A disaster plan aims to prevent or reduce the likelihood of a disaster occurring by identifying threats and taking the necessary precautions. In the event of a disaster a Disaster Plan supports the continuity of operations and mitigates the financial consequences.

Checklist

1. Establish a disaster planning team - This team should include staff responsible for personnel, buildings, public relations and IT as well as someone with a general management responsibility.

2. Carry out a risk assessment - Identify particularly vulnerable aspects of your industry, operation, or service and potential internal and external risks to your company.

3. Draw up a disaster plan which should contain:

Prioritised functions and activities.
Floor plans.
Evacuation procedures.
Precautionary measures.
Sources and locations of further information.
Procedures for jobs to be done during the recovery period.
A directory of suppliers of emergency equipment and supplies.

4. Make provision for contacting employees - Be prepared to offer counselling, communicate with staff at all times and provide alternative arrangements for paying staff if the usual mechanisms are out of action.

5. Make provision for contacting customers and suppliers to ensure continuity of operations

6. Communications - Contact the telephone company about forwarding calls, inform switchboard personnel what to tell callers, decide where mail should be sent

7. Equipment and resources: Identify critical documents and their location so that vital material can be retrieved from damaged buildings. Store back ups of important material. Work out which resources are needed during a recovering operation, check they're available. Make sure cash available at all times.

8. Keep copies of the Disaster Plan in a number of locations for convenience and safety.

9. Pilot the plan - A test run will reveal anything you have overlooked.

10. Communicate and implement the plan - A member of the disaster planning team should give a presentation to employees to ensure everyone is aware and understands the DP an its objectives and knows what to do in an emergency.

11. Monitor and revise and improve the plan - The DP is not set in stone - it should change with circumstances. Take into account the impact of new developments and new technology. Communicate changes to staff.

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Do's and Don'ts:

Do:

Be prepared.

Learn from others mistakes and successes.

Involve staff.

Ensure that all staff are aware of the plan.

Communicate with staff, customers and suppliers.

Keep copies of the plan in a number of locations.

Don't:

Don't be complacent.

Don't assume you've thought of everything - listen to comments and suggestions.

Don't think of disaster planning as a one off task. You must keep the plan up to date.

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