Reduced Workforce Tabletop Exercise [facilitator/moderator name]

Reduced Workforce Tabletop Exercise [facilitator/moderator name]
[property name] [facilitator/moderator name] [date] ////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////// Developed By Preparis Inc.

Developed By Preparis Inc. www.preparis.com
Agenda Welcome /Introductions About a Tabletop The Learning Exercise After Action Discussion ////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////// Developed By Preparis Inc.

About a Tabletop Tabletop Exercises are designed to help ensure that your program and plans can be effectively executed and that all participants understand their role. This is your opportunity to validate that your plans will enable the firm to effectively continue business in the short- term and then efficiently recover and return to business as usual. ////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////// Developed By Preparis Inc.

Exercise Objectives Coordination: Improve the coordination among the various members of Crisis Team. Communications: Evaluate the communication process among team members and with other groups. Decision Making: Assess the decision-making processes and activation of the team. ////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////// Developed By Preparis Inc.

Guiding Principles Training and learning exercise – not a test! There are no “hidden agendas” or trick questions. It’s not about the scenario; it’s about the response. There are no single or simple solutions. Open and interactive discussion – there may be more than one response to the crisis. The end goals: Understand the process Identify gaps Develop team readiness to respond ////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////// Developed By Preparis Inc.

Questions? ////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////// Developed By Preparis Inc.

Reduced Workforce Scenario at [property name]
////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////// Developed By Preparis Inc.

Location [company location] [specific building] [modify picture at right] ////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////// Developed By Preparis Inc.

Current Conditions Date: Tuesday, August 25th Time: 11:30 AM Everything operating normally at your office. ////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////// Developed By Preparis Inc.

The Incident Begins At 11:30 AM an employee receives a phone call from his child’s school letting him know his child has a fever and a cough. He needs leave work to pick him up from school. ////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////// Developed By Preparis Inc.

Based on this information: What is the process for your employee for gaining approval to leave work early? How are you monitoring their return to work? How are responsibilities shifted to keep productivity at the normal level? How is he or she able to make up the lost time? ////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////// Developed By Preparis Inc.

Update Your employee contact you the next morning requesting the next two days off of work. His child has to stay home from school based on doctor’s orders. He also informed you that a highly contagious stomach flu is spreading around several local school districts. ////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////// Developed By Preparis Inc.

Based on this information: How will you monitor this new stomach flu outbreak? Who is responsible for that? Who, if anyone, should you notify at this point? ////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////// Developed By Preparis Inc.

Event Continues – August 27th
Two employees have called off, one personally having stomach cramping and other stomach flu symptoms. ////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////// Developed By Preparis Inc.

Based on this information: Would you activate the Crisis Team? At what time would you activate? What is the role of the Crisis Team members? What precautions should be taken around the company to prevent the spread of disease? How will you gather further information about the outbreak? ////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////// Developed By Preparis Inc.

Event Continues – August 31st
Another employee has reported that he must stay home with a sick child. ////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////// Developed By Preparis Inc.

Based on this information: What are your concerns at this time? How would you rate the severity of this situation? What are the next action steps? What accommodations can you make for employees with ill family members? What is HR’s policy on employee absences? Does it change in the event of an outbreak? ////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////// Developed By Preparis Inc.

Event Continues – September 2nd
An employee shows up to work with a severe cramping and nausea. She appears feverish and unwell. The employee insists that she is fine enough to work, and there is too much work to do to worry about pain. ////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////// Developed By Preparis Inc.

Based on this information: What is the role of the Crisis Team in this situation? HR? How would you rate the severity of this situation? What internal and external communication planning should be considered at this point, if any? How would you communicate with the employees and the customers? Will you use social media? What other tool would you use to communicate with employees/customers? ////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////// Developed By Preparis Inc.

Event Continues – September 4th
Due to widespread illness, the local elementary school has been closed for the next week. Employees with young children express concerns about childcare issues. HR goes over the employee absentee policy with the crisis team and the employees. ////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////// Developed By Preparis Inc.

Based on this information: How does your employees’ need to find childcare affect your decisions? Will your employees be able to work from home? Does HR have a plan for employees with children? Should the decision be made to excuse non- essential personnel from work? If so, how is this decision made? How will information be disseminated to employees? ////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////// Developed By Preparis Inc.

Only 60% of your company’s workforce is able to come to work. ////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////// Developed By Preparis Inc.

Based on this information: Would working with so few people disrupt your normal business operations? Can HR do anything to help your current situation? What action steps should the Executive and Crisis Teams be taking at this time? Have you been communicating with clients? If so, how? What information are you giving them? Have alternative physical interaction with clients been considered? (Gloves, masks or alternative communication to conduct business?) Have you been communicating with the primary regulator? ////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////// Developed By Preparis Inc.

Your company is still working at 60% of the workforce. Most people are unlikely to return to work until Monday. ////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////// Developed By Preparis Inc.

Based on this information: What is the responsibility of the Crisis Leader? Crisis Managers? What action would you or your company be taking at this time? What is your protocol for operating in a diminished capacity for an extended period of time? What notifications should you make to clients? How would you communicate? ////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////// Developed By Preparis Inc.

Update – September 14th Employees begin returning to work. Elementary schools have reopened. You will be back to normal operations by the end of the week. ////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////// Developed By Preparis Inc.

Based on this information: How will you communicate the situation with your customers and vendors? What other concerns do you have? Who is responsible for the resumption of normal business operations? What cleaning or remediation would be required to increase confidence to operate as normal operations? ////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////// Developed By Preparis Inc.

Additional Considerations
Local outbreaks can take weeks to months to develop and resolve. Good preparation can help keep your business running, even when the workforce is limited. Proper hygiene practices should always be encouraged to limit the spread of disease in an office: Proper hand washing Covering coughs and sneezes Staying home from the office when sick ////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////// Developed By Preparis Inc.

After Action – How Did You Do?
List at least three things that the team did well during this exercise. List any gaps you recognized. List three action items to implement that will improve your ability to effectively respond. ////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////// Developed By Preparis Inc.

Reduced Workforce Tabletop Exercise [facilitator/moderator name]

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