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Emergency Preparedness For Small Business and Non-Profit Organizations
Adrian Gordon, CBCP President & CEO, CCEP 860 Harrington Court, Suite 211, Burlington, ON L7N 3N4 Canada Telephone: Fax:
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The Agenda About CCEP Self-Introductions 6 Steps to Preparedness
The Flower Shop Tools and Templates Resources Questions
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1 Minute Introductions Your Organization & Position Sector/Size
What you hope to get out of this session?
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The Steps 6 Steps to Preparedness: Know Your Risks Know The Impacts
Strategies Communications The Plan Review and Exercise
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The Steps Takes into consideration three things: Time Money Expertise
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The Flower Shop 7
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Know The Risks What could happen that would significantly disrupt this business? 8
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Your Own Organization What three things (THREATS) will cause your own organization to come to a grinding halt? Write them down 9
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Threats Fire / Natural Gas Explosions
Snow / Ice Storms, Floods, Tornadoes Power / Communications Outages Hazardous Chemical / Radioactive Spills Employee Theft / Sabotage Strikes Software Viruses Computer Hackers Workplace Violence Staff Shortages (Pandemics) Terrorist Activities Your Neighbours 10
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Flood Flower Store 11
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Power Outage Flower Store 12
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Computer System Crash / Cyber Attack
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Fire Flower Store 14
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How will we deliver these flowers?
Oil & Gas Prices Flower Store Owner How will we deliver these flowers? FLOWER DELIVERY 15
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Meth Lab Next Door 16
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Propane Explosion Next Door
Flower Store 17
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Critical Infrastructure Damage
Flower Store 18
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Your Neighbour’s Problems
Flower Store 19
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Break In Your Supply Chain
Flower Store 20
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The Flower Shop 21
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Key Products & Services Key Products & Services
What products & services are essential for this Flower Shop to carry on business? Key Products & Services 22
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Key Products & Services Key Products and Services
Flower sales at store Card sales at store Tax payments 23
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Key Products & Services Key Products and Services
Flower sales at store Home delivery flower sales Card sales at store Gift sales at store Staff payments Tax payments 24
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Key Products & Services
Critical Inputs? Key Products & Services Critical Inputs Flower sales at store Home delivery sales Card sales at store Gift sales at store Staff payments Tax payments 25
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Key Products & Services
Critical Inputs? Flower sales at store Home delivery sales Vehicle and driver Fuel (40 litres per day) Accounts Card sales at store Card supplies – 400/month Debit/credit card machine Electricity Counter Staff Shop front facing main street Gift sales at store Staff payments Banking services Staff hours book Tax payments 26
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Key Products & Services
Critical Inputs? Flower sales at store Flower supplies 120 bunches delivered twice weekly Debit/credit card machine Electricity Florist (1) Counter Staff (2) Shop front facing main street Cool room (8 m2) Accounts Home delivery sales Vehicle and driver Fuel (40 litres per day) Card sales at store Card supplies – 400/month Counter Staff Gift sales at store Staff payments Banking services Staff hours book Tax payments 27
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Key Products & Services
Critical Inputs? Flower sales at store Flower supplies 120 bunches delivered twice weekly Debit/credit card machine Electricity Florist (1) Counter Staff (2) Shop front facing main street Cool room (8 m2) Accounts Home delivery sales Vehicle and driver Fuel (40 litres per day) Card sales at store Card supplies – 400/month Counter Staff Gift sales at store Gift supplies – 300 per month Staff payments Banking services Staff hours book Tax payments 28
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Key Products & Services
Critical Inputs? Flower sales at store Flower supplies 120 bunches delivered twice weekly Debit/credit card machine Electricity Florist (1) Counter Staff (2) Shop front facing main street Cool room (8 m2) Accounts Home delivery sales Vehicle and driver Fuel (40 litres per day) Card sales at store Card supplies – 400/month Counter Staff Gift sales at store Gift supplies – 300 per month Staff payments Banking services Staff hours book Tax payments Account records 29
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How Long Can You Go Till Business Stops? Key Products & Services
Maximum Time Flower sales at store Home delivery flower sales Card sales at store Gift sales at store Staff payments Tax payments 30
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How Long Can You Go Till Business Stops? Key Products & Services
Maximum Time Flower sales at store 1 day Home delivery flower sales Card sales at store 3 days Gift sales at store 2 weeks Staff payments 1 week Tax payments 3 months 31
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Strategies Develop continuity strategies (i.e. cross- training of staff, alternative suppliers, off-site storage, etc.) for each key product and service to operate your organization before, during or after a disruptive event. 32
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Resiliency Strategies Resiliency Strategies
Critical Input Resiliency Strategies Flower sales at store Home delivery flower sales Card sales at store Gift sales at store Staff payments Tax payments 33
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Resiliency Strategies Resiliency Strategies
Critical Input Resiliency Strategies Flower sales at store Operate from home, shared space, rent Manual process transitions at home or at neighbours shops Rent cool trailer Daily accounts back-up kept at home Lease new computer Hire Ms. Smith a retired florist Home delivery flower sales Use an alternate driver Card sales at store Restock with a new supplier Partner with another card shop nearby Gift sales at store Staff payments Staff have agreed to hold off a week. Tax payments Keep copy of all records at home with original at work 34
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Communications Internal External – Suppliers & customers
External - Public 35
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Key Contacts Key Contacts Contact Numbers E-Mail Employee A 555-1234
Employee B Debit Card/Credit Card Machine Flower Supplier Alternative Workers/Florists/Drivers Insurance Company Electrician Major customers Banks 36
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Review Your Plan It’s a simple process When? Who? 37
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At Your Next 5 Management Meetings
Take 15 minutes & discuss the following: “How To Protect Our Cash Flow” What happens if the electricity is disrupted for a day or two? What happens if the computer system crashes & fails for a day or two? What happens if a key supplier shuts down on short notice? What happens if a number of staff have been seriously injured in a car accident & will be off work for a month? What happens if our building burned down last night? 38
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Key Documents Secure all key & critical documents offsite
Keep them updated 39
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Sample Plan 40
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Some Ideas: No Cost Talk to all your people Understand your risks
Create an emergency contact list Create a list of critical business contacts Meet with your insurance provider 41
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Some Ideas: Under $500 Set up a telephone call tree
Password-protected page on the company website Set up an alert to communicate with employees in an emergency Up-date computer anti-virus software & firewalls. 42
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Some Ideas: Over $500 Consider additional insurance such as business interruption, flood or earthquake. Consider a professional to evaluate and/or create your disaster preparedness & business continuity plan. 43
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To Do Back At The Office Talk it through – “What would we do if ?” (worst case scenario) Five management questions Contact lists Identify vital records essential to carry on business Employee personal preparedness Are you a single source supplier? Tele-work (working from home) Employee policies What else could possibly go wrong? 44
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Additional Information - Resources
Sources of Information (Emergency Preparedness) etPrepared.ca Ready.gov The Media and the Internet – CAUTION!
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Adrian Gordon or Richard Kinchlea
Questions? Adrian Gordon or Richard Kinchlea 860 Harrington Court, Suite 210, Burlington, ON L7N 3N4 Telephone: Fax:
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