Moving business - continuity planning with Jay's, your Calgary movers
Whether it’s across town or across the country, moving an office or business demands a thorough plan to reduce or eliminate down time. After all, time is money! A Business Continuity Plan (BCP) will facilitate your transition be it an office move, retail or industrial equipment relocation. You may also take into account that as well as assisting your move, such a plan could serve as a Disaster Recovery Plan in the event of some catastrophe.With years of experience helping businesses and families move, Jay’s Moving in Calgary has the professional expertise to provide assistance with contingency planning for your relocation.
Start with key personnel – those who fill critical positions in your business. Make a list of those whose job functions are absolutely necessary each day, and the people who will fill those positions in their absence. Gather contact information for these individuals, including business phone, home phone, cell phone, pager, business and personal e-mail, and any other methods of contacting them during the move, or in an emergency situation.
Identify who can telecommute – many of your employees may be able to conduct business from their homes, at least on a temporary basis, to facilitate continuation of day to day business. Perhaps you might consider assuring that your critical staff is all able to telecommute.
Document external contacts - Any essential vendors or contractors should be identified with a contact list including a description of the company and key personnel contact info. Don’t forget attorneys, bankers, IT consultants, utility companies, municipal and community offices (police, fire, water, hospitals, anyone whose assistance you might need.
Document critical equipment – Personal computers with critical information (although you have these backed-up off site, right?). Printers, fax machines, and specialized software and any other equipment without which your business couldn’t function.
Identify critical documents - Articles of incorporation and other legal papers, utility bills, banking information, critical HR documents, building lease papers, tax returns...you need everything that’s necessary to start your business over again.
Identify contingency equipment options - If your company relies on specific equipment, such as trucks (like us!), and it’s possible that they might become unavailable, where would you rent trucks? Where would you rent computers? For the duration of the move, can you use a business service outlet for copies, fax, printing, and other critical functions?
Identify your contingency location - Somewhere you can conduct business if your primary offices are unavailable. It could be a specially provisioned office environment, warehouse space or a hotel – many have very well equipped business facilities. Perhaps telecommuting for everyone is a viable option. Wherever it is, make sure you have all the appropriate contact information (including people’s names, phone numbers and email). If you do have an identified temporary location, include a map in your BCP.
Make a "How-to" list - Including step-by-step instructions on what to do, who should do it, and how. List each responsibility and the name of the person assigned to it. Also, do the reverse: For each person, list the responsibilities. Then, if you need to know "who is supposed to call the post office?" you can look up "Post Office". And if you want to know what Bob Smith is doing, you can look under Bob for that information.
Collect the information - A BCP is useless if it’s scattered about in different places. It’s a reference document – it must be kept together in a well marked binder. Make plenty of copies and give one to each of your key personnel. Keep several extra copies at an off-site location, at home and/or in a safety-deposit box.
Communicate - Make sure everyone in your company knows the BCP. Hold training classes, mandatory training classes, for all employees. Whether they are on the critical list or not, each person needs to understand your BCP. If things go awry in the course of the move, the critical staff may not be present to implement the plan.
Test your plan – You’ve created a great plan to continue doing business during your move, consider how it could serve you as a Disaster Response Plan (DRP). With a little tweaking, this plan could literally be a lifesaver for you and your employees in the event of an earthquake, fire, or some other catastrophe. You’ve accumulated all your information, identified contingency locations, put your personnel list in place, contacts and service companies. Don’t wait until disaster strikes to figure out what you should do differently next time. Run a test, then review and make changes to the plan as necessary. Even after you have a solid plan, you should test it annually.
Jay’s, your Calgary movers, have over 50 years of experience moving businesses. Connect with our team today at (403) 775-6066!