Module 1: Get Started - Establish and Planning Team

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1. Slide 1

   Module 1

   • Get Started – Establish a Planning
   • Team
   • Planning for Emergencies
   • For Small Business –
2. Slide 2

   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.
3. Slide 3

   Step 1: The Emergency Planning Process

   • Step 4
   • Implement the Plan
   • Step 3
   • Develop the Plan
   • Step 1
   • Get Started –
   • Establish a Planning Team
   • Step 2
   • Analyze
   • Capabilities, Risks, &
   • Vulnerabilities
4. Slide 4

   Your Internal Planning Team

   • Why use a team approach for emergency planning? 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.
5. Slide 5

   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?
6. Slide 6

   Examples of Functional Roles/Responsibilities

   • Damage Assessment
   • Public Information
   • Evacuation
   • Search & Rescue
   • Food & Shelter
   • Security & Traffic
   • Fire Suppression
   • Hazardous Spills
   • Health Services
   • Personnel & Space
   • Reassignments
   • Supply & Procurement
   • Transportation
   • Utilities
   • Documentation of Recovery Operations
7. Slide 7

   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?
8. Slide 8

   Example of a Planning Team

   • From the Emergency Management Guide for Business and Industry – A Step-by-Step Approach to Emergency Planning, Response and Recovery for Companies of All Sizes. FEMA 141/October 1993.
9. Slide 9

   Planning Team Members

   • Ensure that planning team members:
   • Are appointed in writing by upper management.
   • Have their job descriptions reflect their emergency team assignment.
10. Slide 10

    Functions Represented in Your Business

    • Which functions are represented in your business to involve in emergency planning? How will you ensure all functions are addressed?
11. Slide 11

    Examples of Planning Responsibilities

    • Assigned to individuals or functional areas
    • Specialized responsibilities
    • Responsibilities of most/all team members
    • Note on contact information
12. Slide 12

    Important Preliminary Steps

    • Establish Authority
    • Create & Issue a Mission Statement
    • Establish a Schedule & Budget
    • Manage Start-Up
13. Slide 13

    Emergency Plan Templates & Resources

    • 1. Review a section(s) of an emergency plan template related to 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.
14. Slide 14

    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.
15. Slide 15

    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 to local police, fire, LEPC, etc.
    • Organization “flat”
16. Slide 16

    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.