In a rapidly changing world, unforeseen geopolitical and health crises can pose significant challenges to businesses and their employees. To address these challenges effectively, a comprehensive and collaborative approach is crucial. A recent WERC Virtual Roundtable on Mobility Preparedness shed light on the importance of coordinated efforts among stakeholders and cross-functional teams. This article delves into the key insights and recommendations from the roundtable to help businesses prepare for the next unprecedented event.
For more on the topic of crisis management from the roundtable, stay tuned for a full feature in the upcoming issue of Mobility magazine.
Collaboration Is Key
Collaborative Assessment
When a crisis strikes, its imperative that all stakeholders, leadership, and critical cross-functional areas collaborate to assess the situation and determine the best course of action. This collective approach ensures that both the well-being of employees and the business are taken into consideration.
Identify Supportive Departments
Identifying cross-functional areas that will provide support during a crisis is essential for risk mitigation. Suggested departments and partnerships include security, human resources business partner, global mobility, travel, benefits, insurance providers, legal teams, payroll, IT, and more.
Employee-Centric Approach
Location Tracking and Strategy Development
During a crisis, it is crucial to track employees locations and prioritize their safety. Developing tiered plans for the short-term and long-term is essential. Consider factors such as immigration, employment contracts, tax implications, employee and family well-being, and financial impact on the business.
Crisis Support Task Force
Establish a dedicated task force with representatives from the cross-functional teams. This core team will work on strategy development, research, communication, and follow-ups. Additionally, keep relevant stakeholders informed about updates to ensure they can answer questions.
Document Scenarios and Solutions
Document various scenarios that may arise during a crisis, along with the corresponding approaches and solutions. Address issues such as non-business travel, payment for employees abroad, work authorizations, and employees willingness to return to their home country.
Financial Planning and Policy Approach
Consider the financial impact of crisis-related expenses and whether finance should build potential costs into their accruals. Evaluate the possibility of exiting certain areas or countries based on the situation.
Rehearse Scenarios
The crisis support task force should conduct scenario rehearsals to test hypothetical outcomes and improve preparedness.
Preparation and Collaboration
Build Strong Cross-Functional Relationships
Cultivate relationships with the cross-functional areas that your mobility team collaborates with during a crisis. Strong connections facilitate smooth communication and cooperation.
Create a Playbook
Develop a playbook that serves as the foundation for responding to future geopolitical, natural disaster, health, or global unprecedented events. Regularly revisit and update the playbook as needed.
Utilize a Central Platform
Use a centralized platform or tool to store communication, decision records, team information, and the playbook for future reference.
Regular Data Sharing
Mobility teams should provide assignee data reports to the security team on a regular basis. This information helps security locate employees during emergency alerts.
Post-Event Evaluation
After a crisis, gather feedback from all involved groups to assess the crisis management task forces performance. Identify strengths and areas for improvement and consider involving certain groups earlier in the process.
Sustaining Preparedness
Continue to foster relationships among the task force members and keep the team active even after the event concludes. Preparedness for unprecedented events is vital for both employee well-being and business continuity. By following these guidelines, businesses can enhance their resilience and adaptability in the face of uncertainty.