DASA
- Feb 26, 2020
- 5 min read

Pandemic Planning Coronavirus - Points for Business Continuity Planning

Updated: May 24, 2022

A/Prof David Allen

MBBS(Hons), DPH, FAFOEM

Occupational and Environmental Physician

Conjoint Appointee UNSW School of Public Health and Community Medicine

Pandemics

Can last many months or even more than a year
May be peaks and troughs of reduced illnesses
Plan for up to 50% of staff off at peak of significant pandemic
Likely some advanced warning
Warning can be very short
In Australia may be many weeks before full impact is felt
Early impacts from closure of institutions

Staffing Levels

With natural disasters the disruption to business is usually due to hardware
With pandemic it’s mainly lack of staff
Plan for 50% staff absenteeism for two weeks at height of severe pandemic waves
Overall pandemic waves may last for 2 months
Waves may vary in severity

Staffing Levels down from

Sickness from suspected or actual infection
Need to stay home and care for sick family
Fulfilling voluntary roles in community
To look after children whose schools have closed

Other Impacts

Suppliers of materials disrupted e.g. lack of air freight if imported
Availability of services from contractors such as in maintenance area may be limited (this area needs careful planning)
Demands for different types of services may vary
Some services will increase e.g. health care
Others may fail such as travel, transportation or education

Pandemic Manager/Team

One person responsible for general health of the people during pandemic team with defined roles and responsibilities

Tasks of pandemic manager include:

Setting up health management processes to ensure staff return to work once recovered and non- infective
Monitoring staff who may be infected or are confirmed as infected
Ensuring that staff have access to medical care in the event of illness or suspected illness

Ensuring there are ample supplies of:

handwashing materials
tissues
medical supplies
cleaning goods (need to be obtained well before any potential pandemic)

Medical Consultants

Consider obtaining advice of a medical consultant
May be through contact through Dept of Health or medical services in the occupational/public health area.

Communicating with staff

Considerable worry, anxiety and distress -from absenteeism and poor morale.

Measures to help control this include as follows:

Early advice to the staff regarding the possibility of a pandemic
Use of fact sheets to aid communication
Discuss OH&S concerns
Discuss leave arrangements
Ensure the continuity plan is in place and is explained to staff
Make communication during possible pandemic part of your plan
Ensure there are systems to maintain communications during the pandemic

Identifying Core Personnel and Skills

Establish what are core processes
Identify core personnel to keep that running
Identify core skills
Establish adequate back-up for them (and skills)
Identify other resources such as assistance from outside company or ex-employees/retired employees
Consider managing a business during pandemic through “virtual war room” i.e. telephone, email or video conferencing, Microsoft Teams
What part of the business requires specific physical intervention to maintain them
Consider protecting core personnel from illness at work or elsewhere
Trial work from home

Business Planning for Absence

Identify who can decide on which activities to shut down when staff numbers are so low as to threaten safety
Staff travelling overseas may be unable to work or travel
Use video conferencing….

Knowledge Management

Any operating procedures or emergency management information or documents need to be stored in:

Safe area
Controlled location
Accessible to the relevant personnel

Communication

Consider communication needs and maintenance. This may be with: Other business units
Government authorities
Suppliers
Customers
Contractors Identify and communicate with key suppliers, customers and contractors in the planning stage.

Supply Shortages

Could be supplies in demand during a pandemic i.e. protective equipment, disinfectants
Ensure adequate supplies of these.
Transport and/or importing restrictions may occur for various reasons
Discuss with key suppliers plans for shipments during pandemic and what measures can deal with shortages or transport problems

Protecting Staff and Visitors

Main strategies for this include: Restrict workplace entry of people with Coronavirus symptoms
Practice good personal hygiene and workplace cleaning habits
Use social distancing including working from home and avoiding face-to-face contact
Assisting and managing staff who are sick at work
Assisting staff who travel overseas
Worthwhile making use of fact sheets and other information

Summary of Coronavirus Protection Measures

At the peak of a pandemic, consider notices at entry points restricting those entering who have Coronavirus symptoms
Employees should be told to stay home if they are feeling unwell (particularly if they have Coronavirus symptoms)
Provide information to staff on Coronavirus symptoms
Advise sick employees to see their doctor
Sick employees should stay home until well
System needed to ensure those who have completed quarantine are healthy before return to work
Note: those who have recovered from the infection will be unlikely to be re-infected.

Personal Hygiene

Basic personal hygiene is essential

Simple measures include:

Covering the mouth and nose when sneezing and coughing (preferably with disposable single use tissue)
Immediately dispose of tissue
Proper handwashing and hand hygiene practices especially after coughing, sneezing or using tissues
Keep hands away from eyes, mouth and nose
Ensure adequate supplies of hand hygiene products (requires early planning to avoid shortages of soap and towels)
Bins for tissues nearby
Communicate hand and personal hygiene information to all staff and visitors

Workplace Cleaning

Additional measures needed during pandemic
Hard surfaces need cleaning including handles, sinks, railings, counters etc
Note virus may live several days on hard surfaces
Virus likely killed by alcohol or chlorine
Clean with neutral detergent then disinfectant
Advise staff to not share cups, dishes or cutlery
Ensure utensils are thoroughly washed with soap and hot water after each use
Remove material that can be handled from waiting rooms and common areas including magazines, newspapers etc
Ensure cleaning of areas contacted by people who have suspected Coronavirus – clean thoroughly
Ensure that cleaners follow appropriate protocol for cleaning and personal protection and waste disposal

Air Conditioning System

Coronavirus virus might spread in areas that have poor ventilation
Advise good ventilation of internal area
Preferably use fresh air by using windows
Ensure properly designed and maintained air conditioning system (refer to Australian Standards)

Increased Social Distancing

Minimum distance of two metres between persons wherever practical
Larger distances more effective
Avoid contact with infected people or suspect infected people
Avoid face-to-face meetings – use telephone, video-conferencing, internet etc (even if participants in same building)
Limit unnecessary travel
Work from home wherever possible
Practice shift changes where there is no contact between each shift – ideally leave interval reoccupation of the workplace
If possible ventilate workplace between shifts by increasing air conditioning, opening windows etc.

Increased Social Distancing

Avoid public transport
If using it choose quiet time
Always disinfect hands
Eat alone at desk of away from others
Stagger lunch or break times
Avoid gathering in communal areas

In essential meetings:

Choose a large room
Sit greater than a metre away from others
Avoid any handshaking, hugging etc
Consider meetings in open air

Set up systems where clients can:

Request information by telephone or email or fax
Have order ready for fast pick-up or delivery
Advise staff to avoid other meetings where possible contact can occur

Managing Staff Who Are Sick at Work

Contact Coronavirus manager by phone

Coronavirus manager should:

Avoid visiting person - manage by phone if possible
Check symptoms against advice https://www.health.gov.au/sites/default/files/documents/2020/02/novel-coronavirus-2019-ncov-what-you-need-to-know_4.pdf
Reassure if symptoms don’t match those listed but advise recontact or GP if still concerned
If symptoms match those treat as suspected case then complete Coronavirus notification form
Provide employee with advice where they can find masks and instruct on wearing
Worker to leave work immediately and contact doctor
Worker should avoid public transport

Managing Staff Who Become Sick at Work – Contact Management

Employers can help by:

Identifying contacts after an employee has suspected infection
Advise the contacts they may have had contact with an infected person
Advise contacts to go home and stay at home until advised otherwise
Remember to ensure employees workstation is cleaned and disinfected
Consider Pandemic Manager planning for advice on return to work and length of absence
Ensure workers are safe to return to work
Encourage to return to work once well