Posts Tagged ‘crisis’

by Richard Martin

Back in March I put out a Strategic Readiness Bulletin titled “Is Canada Facing an Incipient Refugee Crisis?

The situation has evolved to the point where the Canadian Forces have been tasked to set up a temporary reception centre near the Quebec-US border. Asylum-seekers are being temporarily lodged in Olympic Stadium and the old Royal Victoria Hospital in Montreal. The Canadian Border Services Agency (CBSA) and RCMP have sent reinforcements south of Montreal to help with the overflow of migrants arriving on foot at the border. Most are of Haitian origin, but it seems that other nationalities may also be arriving and that the mix could very well change quickly.

You can surmise from reading my bulletin, referenced above, that this situation was entirely predictable, if not in its specifics, then at least in outline. I don’t think we’re at a crisis point yet, but that could develop rapidly, as we saw when the same thing happened in Europe two summers ago.

A crisis occurs when you lose control of a situation, and you are constantly reacting to conditions rather than shaping them. If at any point border crossings or reception and housing facilities are overwhelmed, then it will be a crisis.

The question at this point is whether plans and actions can be undertaken now to prevent and/or mitigate these possibilities. Organisations must stay ahead of events by envisaging various scenarios and possibilities and implementing plans and measures to cater to them, before they occur.

And this isn’t just a federal or provincial government responsibility. Municipalities, private businesses and non-profits can be affected. Some small municipalities are already being stretched by the demands of reacting to the situation.

If you are running a business, can this affect you? What if you are near a border area, or have clients in the US, or depend on shipments to and from the US? Could you be affected. I talk more about this in the bulletin, so you should definitely check it out.

Also, here are some other articles I’ve written over the years that you may find of interest, especially for interagency cooperation and planning.

Five Myths About Crises: Why we’re surprised by unsurprising things.

Crisis? What Crisis?: The type of crisis we’re facing, and how it is likely to unfold.

Mobilizing for Readiness: What you need to do to mobilize your team or organization.

Proven Techniques for Crisis Leadership: Leading effectively before, during, and after a crisis.

Battle-Proven Principles for Disaster Leadership: The focus of this article was disaster management, but there is a lot of good information, especially for public agencies.

© 2017 Alcera Consulting Inc. Reproduction and sharing permitted for non-commercial reasons.

By Richard Martin
This week I want to elaborate more on the concept of Readiness Phases and Readiness States, as these provide the essential framework for forecasting, activation, and response of emergency and business continuity services (of both public and private sectors), as well as contingency plans, and other measures. These can be extended to competitive and other strategic situations, but for now, I want to focus on threats/risks to life, limb, and materiel. This knowledge is sufficiently important that it should be disseminated as widely as possible, so please feel free to do so.
Emergency and Business Continuity planning and operations are managed in three phases:

1. Phase 1 – Preparedness. The focus of this phase is the coordination of plans and procedures. This phase is activated on a continuous basis. Emergency measures and business continuity plans are developed and regularly reviewed through the incorporation of lessons learned from plan activation, training exercises, and learning from similar experiences in other organizations and regions. Physical preparedness of alternate sites, emergency power, emergency supplies, etc. are regularly verified. Operationally critical employees are identified, briefed and trained to respond to a disruptive event. There are three readiness levels, defined as:

  • Normal Readiness: Routine governance and activities are in effect. Emergency Operations Centres (EOC) remain unstaffed but ready for activation. Emergency Management Teams (EMT) meet as required to coordinate and conduct planning and readiness activities. Emergency and Business Continuity planning and readiness measures follow regular planning cycles (for example annual business planning and budgeting processes).
  • Medium Readiness: Medium readiness can be activated at any level of an organization by appropriate, pre-designated authorities based on pre-set criteria such as survival, public service, safety, public health, public order or organizational triggers, directives or advisories. EOCs are activated to a 12/7 posture supplemented with on call personnel outside of these hours. EMTs are activated and meet on declaration of Medium Readiness and at least once a week thereafter. Key tasks of EMTs include coordinating internal communications and preparing or updating plans and directives for future response and recovery options. Heightened security measures may also be in effect if required.
  • High Readiness: High Readiness declaration and triggers are as for Medium Readiness. A local or regional emergency demanding an immediate or delayed response can also lead to a declaration of High Readiness by the designated authority for that location or region. EOCs are augmented to full 24/7 staffing and provide daily (or more frequent) Situation Reports and daily or twice daily situational awareness briefings to the designated authorities. EMTs meet daily (or more frequently, as needed) in their respective EOCs. Heightened security measures may also be in effect.

2. Phase 2 – Response. The focus of this phase is the safety and security of people. This phase is activated by appropriate authorities at relevant organizational levels upon declaration of an emergency involving the occurrence or warning of an imminent disruptive event. Designated emergency/business continuity authorities and EMTs establish and maintain situational awareness while at the same time activating immediate safety and security measures to protect all personnel, assets, and/or individuals or populations under their care or responsibility. Essential elements of information are communicated to staff, the public, stakeholders, contractors, vendors, etc. Designated authorities ensure the conduct of damage assessments (physical, operational, personnel, or cost) of the facilities, systems, networks and assets and this is communicated to all members of the EMT, higher authorities, critical services managers, and critical support function managers. Designated authorities also direct the preparation or heightened readiness of recovery teams and measures. The emergency operational cycle is activated to ensure: daily meetings of the EMT; collation, assessment and dissemination of situational awareness products and damage assessments to decision-makers; planning of recovery measures; and external and internal communications.

3. Phase 3 – Recovery. The focus of phase 3 is the coordination of Critical Support Functions to support continued delivery of Critical Services. Once immediate measures affecting the safety of employees and/or the public are implemented, designated authorities, in consultation with critical services and critical support function managers, activate applicable recovery plans for critical services and associated assets. These recovery options are activated in priority, based on Maximum Allowable Down Time. These options could include: relocation to alternate facilities or hardening of existing critical assets, prioritized system restoration, temporary reallocation of staff, activation of emergency contracted services, etc. Designated authorities then coordinate restoration or reconstruction (if necessary) of facilities, restoration and testing of infrastructure, and resumption of normal functions. At the end of this phase, the disruptive event has been eliminated, allowing designated authorities to terminate response and recovery operations and notify employees, the public, and stakeholders of the return to a normal state. Designated authorities must also coordinate the production of a “Lessons Learned” report.

Richard Martin’s Business Readiness Process:
  1. Ensure vigilance through situational awareness.
  2. Do preliminary assessment of tasks and time.
  3. Activate organization or team.
  4. Conduct reconnaissance.
  5. Do detailed situational estimate.
  6. Conduct wargame and decide on optimal course(s) of action.
  7. Perform risk management and contingency planning.
  8. Communicate plan and issue direction.
  9. Build organizational robustness.
  10. Ensure operational continuity.
  11. Lead and control execution.
  12. Assess performance.

Contact me to apply the whole thing–or just a piece, as needed–to improve your strategy, your readiness… and your results!

Did you know that an infantry battalion only needs about 3 to 4 hours of prep and planning time to be battle ready? What are you waiting for to get the same benefits for your outfit?
Why Sunday and What Does “Stand To” Mean?
Sunday? I want you to get my insights and advice first and fast, so you can prepare and up your readiness and results before others even know what’s happening!
And Stand To? It’s the order used in the military to get forces to man the parapets and be in a heightened state of situational awareness and, yes, readiness, so they can face any threat or undertake any mission.

My name is Richard Martin and I’m an expert on applying readiness principles to position companies and leaders to grow and thrive by shaping and exploiting change and opportunity, instead of just passively succumbing to uncertainty and risk.

© 2017 Alcera Consulting Inc. This article may be used for non-commercial use with proper attribution.