Crisis plan template - Home | Business Victoria



Crisis plan templateIntroductionThe following plan Crisis plan template has been compiled to capture critical information you will need in a crisis. Don’t be daunted by its length, it provides a clear concise step by step format to work through.Contents TOC \o "1-3" \h \z \u Crisis plan template PAGEREF _Toc417650210 \h 1Introduction PAGEREF _Toc417650211 \h 1Business Details PAGEREF _Toc417650212 \h 3Emergency Contacts - key people contact details PAGEREF _Toc417650213 \h 3Letter of authority PAGEREF _Toc417650214 \h 6Finance/ Insurance / Lease Details PAGEREF _Toc417650215 \h 7Registers PAGEREF _Toc417650216 \h 10Staff PAGEREF _Toc417650217 \h 10Key clients/customers PAGEREF _Toc417650218 \h 11Supplier Contact Register PAGEREF _Toc417650219 \h 12Assets PAGEREF _Toc417650220 \h 13Critical Business Functions PAGEREF _Toc417650221 \h 14Risk Prioritisation Template PAGEREF _Toc417650222 \h 15Evacuation Plan PAGEREF _Toc417650223 \h 19Critical Functions PAGEREF _Toc417650224 \h 20Critical Services Checklist PAGEREF _Toc417650225 \h 24Communications Plan Checklist PAGEREF _Toc417650226 \h 25Emergency Grab Bag PAGEREF _Toc417650227 \h 26Data Backup PAGEREF _Toc417650228 \h 27Recovery Checklist PAGEREF _Toc417650229 \h 28Business Details Business name Business address Australian Business Number (ABN)Australian Company Number (ACN)Tax File Number (TFN) for your businessEmergency Contacts - key people contact detailsTypeCompany Contact person Email PhonePower of AttorneyAccountantBank ManagerSolicitorInsurance BrokerDoctor TypeCompany Contact person Email PhoneAir conditioning (heating or cooling)Building — landlord/agentBuilding — leaseBuilding — repairsBusiness coach/mentorBusiness equipment — fax machine/sBusiness equipment — photocopier/sBusiness equipment — printer/sBusiness equipment — otherCash register/sComputers — hardware systemsComputers – Internet Service Provider (ISP)Computers — maintenanceComputers — software systemsComputers — web design/SEO or other providersElectricianElectricity supplierFire detection equipment (alarms/sensors)Firefighting equipmentGas supplyGenerator(s) or back-up power supplyLocksmithMail services/post officePlumberRefrigeration system/sSecurity system/sTelephone provider/slandline/smobile/sVOIPWater supplyLetter of authority(on letterhead)TO WHOM IT MAY CONCERN.I …………………, …………................................... ............................(name)………………………………………………………………………...........(position in and name of business).....................................................................................................................................................................................................................(address) Hereby authorise .................................................................................................................................................................................................................(name)(position in and name of business)to discuss my business/financial affairs on my behalf. Yours sincerelySignatureName DateFinance/ Insurance / Lease Details Business Bank DetailsI have _______ Business AccountsSecurity alert: make arrangements for PINs and passwords to be accessed only by the trusted person of your choice. Do not record them here unless you are absolutely confident they will be the only person seeing this documentMy business banker is Contact detailsBankName of account Account number BSB Number Direct debits associated with this account (if any)Company (and contact details)Amount of debitDate of DebitBankName of account Account number BSB Number Direct debits associated with this account (if any)Company (and contact details)Amount of debitDate of DebitEFTPOS transactions and machine maintenanceInsurance CompanyPolicy No. Renewal DateLocation of PolicyBuilding ContentsOther insurance (e.g. – disability, trauma etc)(1)(2)(3)(Note: If any insurance policy is paid by direct debit rather than by invoice, be sure to make a note of that.)Business LeasesBuilding (Address of the building)Equipment (Describe the leased equipment)Cars(Registration number/s of vehicle/s)Mobile Phones(Describe the vendor or the service provider)Building EquipmentCarsMobile PhonesWho are the payments made to?When are payments due?Registers StaffNameAddressContact NumberIn case of emergencyContact RelationshipContact Number Key clients/customersCustomer NameCustomer Details(1)(2)(3)(4)(5)CompanyContact Position Goods/services suppliedEmail PhoneSupplier Contact RegisterDescriptionQuantitySerial NumberDate PurchasedPhoto / Numbers AssetsCritical Business FunctionsRisk Severity Matrix180340108585Sever I ty00Sever I tyLikelihoodRemoteLikelyVery likelyProbableInsignificantLowHighCatastrophicRisk Prioritisation Template Priority1-5Identified riskdescription Likelihoodfrom risk matrix Severity from risk matrixResponsibilityname or positionMinimisation actiondescriptionContingency actiondescriptionActioned bynameAction dateReviewed by Review date namePriority1-5Identified riskdescription Likelihoodfrom risk matrix Severity from risk matrixResponsibilityname or positionMinimisation actiondescriptionContingency actiondescriptionActioned bynameAction dateReviewed by Review date nameActionWhose responsibility?Relevant contact numbersInitial, including time and date, when completedRaise alarmWhoever sees/finds the disaster firstNotify everybody on the premises to go to the known emergency rendezvous pointfire/emergency wardens, who grab their GO packs, including contact numbers for all staff in their sections, and visitors if possible, or receptionist grabs visitor logCall relevant authorities Inform authorities of location of disasterTell authorities where people have been relocated to000 – ask for fire, ambulance, and/or policeNotify business owner if not on premisesAt emergency rendezvous perform head count to ensure all people are accounted forIs everyone accounted for?If YES — wait for ‘all clear’ or await further instructions from authoritiesIf NO — identify who is missing and notify the manager in charge of their last-known locationsNotify authorities of missing persons and last known locationsTry phoning missing people to check their whereaboutsUse section staff lists from GO packs and visitors’ log if necessaryMake a list on the reverse side of this form of any people missing/contacted, with notes about what transpiredNotify next of kin of staff members who are injured or missingManager in chargeReturn to work once ‘all clear’ is pronouncedFollow instructions from authorities if workplace is closedEvacuation Plan (draw plan here)Critical Functions (you may need to insert more sheets)Priority 1ResponseCritical Function:Function responsibilityPotential impact on organisation if interrupted Likelihood of interruption to organisation Recovery timeframe:(minimum for restoration)Resources required for restoration: staff/alternative List dependenciesData/IT/systemsTransportation/utilitiesPremisesRelocation options Key equipmentRecovery and/or replacement processesRules and regulations governing your business Supplies Stock replacementMeasures to be taken to protect and recover Priority 2ResponseCritical Function:Function responsibilityPotential impact on organisation if interrupted Likelihood of interruption to organisation Recovery timeframe: (minimum for restoration)Resources required for restoration: staff/alternative List dependenciesData/IT/systemsTransportation/utilities Premises Relocation options Key equipmentRecovery and/or replacement processesRules & regulationsGoverning your business Supplies Stock replacementMeasures to be taken to protect and recover Critical Services ChecklistDescriptionLocation Water mainsPower switchGas Hazardous chemicals a)b)c)Priority Salvage items a)b)c)d)Communications Plan ChecklistElementAction OutcomesResponsibility Assigned to:Anticipate the crisisHold a team brainstorming exercise to workshop likely crisis. Can also be informed by risk matrixCrisis Response Plan generated Identify / appoint your crisis communication teamOwner / manager and senior personnel. Depending on scale of business, may include engaging / retaining external expertise Clear identification of responsibility for crisis communicationsScheduling of scenario days (annually) as core crisis preparation activity Train spokespeople Ensure all delegated staff are trained in media management and response If a small business, consider extending training to all staff – a particularly front line hospitality / retail staff most likely to be approached ad hoc for commentMedia ready staff Protection of brand via appropriate media response Establish monitoring / notification systems Consolidate databases and document platform / channels to be used to reach all relevant stakeholders – mobile numbers for SMS alerts, social media channels, web administration, etc. Crisis ready communication systemsDeveloping holding statements Develop crisis ready statements based on identified scenarios Consistent, clear and accurate dissemination of informationAssessment Conduct situation analysis during and post crisis to inform messagingAdaptive / responsive messaging that is accurate and up to date reflecting the latest set of circumstancesReview Post crisis, stage debrief to identify enhancements / inclusionsA robust planEmergency Grab Bag Tick when completeItem Mobile phone preloaded with emergency and staff contact numbersFloor plans of your business premisesSpare business keysLaptop computer with chargerA portable hard drive or flash drive with your latest data backupCritical documents – insurance documents, business registrations, and bank documents loaded onto flash drive or saved ‘cloud’Disaster response planCopy of crisis plan Basic office supplies including Ethernet cables in case wireless internet access is unavailable Pre-paid mobile broadband device – e.g.. Telstra dongle Critical functions checklist together with spare copy of the critical services list for emergency servicesData Backup System/data Type of data – email, spreadsheet, payroll systems Frequency of backupDaily/weekly/monthly Backup /locationUSB/extra hard drive/online – indicate where they can be located Person Responsible Recovery ChecklistTick when completeAction Reconstruct financial recordsEstablish cash positionPrepare forecastsList assumptionsConduct overall damage assessment Contact insurance companySource any available government assistanceCommunicate – employees, customers and suppliersAssess mental health – seek counsellingContact banks / ATO etc. – advise situation – seek deferments Re assure customersRevisit cancellations and postponementsDemonstrate leadership to staffMaintain customer service standardsTake charge of each emerging situation – show overall leadership ................
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