Regardless of whether people believe their own community
will be affected (but if the swamped call boards of
the Center for Disease Control are any indication
many are concerned), from a management consultant's
point of view this potential health threat can be
turned into an organizational exercise that is well
worth a manager's time.
Even if the swine flu never hits your community, here
are four areas (it seems to me!) where it is useful
for every manager to have in place something in writing.
FIRST: Long and short-term individual
work plans--Is every one of your staff able to put
in writing what their personal long term (quarterly
and yearly) and short term (monthly and weekly) goals
and objectives are? If so, then it might be useful
to go the next step and examine what they need to
accomplish each. How much of their work plan is dependent
on others or on having access to office resources
and how much could be done from their home using just
their own resources that they currently have? If they
had to work from home, what additional resources would
they need to be effective?
SECOND: Reporting procedures. This
is not something you might normally need to worry
about in a small office environment, but in larger
organizations when people are not in close physical
proximity or when employees are telecommuting, reporting
expectations should be spelled out. To whom do they
report (perhaps this is different depending on the
project or goal involved), how (written may be preferred
because there is less chance of misunderstanding),
and when or how frequently. A huge amount of trouble
can be avoided when such expectations are spelled
out ahead of time.
THIRD: Policy on expense reimbursement.
Do your current policies need to be re-thought? Which
expenses are covered and which not when employees
work away from the office? Are there limits over which
special permission is needed, if so what are they
and how does one obtain this permission? When can
employees expect to be reimbursed--immediately, on
pay-day, at the end of the month? Are cash advances
permitted, if so how are these managed?
FOURTH: What are the "essential"
positions that must be fulfilled at the office and
how can these positions be filled if the normal people
filling them should not be able to? Perhaps you can
develop an alternates list--in which case every person
on that list will need to be familiar with what is
expected of them. These responsibilities need to be
described and potential problems anticipated.
Jotting such things down should not be too much of
a distraction for well-run organizations. Even if
quarantines never impact our communities, aren't these
useful things for all of us to think about?