RESPONSE TO CORONAVIRUS / COVID-19 – BUSINESS CONTINUITY PLAN

 

Last Updated: 12th March 2020

In response to the risk posed by Coronavirus, please see below details of our Business Continuity Plan. This plan is continually evolving and is likely to change, so please check back regularly. 
 
A.General BCP measures

  1. As part of our business continuity plans (BCP) our office has a clear and up-to-date BCP escalation plans in place. This will ensure timely communication to office staff in case we need to invoke a BCP plan 
  2. Our managers have re-appraised themselves of our BCP procedures and understand their and their team’s responsibilities. 
  3. Our BCP policies are centrally held and accessible to all from personal computer’s and through mobile handsets.
  4. Our Business Manager with the support of the department managers are responsible for ensuring that our team have the support they need and where necessary actions undertaken.
  5. In the event of a BCP plan being activated, our a Business Manager and department managers will work with the team to ensure continuity of service to our clients 

B.General public health measures we are observing

  1.  A rolling programme of communication to all our people through email, office posters, team meetings and communications-cascade, to observe the enhanced public health measures at all times:
    ‒Regularly wash hands with soap and warm water for the time it takes to sing happy birthday twice 
    ‒Carry a tissue at all times. Catch coughs and sneezes in a tissue and throw the tissue in the bin (Catch It. Bin It. Kill It)
    ‒Avoid touching your face
    ‒Avoid greeting by shaking hands or ‘kissing on cheeks’
  2. Our office has anti-bacterial gel and anti-bacterial wipes available 
  3. All staff use anti-bacterial wipes on keyboard, mouse, desk and chair arms on a regular basis
  4. All staff to be communicated with in an open and clear manner to encourage those with specific health concerns to raise them

C.If we have a suspected case of Coronavirus in our office 

  1. If the suspected case is a member of the PPP team they will self-isolate immediately
  2. If the suspected case is a member of the public or a client we will support the individual and co-ordinate with authorities, however is required
  3. We will liaise with the local NHS Public Health Protection Team
  4. Current guidance from the government is that the office should remain open and business will continue as usual
  5. Public health measures will be emphasised:
    ‒Keeping clean hands
    ‒Catch It. Bin It. Kill It
    ‒Using tele and video conferencing wherever possible 
    ‒Using anti-bac wipes at workstations
    ‒Using anti-bac hand gel
  6. We will keep in regular contact with the individual to ascertain their medical diagnosis

D.If we have a confirmed case of Coronavirus in our office

  1.  The individual should follow medical advice
  2. Our BCP plan will be activated
  3. We will liaise with the local NHS Public Health Protection team 
  4. Analysis of who the person has worked closely with in the period immediately prior to diagnosis / self-isolation
  5. Current guidance from the government is that the office will need to be deep cleaned and sanitised. This may require us to close the office temporarily
  6. Once the cleaning work is complete the office will re-open and operate as normal

E.Suspected case of Coronavirus in a property we manage   

  1.  Follow Guidance of Section C1 – C3.
  2. We would ask that the tenant makes us aware of this
  3. All tenant representatives will be notified
  4. Public health measures will be emphasised to all visitors and users of the building:
    ‒Keeping clean hands
    ‒Catch It. Bin It. Kill It
    ‒Using anti-bac wipes at workstations
    ‒Using anti-bac handgel
  5. We will keep in regular contact with the individual to ascertain their medical diagnosis

F.Confirmed case of Coronavirus in a property we manage   

  1. Follow Guidance of Section D1 – D3.
  1. We would ask that the tenant makes us aware of this
  1. All tenant representatives will be notified
  2. Analysis of who the person has worked closely with and the areas of the building they visited in the period immediately prior to diagnosis/self-isolation
  3. Gain building owner permission to organise necessary cleaning
  4. Keep in regular contact with tenant representatives

G.BCP for a short period of an office closure

  1. Our professional and client facing staff have a laptop and smartphone. 
  2. Technologies mean that our staff are able to access business systems remotely. 
  3. Our staff will remain productive and still be able effectively to support our clients
  4. All of our desk phones will be diverted to mobile phones, and our central call handling system notified so that calls are dealt with effectively
  5. All impacted clients, employees, contractors, and where relevant, members of the public will be updated of the closure
  6. Team members not impacted by the BCP will support meetings and viewings as required