Human resources are one of the most critical departments in any business. It is solely responsible...
In an era marked by an array of unforeseen disasters such as terror attacks in New York and Boston, hurricanes like Harvey, Irma, and Maria, and significant industrial accidents in Louisiana, Texas, and the Gulf of Mexico, businesses must stand prepared for the worst. The key to readiness lies in a robust business contingency plan.
Contingency planning proves invaluable in mitigating the risks posed by workplace violence, cybercrimes, natural calamities, computer viruses, fires, product tampering, and union strikes. In this context, HR emerges as a central figure in charting out strategies, policies, and protocols for organizations, especially when confronted with a major catastrophe.
HR's Strategic Responsibilities
HR assumes the pivotal role of orchestrating a well-structured crisis management strategy encompassing emergency responses, disaster recovery, risk management, communication, and business continuity. By preparing for worst-case scenarios, HR ensures that the organization can effectively navigate any crisis. Below, we delve into HR's essential duties aimed at bolstering disaster preparedness:
- Scenario Planning and Crisis Management Team Development
HR should engage in scenario planning, crafting defenses against potential hazards, and instituting a crisis management team. By doing so, they establish a framework to tackle unforeseen challenges effectively.
- Preserving Reputation and Credibility
During a crisis, HR acts as the guardian of the company's credibility and trust among various stakeholders. Their role extends to ensuring the organization can swiftly return to normal productivity while preserving its reputation.
- Risk Assessment
HR plays a crucial role in gathering information about the organization's vulnerabilities. Questions such as how an event might affect people, its likelihood, the potential for corporate intervention, available resources, organizational willpower, and the consequences of HR inaction must be considered.
- Contingency Recovery Planning
Developing a contingency recovery plan in conjunction with the crisis management team is a vital task. This document outlines the chain of command within the organization and addresses worst-case scenarios. Regular updates are essential, necessitating the crisis management team's reconvening every six months.
- Crisis Simulation
Simulating a crisis helps test the effectiveness of the plan and identify potential weaknesses, ensuring that the organization is well-prepared for any eventuality.
- Building Relationships with Assistance Providers
HR should establish connections with assistance providers such as local fire and police departments, utility companies, community organizations, and government agencies. These partnerships not only aid during a crisis but also enhance crisis management planning.
- Employee Safety and Welfare
Ensuring the safety, welfare, and health of all employees before, during, and after a disaster is paramount. HR should analyze current plans post-disaster to identify opportunities for emergency prevention.
- Infrastructure Protection
Taking proactive steps like anchoring heavy office equipment, replacing combustible or flood-prone systems with resilient materials, and installing emergency generators are crucial in safeguarding the workplace.
- Alignment with Organizational Mission and Core Values
HR professionals should bridge crisis management with the organization's mission and core values, underlining how business continuity aligns with the company's bottom line and overall success.
- Post-Emergency Assistance
Ensuring effective communication about the company's post-disaster efforts for employees and the community is vital for maintaining trust and support.
- Employee Assistance Programs (EAP)
Encouraging employees to use EAPs for mental health and stress counseling post-disaster is essential, demonstrating the organization's commitment to its workforce.
- Flexible Employee Scheduling
In the aftermath of a disaster, HR must be flexible with employee scheduling, recognizing that severe disruptions may necessitate accommodating individual needs.
- International Employee Safety
For employees working internationally, HR must be aware of potential dangers and maintain open lines of communication. Having evacuation plans in place is critical for employee safety.
- Employee Orientation
Providing comprehensive orientations for employees traveling overseas for business, highlighting potential dangers, and connecting with organizations offering international assistance for medical emergencies is essential.
- Government Contact
HR should establish contact with the U.S. Department of State before an employee's overseas travel, particularly to high-risk areas, to ensure timely support in case of danger.
HR professionals stand as linchpins in an organization's survival during disasters. They wield invaluable tools for ensuring sustainability, protecting employees, and facilitating timely business continuity. For comprehensive guidance on business continuity planning, reach out to TPG Insurance Services today.
Contact a TPG Payroll & HR Specialist for more great advice regarding your Human Resources department; Just call 909.466.7876 today!
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