Module 1Get Started – Establish a Planning Team

Planning for Emergencies– For Small Business –

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Module 1 Objectives

Describe value/benefits of a team approach.

Create a list of potential team members (functional areas) to involve on a team.

Recognize points in a mission statement, schedule, and budget.

Demonstrate an understanding of Step 1 by responding to questions posed at critical decision points in a case study.

Identify 2 actions related to Step 1 to implement at your workplace, as well as potential barriers.

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Step 1: The Emergency Planning Process

Step 1Get Started – Establish a

Planning Team

Step 2Analyze

Capabilities, Risks, &

Vulnerabilities

Step 3Develop the

Plan

Step 4Implement the

Plan

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Your Internal Planning Team

Why use a team approach for emergency planning?Why use a team approach for emergency planning?What are the value/benefits of a team approach?What are the value/benefits of a team approach?

The objective of the emergency planning team

is to prepare for an efficient and timely

response during emergencies.

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Why Form the Planning Team?

Encourages participation/investment.

Increases creativity, knowledge, and experience to each phase of planning – broad perspective.

Increases amount of time/energy participants able to give.

Enhances visibility and stature of the planning process.

Results in a team-developed plan,

increasing success.

Other reasons?

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Examples of Functional Roles/Responsibilities

Damage Assessment

Evacuation

Food & Shelter

Fire Suppression

Hazardous Spills

Health Services

Personnel & Space Reassignments

Public Information

Search & Rescue

Security & Traffic

Supply & Procurement

Transportation

Utilities

Documentation of Recovery Operations

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Functional Areas To Include

Executive Management

Operations Management

Accounting (Payroll, Accounts Payable, Other)

Labor

Human Resources

Information Technology

Engineering & Maintenance/Facilities

Safety, Health, & Environmental Affairs

Public Information Officer/Community Relations

Communications/Media Relations

Security

Sales & Marketing

Legal

Finance & Purchasing

Manufacturing

Warehousing

Other functions?

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Example of a Planning Team

From the Emergency Management Guide for Business and Industry – A Step-by-Step Approach toEmergency Planning, Response and Recovery for Companies of All Sizes. FEMA 141/October 1993.

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Planning Team Members

Ensure that planning team members:

Are appointed in writing by upper management.

Have their job descriptions reflect their emergency team assignment.

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Functions Represented in Your Business

Which functions are represented in your business to Which functions are represented in your business to involve in emergency planning? How will you ensure involve in emergency planning? How will you ensure all functions are addressed?all functions are addressed?

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Examples of Planning Responsibilities

Assigned to individuals orfunctional areas

Specialized responsibilities

Responsibilities ofmost/all team members

Note on contact information

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Important Preliminary Steps

Establish Authority

Create & Issue a Mission Statement

Establish a Schedule & Budget

Manage Start-Up

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Emergency Plan Templates & Resources

1. Review a section(s) of an emergency plan template relatedto information in this module.

2. Identify additional internal and external resources that may help you complete section(s) of your plan upon return to your business.

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Case Study: Emergency Planning

1. Carefully read background information for the case study.

2. Break into small work groups with facilitator guidance.

3. In groups, discuss/answer the case study questions. Play the role of a consultant to the team. Take notes.

4. Share responses with the large group.

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One Is Not Enough Cookie Company (At-A-Glance)

Industry: Food/Manufacturing

Privately owned, makes sugar wafer cookies;operating over 50 yrs

200 employees

Manufacturing site is one floor (single story)

Offices on 2 floors in front of building

Small retail shop in front

In a suburb (25,000 people) w/access tolocal police, fire, LEPC, etc.

Organization “flat”

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Activity: Priority Actions for Your Business

1. Identify 2 actions to take upon return to your business. Select from actions listed or come up with your own.

2. Identify potential barriers you might encounter in taking the actions.

3. List ideas for overcoming barriers you identified.