Strategic HR Lawyer

With the height of the hurricane season upon us, employers should be considering strategies to deal effectively with business disruptions and other disasters.  Employers must have a plan - I've been through things as advanced planning for a possible earthquake in LA (which thankfully never happened), dealing with the "big" blackout in the Northeast from 2003 (and trying to figure out how employees could best get home in a 90 degree plus heat wave), floods along the Ohio River which destroyed businesses and homes, other major power outages, and, of course, 9/11.

After visiting New Orleans last year to help out in the aftermath of Katrina, this type of planning was really driven home for me.  The folks at Jones Walker (the largest law firm in Louisiana) have prepared an article entitled Disaster Preparedness and Response:  An Employer's Checklist which provides details of the the thing you should be thinking about.  We all know that when the disaster occurs, everyone turns to human resources.  It shouldn't matter if you are not on the east coast or not in a big city, take a look anyway and have a plan.  And, although sadly I have seen some in management dismiss the idea of having a comprehensive plan, you should still have your ducks in a row.

Some of their recommendations, which I have simplified here, include:

Before the Crisis:

1. Put your plan in writing and disseminate it to all employees.
2. When warning systems are in place for a potential disaster include a time line in your plan for certain preparatory tasks to be completed. Conduct drills regularly to prepare employees for the real thing.
3. When you establish your time line for workplace preparation and closure, consider that employees will need to prepare their families and take care of personal matters as well.
4. In advance, establish a communication plan that will work regardless of the nature of the disaster.
5. Identify critical employees and make sure they understand what’s expected of them
   during a disaster.
6. Develop a plan to allow your payroll, benefits, and HR functions to continue during and after a disaster or during any period in which access to your workplace is restricted.
7. If employees will have to return to your workplace to assist in the recovery process obtain an adequate supply of water, nonperishable food, first-aid supplies, generators, cleaning supplies, batteries, flashlights, and other necessities.
8. Update your employee contact information regularly and at the beginning of any season
   during which natural disasters are more likely.
9. Consult with your labor attorney about pay practices that are applicable during and after a disaster.
10. If you have a large number of employees or multiple work sites, consider establishing a recovery team or core group of employees responsible for specific work sites or specific
    tasks.
11. Arrange a meeting or conference with executives, department heads, and key managers in advance to review your plan and identify any areas that need adjustment or improvement.

After the Crisis:

1. Designate one or more employees as soon as possible to be responsible for receiving calls, e-mails, and messages from employees and collecting information about their whereabouts and plans and to communicate important information and updates about your business to your workers.
2. Keep your company’s leadership visible and stay firmly in charge.
3. Give your employees the tools and time they need to tend to their personal affairs after a disaster
4. Organize community relief or other charitable efforts and allow your employees to participate.
5. Following a disaster, identify your plan’s successes and failures, and work together to build a better plan for the future.

This is a great list, but always remember that flexibility is key in such uncertainty.