Partner Article

The resilient business winter check-list part 2

My last posting introducing you to a winter resilience 7 point check-list and gave you the first 3 of the 7. Now here’s the final four. How will you use them?

4. Our people are important

It goes without saying that the health and safety of staff should be a prime consideration. But it is essential to set down some ground rules, not because staff may abuse the “bad weather opportunity” but because they may be too diligent and put themselves at unnecessary risk.

Here are some prompts:

Have we communicated to our people what we expect from them during bad weather? Are they clear about our expectations from them? Have we written it down for them?

Have we set up systems so they can sensibly judge if travel is necessary and know how to re-schedule any visit?

Do our people know and have easy access to other members of the team who may be able to make a visit in place of the existing contact?

If they can’t reach a customer, do staff have other work they can do that is productive for the company?

If staff have to travel in bad weather, have we given them guidance on aspects such as adequate winter clothing and back-up elements such as blankets and drinks. Are we truly showing we care?

Have we instructed staff in how to plan changes to routes and allow for longer time. Do they know how to access up to date information such as using the AA site at www.theaa.com?

Have we communicated our policy on absence “due to circumstances beyond our control” to our staff so that they know exactly our policy of pay in times of bad weather. Have we considered all aspects of the impact of employment legislation?

5. Our equipment and premises are fundamental

In tougher times with tighter budgets, it can be easy to overlook essential things such as vehicle or plant servicing. And so just when you need it most comes the let down!

Here are some prompts:

Have all our vehicles had full winter servicing including any necessary changes such as winter tyres?

Have we got adequate power back-up for our systems and places? What will happen if we have a long-term power loss? Have we had our stand-by generators serviced?

Are we happy with our IT back-up systems? Are we making good use of “the cloud” back up which can also help with remote working?

Have we looked at possible winter weather damage to our premises, including flooding and even tree damage?

Have we discussed with our IT team what contingencies may be necessary and ensured that any vital equipment or paperwork is not exposed to risk?

6. Our suppliers

You only have to consider the impact of the tsunami in Japan in 2011, to realise the impact on a business of a key supplier being unable to deliver. It is therefore sensible to consider your suppliers in your winter planning.

Here are your prompts:

Which of our suppliers are essential to our continuity? What would happen if they were unable to deliver?

Have we got a list of alternative suppliers if our prime suppliers let us down? If we need them in an emergency, how are they likely to deal with us on pricing?

Are we happy with our stock control and that we have sufficient levels of stock to see us through any adverse weather period? How will we monitor those stock levels so that we are not over-buying but also not running out?

7. Have we protected ourselves

Insurance can often be seen as a grudge purchase and it can be tempting to under-insure. Other governance aspects can also leave the business open to risk.

Here are a few prompts:

Have we recently examined our insurance policies and checked the small print to see that we are adequately covered? Are there any areas where we are exposed?

Have we considered how we will meet all governance and compliance issues in the event of bad weather? Statutory bills still need to be paid (e.g. HMRC) along with staff wages.

The way a business responds to bad weather can often be a good indicator as to how well it is managed and how well it is led.

The Winter 7 Check-List is not meant to be comprehensive but instead to prompt your thinking in key areas. Importantly you will be seen as the resilient supplier and that leads to being The Preferred Supplier. What will your action be? Have I missed anything?

This was posted in Bdaily's Members' News section by The Preferred Supplier .