In light of the coronavirus outbreak (COVID-19), contingency planning has become a major consideration within businesses worldwide.
This kind of planning is useful in any event, whether it be for coronavirus, inclement weather, or train or bus strikes. It might keep managers awake at night but it shouldn’t have to, especially as there is plenty that businesses can do now to prepare for operational resilience.
1. Coronavirus: Work from home policy
If your business is using cloud technology, your employees can work from the comfort of their homes, should there be work closures, and you can relax in the knowledge that your people can continue to be productive.
Your finance team, for example, will be able to stay on top of managing cash flow and invoicing by accessing accounting software even if they’re not in the office.
Regardless of world events, many businesses worldwide know flexible working is beneficial. According to research from MindMetre Research, 82% of employees from organisations offering flexible working say they’re more productive, while 58% say it improves job satisfaction.
The best policy is one where a culture of home working at any time is normalised for employees where it’s a realistic option.
Consider the need for a work-from-home strategy for those areas of your business that can support remotely. Part of this could be to adopt cloud computing – and it doesn’t have to be a lengthy process to do it either.
Having your data stored in the cloud rather than individual devices means information can be accessed anywhere if you have an internet connection. By adopting cloud computing, your employees will be able to work when and where they need to.
Put the right tools in place. Do you have the right ones to ensure your employees can still be operational if they cannot make it into the office? Do they have access to laptops, work phones and adequate internet connectivity?
Technology is essential to ensure your people stay connected in situations such as this – not only with the company but your customers too. It will ensure work can happen in real time and collaboration can take place across functions seamlessly.
In the very short term, if you haven’t already adopted cloud computing then tools such as shared file service Google Drive or the chat/meeting tool Microsoft Teams can be put in place.
Encourage your employees to take their laptops, tablets and work mobile phones – if they use them – home each evening in case the business or its environment must close following an outbreak.
Essentially, you need to equip your staff to work wherever they find themselves – in the office, at home, or even out on the road if they visit clients or customers.
Travel of any kind, including freight transport, can be affected. You may have considered travel bans within the business which, for sales staff, can be a tough blow.
However, the same technology that enables remote working can enable them to continue to do their jobs via virtual meetings, rather than face-to-face.
Unfortunately, there’s very little to get around freight transport and other logistics problems but the situation can be helped by ensuring your suppliers and customers are in-sync with regard to what’s feasible under the circumstances.
Check your existing contracts for clauses that might deal with events such as this to work out where you stand legally.
2. Coronavirus: Work advice and communication
Keeping your people connected, engaged and updated is key when business continuity is concerned. Having the right mechanisms in place and using them at the right time is critical to ensuring there’s no panic or misinformation surrounding what they should do.
You also need to keep lines of communication open with your customers, clients and suppliers. Let them know what they can expect of you and be sure you know what you can realistically expect of them.
Have channels in place that allow you to send written updates and, in the case of time-critical emergencies, mobile updates too. You might want to put in place coronavirus workplace posters explaining what’s happening in your business and to give advice.
For your employees, consider introducing a teamwork hub that fuses group chat software with collaboration tools to enable teams to work and be updated together. Again, tools such as Microsoft Teams or Slack are good for this.
Ensure email addresses (personal and company ones) are correct as well as mobile numbers. Do you have a company newsletter that you can tap into, or an intranet?
Send regular (establish what you think regular looks like) updates – but importantly not too many, which could not only worry rather than reassure employees, suppliers and customers/clients, and also annoy them especially if you are not saying anything new.
3. Coronavirus: Pay and legal requirements
Employees may get Illness Benefit from the Department of Employment Affairs and Social Protection (DEASP) if they cannot work due to sickness or illness.
The Department of Employment Affairs and Social Protection are introducing measures to provide income support to people affected by Coronavirus.
Three major changes have been announced:
- The six-day waiting period for Illness Benefit will not apply to anyone who has coronavirus or is in medically required self-isolation
- The personal rate of Illness Benefit will increase from €203 per week to €305 per week for a maximum of two weeks medically required self-isolation or for the full duration of absence from work following a confirmed diagnosis of coronavirus
- The normal social insurance requirements for Illness Benefit will be changed or the means test for Supplementary Welfare Allowance will be removed
Find out how to process Illness Benefit in Sage Payroll.
The government has urged all employers to pay employees who cannot attend work due to coronavirus illness or self-isolation the difference between the enhanced Illness Benefit rate and their normal wages (as a minimum).
You should consider a range of flexible working arrangements with your employees such as:
- compassionate leave
- allowing the employee to work remotely
- allowing the staff member to ‘work-up’ any time taken at a future date
- allowing the employee to avail of annual leave entitlements
- rearranging parental leave.
Note that Irish law doesn’t have any requirement for compassionate leave, although you may wish to offer this in any event.
4. Coronavirus: Create a workplace plan for emergencies
Take the opportunity to build out what we’ve discussed above to create a contingency plan that’s fit for any similar level of world event that might impact your business, employees, suppliers or customers.
Here’s five suggestions for how to get started.
- Assign an owner: All plans need a single point of contact, and a single person who owns the plan and can delegate. This needn’t necessarily be a senior member of staff. But people need to know who it is. This person should be the key sense-checker for the plan – the person who ensures the plan makes sense, and that nothing has been assumed.
- Invite input from all sources: The granularity of the plan will depend on your needs. You may decide that each function or department within your business needs its own plan, for example. You may even decide that individuals should create their own plans. But they should all sync-up and be combined into a larger workplace plan.
- Consider your entire ecosystem – from supplier to customer/client: Your plan might include a list of alternative suppliers for certain key resources, to be used if your existing supplier becomes unavailable. It may include specific plans on how to treat individual customers, especially larger and/or more important ones.
- Make this a living document: Don’t create it once and then forget about it. Ensure your plan is reviewed periodically and don’t be afraid to make changes should they be needed.
- Communicate: Once the plan is created, ensure it’s available to all – and that all know what it is, where it can be found and what it means for them.
Strong technology roots and good communication processes mean your business can continue to operate effectively even when challenged with incidents out of your control.
Couple this with a supportive flexible-working culture, which empowers and enables colleagues to make the right decisions, and you’ll find that your company doesn’t have to slow down in a downturn.