United Arab Emirates
United Arab Emirates
As the new coronavirus, COVID-19, spreads throughout the world, businesses are facing the fact that their operations may be severely affected. Supply chains are likely to be disrupted, staff may need to work from home or be unwell and unable to work, outsourced services could be affected and a strain will be put on areas such as technology, communications and security.
While most businesses already have a business continuity plan in place to deal with unusual circumstances, it is worth going through the plan again and making sure it is as thorough as possible and deals with the specific problems that are likely to arise from a pandemic.
Good communications with all business personnel are vital. Work out how you are going to keep communications open and how they will be managed efficiently. There are numerous tech tools available that allow targeted communication within groups. Not everyone will need to see every message, so make sure that people know how to opt-in or out of projects to use their time efficiently.
As well as communication within the company, you will also need to issue regular communications to clients or customers. Use a reliable source of information when making decisions, such as the World Health Organisation or the government, and refer to this in your statements to explain your actions.
With the right systems in place, many people will be able to work from home without difficulty. Make sure everyone has the right equipment and that they know how to use it securely.
Cybersecurity is of paramount importance when working remotely, so ensure that all systems are updated, patched and secure. Remind staff of the dangers of phishing, downloading files, weak passwords and failing to regularly change passwords.
The roles of planning and dealing with different aspects of the business continuity plan should be assigned early on so that those involved can start assessing what will be needed from them. Make sure that they have a deputy in place if possible, who should also understand the situation and strategy, in case the principal becomes unwell.
Make plans for how the business will cope if numerous people are unable to work. This could mean cutting back on supply or stopping non-essential services. Examine your model and work out what are the most important functions that you need to protect. Make a list, in reverse order of priority, of things that can be put off until normal business resumes.
It has been estimated that at worst one in five people could be off sick during the outbreak. It is therefore important to start preparing as soon as possible.
Review your business continuity plan and go through it with all staff and employees to ensure that everyone understands their role.
Look at the chain of command and ensure that you have people ready to step into place if people become unwell. Consider cross-training and explore possible alternative sources of manpower.
Keep in regular contact with those outside of your business on whom you rely, such as suppliers and service providers, so that you can anticipate any problems you may face if they run into difficulties.
Test different aspects of your business continuity plan where possible, to ensure it is robust and to identify any weaknesses.
Look at best practices and try and minimise risk to your staff as soon as possible, for example, by introducing remote working and reducing unnecessary travel.
IT support and HR will be extremely important functions during a time of disruption, so make sure they are well-prepared and draft in extra support if you can, to help them cope with the strain.
A well-drafted and tested continuity plan should help a business weather disruption. Once the problems have passed, don’t forget to take the opportunity to look at what worked well and what could be improved upon. Take the time to amend and improve the plan. Even if it is not used again, having an impressive contingency document in place shows the world that your business is organised and well run.
Our UAE-based legal consultants offer independent legal advice to companies operating and generating income within the UAE. We have a breadth of experience and the specialist knowledge to help our clients plan and build successful businesses.
We also help businesses ensure that they are structured in compliance with the Economic Substance Regulations in the UAE introduced in 2019.
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