Issues of Flexible Working Flexible working brings new security challenges Do we understand what the issues are and who should own them? Flexible Working ? ? ? HR IT FM

BIFM ANNUAL CONFERENCEOxford 2006 Security Issues of Flexible Working (1 of 2) Policy ownership Confidentiality FM –Person verification (entry and exit) –Multi-site working; access control? –Fire marshals and first-aiders –Understanding utilisation / property portfolio planning –Emergency planning with staff unfamiliar with building

BIFM ANNUAL CONFERENCEOxford 2006 Security Issues of Flexible Working (2 of 2) FM –Security standards offsite –Adequate protection when staff work late HR –Whereabouts during or after an emergency –Communication during emergency IT –Keeping up to date with the increased threat posed by new technology –How do you implement procedures?

BIFM ANNUAL CONFERENCEOxford 2006 Security Solutions for the Flexible Workplace (1 of 2) No magic bullet! HR –Training and testing the BCP –Awareness sessions with staff –Call cascade software –Documented, open policy with home telephone numbers FM –Consistent, security / emergency processes –Confidential waste policies, procedures and policing –Guidance notes for staff

BIFM ANNUAL CONFERENCEOxford 2006 Security Solutions for the Flexible Workplace (2 of 2) FM –Use common access control cards with consistent standards –Enforcement OPERATIONS –Encourage out of hours travel –Promote other mediums of communication –Have an effective travel security policy –Awareness training –Confidentiality procedures and processes

BIFM ANNUAL CONFERENCEOxford 2006 Conclusion Flexible working practices will continue to increase Many business benefits for flexible working –Reduced costs –Sustainable BCM –Reduced risk of impact on staff A different type of risk needs to be managed We need to be aware of the issues Risk needs to be managed through investing –Hardware / technology –Focus on process, policies and procedures

BIFM ANNUAL CONFERENCEOxford 2006 Summary Flexible working is changing how we conduct our business Technology that was once seen as a barrier is now an enabler Technology is the catalyst for change –Emphasis is on individuals in terms of how they manage –The biggest gap is with process What does this mean in terms of business risk?

BIFM ANNUAL CONFERENCEOxford 2006 Analysis Business case for investment Measurables of success Risk is if the process foundations are missing Flexible Working PROCESS PEOPLE TECHNOLOGY FACILITIES