Continuity planning project

Internal Memorandum
To: All Department Heads
From: Operational Manager
Re: Preparation for the first meeting of the company continuity planning team.

The company operations should be protected and prevented from any action that may render the failures to the meeting of the daily activities. It requires the management to speed up the process of implementing the company continuity plan that will provide the guidance to the securing of the company entities. The continuity plan is essential to our company since it is a key element that provides support to good governance as a demand from most regulators and stakeholders within the company. The plan extends to meeting and ensuring compliance with the international standards from which a company should operate within. Company continuity guarantees some protection to the company data and some relative identities of the company. Therefore, the company requires a proper business continuity plan to avoid the breaching of the data protection legislation defined within the company (Burtles, 2007).

We take to inform that the company is scheduled to undertake an exercise of appointing representatives from each department to the business continuity planning team. The appointment of the representatives will take into consideration the following effects; the departments should present an individual of following desirables (Fulmer, 2008);

The eligible candidates should have a good understanding of the company core process and the overall company management
The candidate should possess some good leadership’s skills as well as deployment of the teamwork; we also request to you consider the quality of both verbal and written communication of the candidates
The candidate must prove the experience and possession of in Information Technology and information security skills
The presented individual must express some strong project management capabilities and be a well-respected person within the company
The heads of department should identify some individuals within their departments and forward the names for discussion during the meeting. May we have a thought on some other relevant and desirable qualities for our team because the task ahead of the team is critical and require very sensitive and promising personnel for the duties exercised in the company continuity plan.

During the meeting, the attendants will examine, propose and identify the roles to be played by the continuity planning team. However, the roles should capture and address the test facilitators prior implementing the plan, the suggested participants, the business stakeholders, management, recorders and other defined roles. Before the meeting, it is the urge of the management through the operational department to have the departments’ heads brainstorm on other roles apart from the following roles (Goh, 2006);

The test facilitators will be expected to be responsible for ensuring the sessions is in order, and the, actions are taken smoothly, introduce some creativity of roadblocks and worst case scenarios while undertaking the test. They should make sure that all issues to be addressed are recorded as they keep the schedule of the session and ensure that the follow-up activities and time frames are well discussed and prepared.
The recovery team goes by representing the persons that undertake some roles that are relevant to the selected scenario. They will be expected to have the following in condition, reviewing of the business continuity plan before the undertaking of the test and in normal happen of an event, disaster. Brainstorm and discuss to identify the appropriate best actions to be undertaken during the undertaking of the test or the recovery process within the company.
Company employees’ Skills Inventory

May this come to the attention that the Human Resource department will have to conduct some skill inventory so as to have the identification of the most possible reliable and skilled personnel whom we can have them involved in the business continuity planning team. It is important to note that the exercise shall come before the hold of the meeting in preparation to the identifying of the company continuity planning team. The exercise goes by to have the identification of the potential candidates with the desirable skills, have the company determine what kind of training should be conducted to impact the missing skills within the employees and many other relevant benefits of conducting skills inventory within the company (Anonymous, 2002).

The first meeting agenda
The department heads should be informed that the agenda for the first meeting is under development and shall receive the agenda documents some two weeks before the hold of the meeting. It is our prayer and request that we take to consider the information in the agenda paper and hold to respect the information contained.

The company wishes to thank for the good work you are doing for the best of results it is holding. It is the prayer that we keep up with the same tone and remain focused to the meeting of the company goals. Thank you for your time as you plan to respond to the outlined activities in the documents.

First meeting of the company continuity planning team agenda

AGENDA
First Meeting of the Company continuity planning team
9.00 a.m. – 5.00 p.m.

The meeting was called by Company Operational Manager
Attendees: All Department heads
Please bring:
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_________________________________________________________________________

9.00 a.m. – 10.00 a.m. Introduction

Breakfast and socializing Board room

___________________________________________________________________________

10.00 a.m. – Noon Presentation of the department representative’s names for vetting Board room

____________________________________________________________________________

Noon – 1.00 p.m. Lunch Board room

____________________________________________________________________________

1.00 p. m. – 4.00 p.m. Develop the business continuity planning team roles and responsibilities Board room

__________________________________________________________________________

4.00 p.m. – 5.00 p.m. Tea break and adjourning the meeting Board room

___________________________________________________________________________

Please let us keep time and be organized during the meeting.
Thank you all.
Continuity planning team budget draft
The budget will take duration of 12 months in the capture of the continuity planning team meetings, the required materials, training expenses, testing cost and the set-aside figure for the case of the disaster.

Budget Draft

Item cost ($000)

Team meeting 1200

Remunerations 1500

Team materials 3500

Trainings 2000

Plan testing cost 1500

Disaster cost 10000

Miscellaneous 1000

The budget estimation goes by ensuring that anticipated event is allocated some higher amount as it will entail a lot. At the same time, the continuity planning team must be given some incentives to give them the heart and an assurance that the company appreciates their efforts. The training is critical as the team must get the high skills of handling the scenarios and it goes by providing them the most sophisticated facilities to fasten and easy their work of securing the company data. The budget is under adjustments depending on the relevant factors and suggestions from the management.

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Exams and Questions

Question 1
Good answers may include; I have born as well as gained qualities of leading, delegating and coaching and direct. I have read the job demands, and I understand that the firm needs a manager who can effectively manage a team and deliver targets too. My professional record, education job achievements, as well as qualification, prove my abilities as a manager. I possess the desired educational qualification; skill sets as well as prior experience in similar capacity. I am an extrovert person and hence, able to get well with diverse people be it at the team level, current customers or new ones.

Bad answers may include; I have a bachelor’s degree in Management. I always dream to be a boss. I just like getting jobs getting done. I want a job that earns me respect. I want a job which is highly paying. I am very strict and I always never compromise laziness on work. I am qualified to take the job. From the good answers, it is predictable that the person has a person and willing to work with team members for the interest of the organization. The person is likely to buy into the ideas of the organization. Contrary, the person giving wrong answers is seen to have future problems as a leader. He seems a manager who will not listen to the juniors. He is also seen as somebody with pride which can negatively affect the work

Question 4
Some of the challenges faced by supervisors while initiating new workflow in the department include; Increased grumbles by employees, resistance from some employees, reduced production in that period, and demand by employees to maintain the status quo. Such changes in the workspace are not always in vain. Some of the reasons for reshuffle include accommodating new employees, an organization based on a line of duty, facilitating mentorship and training, reducing conflicts among employees, reducing workplace boredom, promoting productivity as well as introducing new functions in the department. While carrying reorganization, supervisors need to avoid bias in the changes and change resistance among departmental members. There is also need to avoid improper mixing of employees and lowering working morale of employees. Avoiding such pitfalls is critical in ensuring that the transition is without employee friction.

Question 7
During my long holiday, I got a job as a supervisor in a bakery. The worst part of it was that some of my team members would get sick or get some emergencies forcing them to be absent at the job. We always quarreled with our customers whose targets were not met because of absenteeism. I remember the company losing three greatest customers for another bakery because of inability to meet their orders. With management knowledge, I had acquired over the term coupled with full responsibility as a supervisor, I decided to reshuffle the whole team. Since I had a team of 70 employees, I decided to divide them into two groups of 30 each. The remaining 10 were to be my standby team. I strategized the whole team to ensure that every person at one time becomes a member of standby team. This approach ensured that whenever an employee had an emergency, the standby force was ready to keep the work going. A mere development of standby force saved the company and returned lost customers. It was the time I realized that standby force as an organization strategy is critical in ensuring continuity at the workplace.