A Business Plan for Pandemics

Cross training isn’t just for athletes.

Days after President Barack Obama declared H1N1 influenza a national emergency, the Wilton Chamber of Commerce and Wilton Library hosted a forum to teach local businesses how best to prepare for this pandemic. The key: flexibility and adaptability.

Both David M. Sarabacha, a principle in New York-based Deloitte & Touche Global Business Continutiy Management division and Jose A. Bisbe, a manager in the same division, spoke to a small gathering of Wilton’s business community on Thursday night.

The pair have crisscrossed the country, and spoken to several Fortune 500 companies.  But the pair stressed all businesses, regardless of size, must be ready.

“This [flu] tends to build up, it’s not like a disaster,” Sarabacha said. “You need to think where you should put alternate ideas in place as a business.” 

Flexibility might mean granting junior vice presidents authority to issue executive orders should the CEO fall sick.  It might mean letting employees dip into 2010 vacation time so they can nurse a sick family member without worrying about lost income.

The Centers for Disease Control reports widespread H1N1, or Swine flu, activity in 46 states.  It has infected millions of Americans and killed more than 1,000 people, according to the CDC.  Businesses must therefore consider how they would operate from remote locations, Sarabacha said. 

“People think that because they do some things at home some of the time, like check email, they’re good to go,” Sarabacha said.

That’s not the case at all. “Teleworking” means more than logging on in pajamas with a cup of steaming tea for comfort.

Businesses must determine how scores of staff could work from home.  For example, they must analyze security, and decide how to safely store and manage data. They must take stock and ensure either all employees have laptops, and or that their home computers are compatible with the office network.

Most importantly, the Deloitte duo said businesses must rehearse for these contingencies; they ought not wait until flu invades.

The president’s proclamation gives doctors and medical facilities more flexibility in responding to the pandemic. It also put communities on alert.

“It’s an unknown, and we haven’t faced this kind of thing before,” said Mary Anne Mendola Franco, head of Network Services at the Wilton Library.

New York Governor David Paterson declared a state emergency yesterday, meaning more health professionals – including dentists - can administer the vaccine. Some schools in Connecticut have introduced Moodle, an Internet site where teachers can create and administer lesson plans from home in case schools close.

Because the virus hits in waves, it will impact businesses in a variety of ways.  Some may see employees and customers miss appointments, others may report lost sales spread over several months. Businesses that depend on manufacturing might experience a reduction, or even a cessation, of supplies or production.

Businesses such as restaurants and libraries might see a decline in customers because people have decided to avoid public places and group settings.

For some this is cause for consternation.

“Are we better off providing shelter for people? If we can offer free internet access for people who can’t go to work that’s a beautiful thing,” Franco said. “But are we harming the community by spreading germs? We would want to stay open to help, but not contribute to the problem.”

Another concern is how much, if any, additional paid sick leave will be offered. If internal staff get free vaccinations or anti-virals internal, then management must not neglect support staff, such as drivers.  This isn’t only ethically sound; it’s legally sound, Sarabacha said.

Stephanie Barksdale, Executive Director of Wilton's Chamber of Commerce, asked how to deal with perceived inequity.

"What should HR policy be if  one worker is out for three weeks to take care of the kids and the house, how do you deal with others who aren't out?" she asked. 

“Make sure your policy is well understood,” said Sarabacha. He advised the forum’s attendees to develop shadow policies.

Businesses should alert suppliers and clients of these alternate plans, telling them: “we have one policy, but in case of x or y, this will be our policy,” said Sarabacha. This would address contractual agreements businesses have with retailers, suppliers, or customers.

But no matter what, don’t turn off the lights, lock the building, and tack a note on the door, said Bisbe. For businesses to stay viable, they must stay visible.

“If you do shut down and your business is closed, what do you tell the media?” Bisbe asked.  “Make sure you are leading the message, don’t let others say you are going down.”