Ten Preparedness Factors
What are the factors you need to consider when preparing your Business Continuity and Pandemic Preparedness plans? The article below outlines ten "Preparedness Factors" that were identified to be relevant for effective preparation and management of a Pandemic Influenza and Infectious Diseases outbreak in the workplace.
At each Pandemic Influenza Alert Level, these Preparedness Factors would be considered and, if relevant, policies and guidelines would be developed to address these areas. In order to illustrate the execution of the factors, each country will be its own alert level. For the purposes of illustration, the Singapore Ministry of Health's DORSCON (Disease Outbreak Response System Condition) Alert Level starting from Green to Red.
Plan Readiness
To ensure that relevant plans (business continuity, crisis management, crisis communication, IT disaster recovery, emergency response) are developed at different risk levels according to the DORSCON Alert System established by the Singapore Ministry of Health. The coordination and harnessing of resources, both within the organization and externally, and the raising of staff awareness of these plans are part of this Preparedness Factor.
Alternate site Readiness
The identification and availability of alternate work premises for split operations is a key strategy for PF/ID planning. These alternate sites must be fit-for-purpose and adequately equipped as work spaces that could possibly be used for up to six weeks consecutively, which is the duration of a typical Infectious Diseases wave or episode.
In other cases like the COVID-19 pandemic, which deals with an extremely virulent strain, leaving the house may not be an option at all in the most extreme cases. Thus, a remote working arrangement centred around working from home could be implemented instead.
Communications
In a PF/ID outbreak, it is important to assure stakeholders, such as the public, partners and staff, that appropriate measures have been taken to protect them and reduce the likelihood of infection at the offices. The proper management of communications is a key element in the successful management of Infectious Diseases, or any other crisis, within the organization.
The 'How' of communications should also be considered. In the haze of a pandemic, it can be incredibly hard to meet face to face. Telecommunication software and email will be used, and it is important to note the nuances of messages used compared to other forms of communication.
Critical Supplies Availability and Distribution
Thermometers, hand sanitizers, surgical and N95 masks, and other personal protective equipment (PPE) are essential for the effective control of infection at the workplace during an Infectious Diseases. At the onset of an Infectious Diseases, it is expected that there may be panic buying leading to diminished supplies and elevated prices. The management of such supplies is an important aspect of Infectious Diseases planning.
Situation Monitoring
The “trigger” for the execution of various strategies in an Infectious Diseases are aligned to advisories by the local authorities. Ministry of Health (MOH) advisories concerning the escalation of DORSCON Alert status is particularly important as it signals that a new level of spread and severity has occurred within Singapore, calling for the execution of a new set of strategies and measures within the organization. Travel advisories from the Ministry of Foreign Affair (MFA) also need to be monitored to track high-risk areas that might affect travel plans for staff personnel.
Healthcare and Workplace
The health of staff, contractors, and visitors are of utmost importance to the organization. It is thus important that all measures be taken to detect and respond swiftly to potential carriers of disease. This includes regular temperature monitor among staff and on-site contractors, and temperature screening for visitors. A procedure should be in place for the staff that has travelled to affected countries to declare their travel status and policy and guidelines should be established on measures to be taken, particularly if home quarantine is required.
Surveillance and Contact Tracing
If required, the organization should be ready to assist the MOH in contact tracing of an infected individual. When required to do so, determination of an individual’s activities within its offices from 2 days prior to the onset of symptoms until isolation at a hospital will be required. Staff involved in contact tracing should receive proper briefing on the appropriate procedure.
Travel
A staff member who has travelled to an affected country could inadvertently bring the virus back to Singapore and into the offices. It is hence important that the organization track such movements and takes necessary action to limit the potential spread of the virus to its offices. If necessary, restrictions should be placed on travel, in accordance to MFA advisories.
Primary Site Readiness
Barring any contamination, the offices will continue the use of its primary office in an Infectious Diseases. It is thus incumbent on the organization to keep its offices as safe as possible for staff to carry on with their usual business activities through increased cleaning frequency both of public areas as well as staff work areas. Hand sanitizers and PPE should be made available. Strategically located Isolation Rooms should be identified and equipped appropriately, as should the route to and from these facilities such that contact with other building occupants is minimised.
IT Capacity
There are two major consideration with regards to Information Technology during a Infectious Diseases Outbreak: (a) the fitting use of technology in data collection, e.g. in the daily logging of staff temperature, staff travel history, etc., and (b) to facilitate the implementation of Infectious Diseases strategies such as telecommuting, e.g., ensuring that staff designated to work from home during an Infectious Diseases have appropriate remote access devices and security clearances.
Reference Guide
Goh, M. H. (2016). A Manager’s Guide to Implement Your Infectious Disease Business Continuity Plan, 2nd Edition. GMH Pte Ltd.
Do You Want to Continue Training During A Pandemic Outbreak?
Due to the pandemic outbreak, BCM Institute will be conducting its certification courses via interactive video conferencing, online and e-learning mode. Find out more about the Business Continuity Management (BCM) and Crisis Management (CM) Blended Learning (BL) courses.
For this period, the content will include the managing and implementing of the Pandemic Influenza plans.
