Crisis plan template

Introduction

The following plan Crisis plan template has been compiled to capture critical information you will need in a crisis.  Don’t be daunted by its length, it provides a clear concise step by step format to work through.

 

 

 

 

 

 

 

 

 

 

 

 

Contents

Crisis plan template 1

Introduction 1

Business Details 3

Emergency Contacts  – key people contact details 3

Letter of authority 6

Finance/ Insurance / Lease Details 7

Registers 10

Staff 10

Key clients/customers 11

Supplier Contact Register 12

Assets 13

Critical Business Functions 14

Risk Prioritisation Template 15

Evacuation Plan 19

Critical Functions 20

Critical Services Checklist 24

Communications Plan Checklist 25

Emergency Grab Bag 26

Data Backup 27

Recovery Checklist 28

 

Business Details 

Business name
Business address
Australian Business Number (ABN)
Australian Company Number (ACN)
Tax File Number (TFN) for your business

 

Emergency Contacts  – key people contact details

Type	Company	Contact person	Email	Phone
Power of Attorney
Accountant
Bank Manager
Solicitor
Insurance Broker
Doctor

 

Type	Company	Contact person	Email	Phone
Air conditioning (heating or cooling)
Building — landlord/agent
Building — lease
Building — repairs
Business coach/mentor
Business equipment — fax machine/s
Business equipment — photocopier/s
Business equipment — printer/s
Business equipment — other
Cash register/s
Computers — hardware systems
Computers — maintenance
Computers — software systems
Computers — web design/SEO or other providers
Electrician
Electricity supplier
Fire detection equipment (alarms/sensors)
Firefighting equipment
Gas supply
Generator(s) or back-up power supply
Locksmith
Mail services/post office
Plumber
Refrigeration system/s
Security system/s
Telephone provider/s
· landline/s
· mobile/s
· VOIP
Water supply

 

Letter of authority

(on letterhead)

TO WHOM IT MAY CONCERN.

 

I …………………, ……………………………………….. ……………………….

(name)

………………………………………………………………………………..

(position in and name of business)

 

……………………………………………………………………………………………..

 

…………………………………………………………………………………………….

(address)

 

Hereby authorise

…………………………………………………………………………………………… …………………………………………………………………………………………..

(name) (position in and name of business)

 

to discuss my business/financial affairs on my behalf.

 

Yours sincerely

Signature

Name                                                                     Date

 

 

Finance/ Insurance / Lease Details 

Business Bank Details
I have _______ Business Accounts
(Security alert: make arrangements for PINs and passwords to be accessed only by the trusted person of your choice. Do not record them here unless you are absolutely confident they will be the only person seeing this document)
My business banker is			Contact details
Bank
	Name of account	Account number		BSB Number
	Direct debits associated with this account (if any)
	Company (&contact details)	Amount of debit		Date of Debit
Bank
	Name of account	Account number		BSB Number
	Direct debits associated with this account (if any)
	Company (&contact details)	Amount of debit		Date of Debit
	EFTPOS transactions & machine maintenance

 

Insurance
	Company	Policy No.	Renewal Date	Location of Policy
Building
Contents
Other insurance (e.g. – disability, trauma etc)	(1) (2) (3)
(Note: If any insurance policy is paid by direct debit rather than by invoice, be sure to make a note of that.)

 

Business Leases
Building (Address of the building)
Equipment (Describe the leased equipment)
Cars (Registration number(s) of vehicle(s)
Mobile Phones (Describe the vendor or the service provider)
	Building	Equipment	Cars	Mobile Phones
Who are the payments made to?
When are payments due?

 

 

 

 

Registers 

Staff

Name	Address	Contact Number	In case of emergency Contact	Relationship	Contact Number

 

Key clients/customers

Customer Name	Customer Details
(1)
(2)
(3)
(4)
(5)

 

Company	Contact	Position	Goods/services supplied	Email	Phone

 

Supplier Contact Register

Description	Quantity	Serial Number	Date Purchased	Photo / Numbers

 

Assets

Critical Business Functions

Risk Severity Matrix
		Likelihood
		Remote	Likely	Very likely	Probable
	Insignificant
	Low
	High
	Catastrophic

 

Risk Prioritisation Template 

Priority 1-5	Identified risk description	Likelihood from risk matrix	Severity from risk matrix	Responsibility name or position	Minimisation action description	Contingency action description	Actioned by name	Action date	Reviewed  by	Review date name

 

Priority 1-5	Identified risk description	Likelihood from risk matrix	Severity from risk matrix	Responsibility name or position	Minimisation action description	Contingency action description	Actioned by name	Action date	Reviewed  by	Review date name

 

Action	Whose responsibility?	Relevant contact numbers	Initial, including time and date, when completed
Raise alarm	Whoever sees/finds the disaster first
Notify everybody on the premises to go to the known emergency rendezvous point	fire/emergency wardens, who grab their GO packs, including contact numbers for all staff in their sections, and visitors if possible, or receptionist grabs visitor log
Call relevant authorities Inform authorities of location of disaster Tell authorities where people have been relocated to		000 – ask for fire, ambulance, and/or police
Notify business owner if not on premises
At emergency rendezvous perform head count to ensure all people are accounted for
Is everyone accounted for?
If YES — wait for ‘all clear’ or await further instructions from authorities
If NO — identify who is missing and notify the manager in charge of their last-known locations
Notify authorities of missing persons and last known locations
Try phoning missing people to check their whereabouts		Use section staff lists from GO packs and visitors’ log if necessary
Make a list on the reverse side of this form of any people missing/contacted, with notes about what transpired
Notify next of kin of staff members who are injured or missing	Manager in charge
Return to work once ‘all clear’ is pronounced
Follow instructions from authorities if workplace is closed

 

Evacuation Plan (draw plan here)

Critical Functions (you may need to insert more sheets)

Priority 1	Response
Critical Function:
Function responsibility
Potential impact on organisation if interrupted
Likelihood of interruption to organisation
Recovery timeframe: (minimum for restoration)
Resources required for restoration: staff/alternative
List dependencies Data/IT/systems Transportation/utilities
Premises Relocation options
Key equipment Recovery and/or replacement processes
Rules & regulations governing your business
Supplies Stock replacement
Measures to be taken to protect and recover

 

 

Priority 2	Response
Critical Function:
Function responsibility
Potential impact on organisation if interrupted
Likelihood of interruption to organisation
Recovery timeframe: (minimum for restoration)
Resources required for restoration: staff/alternative
List dependencies Data/IT/systems Transportation/utilities
Premises Relocation options
Key equipment Recovery and/or replacement processes
Rules & regulations Governing your business
Supplies Stock replacement
Measures to be taken to protect and recover

 

Critical Services Checklist

Description	Location
Water mains
Power switch
Gas
Hazardous chemicals	a)   b)   c)
Priority Salvage items	a)   b)   c)   d)

 

Communications Plan Checklist

Element	Action	Outcomes	Responsibility Assigned to:
Anticipate the crisis	Hold a team brainstorming exercise to workshop likely crisis. Can also be informed by risk matrix	Crisis Response Plan generated
Identify / appoint your crisis communication team	Owner / manager and senior personnel. Depending on scale of business, may include engaging / retaining external expertise	Clear identification of responsibility for crisis communications Scheduling of scenario days (annually) as core crisis preparation activity
Train spokespeople	Ensure all delegated staff are trained in media management and response If a small business, consider extending training to all staff – a particularly front line hospitality / retail staff most likely to be approached ad hoc for comment	Media ready staff   Protection of brand via appropriate media response
Establish monitoring / notification systems	Consolidate databases and document platform / channels to be used to reach all relevant stakeholders – mobile numbers for SMS alerts, social media channels, web administration, etc.	Crisis ready communication systems
Developing holding statements	Develop crisis ready statements based on identified scenarios	Consistent, clear and accurate dissemination of information
Assessment	Conduct situation analysis during and post crisis to inform messaging	Adaptive / responsive messaging that is accurate and up to date reflecting the latest set of circumstances
Review	Post crisis, stage debrief to identify enhancements / inclusions	A robust plan

Emergency Grab Bag 

Tick when complete	Item
	Mobile phone preloaded with emergency and staff contact numbers
	Floor plans of your business premises
	Spare business keys
	Laptop computer with charger
	A portable hard drive or flash drive with your latest data backup
	Critical documents – insurance documents, business registrations, and bank documents loaded onto flash drive or saved ‘cloud’
	Disaster response plan
	Copy of crisis plan
	Basic office supplies including etheret cables in case wireless internet access is unavailable
	Pre-paid mobile broadband device – eg. Telstra dongle
	Critical functions checklist together with spare copy of the critical services list for emergency services

 

Data Backup 

System/data Type of data – email, spreadsheet, payroll systems	Frequency of backup Daily/weekly/monthly	Backup /location USB/extra hard drive/online – indicate where they can be located	Person Responsible

 
Recovery Checklist

Tick when complete	Action
	Reconstruct financial records
	Establish cash position
	Prepare forecasts
	List assumptions
	Conduct overall damage assessment
	Contact insurance company
	Source any available government assistance
	Communicate – employees, customers and suppliers
	Assess mental health – seek counselling
	Contact  banks / ATO etc. – advise situation – seek deferments
	Re assure customers
	Re visit cancellations and postponements
	Demonstrate leadership to staff
	Maintain customer service standards
	Take charge of each emerging situation – show overall leadership

 

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