Document critical processes and responsibilities
Planning need: A disaster response and business continuity planning process develops specific plans that will be implemented in the event of a disruption. Before conducting research into alternative communication, resources and business processes, an organization must identify and document current responsibilities, processes and information that are essential to disaster response and recovery. This baseline study is the starting point for implementing planning decisions and preparedness programs. Daily implications: The documentation process is as valuable as the resulting documents. The exercise identifies and prioritizes the critical business functions, responsibilities and resources. This enables an organization to allocate appropriate resources where they are needed in the course of regular business.
Prepare for disruption
Planning need: While documentation is essential to understanding and communicating current processes, responses and resources, it should not be a stand-alone result of a planning effort. Documentation should inform training programs, table-top planning sessions and drills. While responders hopefully have access to planning documents, it is likely that in the aftermath of a significant disruption people will not be sitting quietly flipping pages to see what they should do next. In a resilient organization personnel are prepared for change and familiar with the scenarios, plans and their critical resources before a disaster strikes.
Daily implications: As I have written in prior editions of In the Know: planning, training and documentation are ongoing components of sound business practice. Technologies, staffing and business relationships change. An organization that considers the challenges of disruptions continues to learn and improve. Flexibility and resilience enable an organization to respond to major disruptions, and for the changes and pace of ongoing business.
Redundancy
Planning need: More than one person must understand how critical processes are conducted, so that back-up personnel are able to perform the functions during a disruptive event that may impact a majority of the workforce. Planning efforts yield documentation, communication and cross-training that will familiarize additional staff members with responsibilities and key resources involved in the course of normal business and during disruption.
Daily implications: Colleges and universities tend to have lean financial organizations. Individual contributors are responsible for essential functions of cash management, purchasing, and disbursements. Many schools are fortunate to have long- standing, "irreplaceable gurus" who have their institutional and subject-matter expertise in their heads. But lopsided reliance is risky. Backing up key staff prepares for business continuity during disasters, as well as everyday events such as retirements, departures, illnesses and vacations.
While disaster response and business continuity planning can be overwhelming, it is too important to dismiss. Get your organization started with a pilot process or two. Considering the implications of disruptions on most vital functions will inform broader efforts and ensure that your area participates and contributes to institutional preparedness.
Follow this link to learn more about what some schools are doing to prepare for the possibility of a flu pandemic.
Flu Pandemic Prep »
| Developing financial skills in departments |
Sunny Callahan of Tufts University and I will presenting at the upcoming EACUBO Annual Workshop in Boston. Our session on March 30 is entitled "Spreading the Competence: Budget and Financial Management Training for Departmental Administrators".
Follow this link for more information about the BUILDING BRIDGES - 2007 EACUBO Annual Professional Development Workshop.
Building Bridges »
TAF CONSULTING
TAF Consulting is a flexible, responsive consultancy that provides planning, documentation and training services to colleges, universities and other nonprofit organizations. TAF offers cost-effective solutions, so clients can access and develop industry-specific skills and expertise for their organizations.
Contact TAF or visit our website to learn more about our work and to read previous editions of In the Know.
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