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According to recent studies, the coronavirus (COVID-19) outbreak could affect more than 5 million businesses worldwide. In response to this pandemic, companies are encouraged to review their business continuity plans to prepare for and limit disruptions due to the outbreak, while minimizing the risk of infection for their employees.
Here are some helpful tips to keep in mind when revisiting your existing business continuity plan:
Assemble a dedicated team
- Set up a special team in charge of assessing and managing the potential impact of the virus, along with any guidelines established by the government.
- Make sure to assign representatives from different support functions including HR, IT, security, and legal.
- Monitor and respond to new developments while establishing clear protocols for both regular and emergency situations.
- Make sure that employees are aware of the company’s emergency hotlines just in case they need to report an urgent situation.
Manage the impact on your employees
- Employers need to closely monitor the situation and follow guidelines established by the local Department of Health (DOH) and the World Health Organization (WHO).
- Introducing policies on self-isolation and prohibiting or limiting travel to high-risk areas will also be necessary.
- Senior management will need to frequently notify and remind staff of measures to help prevent the spread of the virus.
Introduce alternate work arrangements
Consider implementing flexible work arrangements such as work from home or flexible work arrangements. Consult your IT team to determine whether you have the right equipment needed to handle remote workers.
If you don’t have enough IT staff or tools to make remote work happen, contact us and we can help.
Also, here’s a list of apps and programs that are ideal for work from home setups:
- QTime – A secure and completely free software that can track employee’s time logs and total work hours.
- Google GSuite – Great for file sharing, cloud storage, collaboration, and document creation.
- Google Remote Desktop – Provides secure access to other computers from your phone, tablet, or laptop/desktop.
- Google Hangouts – Excellent virtual conferencing tool for meetings with your team.
- Slack – One of the most flexible chat programs available.
- Basecamp – Allows you to assign tasks, manage projects, and work with clients and team members in an organized way.
Coordinate with clients and other outside parties
- Provide updates and key information, and maintain open communication and coordination with clients, partners, key vendors, shareholders, and other relevant outside parties.
- Test the ability of all critical service providers to determine whether they will be able to support your business during a disruption, and consider alternatives if necessary.
- Quickly come up with back up plans that will ensure the continuation of all critical operations.
Test, revise, and update your continuity plan
- Conduct dry runs to put your plan to the test. This will help you identify weaknesses and missing aspects in your plan so you can adjust accordingly.
We hope this list helped and that your team will continue to be productive during these challenging times.
If you need help in setting up your teams to work remotely, or if you’re in need of extra web developers or designers, feel free to reach out to us. We can help.
To get instant access to QTime’s free time tracking app, visit qtimesoftware.com.
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