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Preparing for major events demands meticulous planning and strategic foresight across various operational facets of a business. These events introduce complex challenges that can disrupt normal operations and require an adaptive, comprehensive approach to maintain business continuity. Effective preparation is built on rigorous risk assessment, robust communication strategies, and strategic collaborations that enhance organizational agility.

By identifying potential disruptions—from increased traffic and security threats to technological demands—businesses can formulate targeted strategies to mitigate these risks. The process also involves strengthening partnerships with local authorities and business networks to stay ahead of logistical and regulatory updates, ensuring all stakeholders are consistently informed and prepared. This holistic approach prepares businesses to face the immediate challenges of a significant event and strengthens their long-term resilience and capacity for growth.

Want to learn more about Business Continuity?

Our Ultimate Guide to Business Continuity contains everything you need to know about business continuity.

You’ll learn what it is, why it’s important to your organization, how to develop a business continuity program, how to establish roles & responsibilities for your program, how to get buy-in from your executives, how to execute your Business Impact Analysis (BIA) and Business Continuity Plans, and how to integrate with your Crisis Management strategy.

We’ll also provide some perspectives on how to get help with your program and where to go to learn more about Business Continuity.

Read our Ultimate Guide to Business Continuity

Collaboration and Partnerships

Collaboration and partnerships are pivotal during major events, ensuring businesses remain agile and informed. Working closely with local authorities allows companies to stay updated on the latest developments, including traffic management plans, security updates, and regulatory changes, which may affect their operations. Such partnerships may also provide access to additional support services, such as emergency planning and logistical assistance. Simultaneously, engaging with business networks and industry groups facilitates the sharing of resources and information, creating a supportive community that can collectively address common challenges. These networks can offer insights into effective strategies and tools beneficial during similar events, enabling businesses to enhance their preparedness and response initiatives. Fostering these relationships promotes a collaborative approach to navigating the complexities of major events, improving the resilience and operational continuity of all involved entities.

Risk Assessment

Identifying risks involves thoroughly assessing potential challenges that the major event might bring to your business operations. Key risks include increased traffic congestion, which can delay employee commutes and disrupt delivery schedules, potentially affecting productivity and customer satisfaction. Additionally, heightened security measures and potential threats may necessitate increased vigilance and investment in security protocols to protect physical and digital assets. Supply chain disruptions are another critical concern, as the influx of visitors and heightened demand for goods and services can strain logistics, leading to delays or shortages. Understanding and preparing for these risks is crucial to maintaining seamless operations during the event.

Communication Strategy

A comprehensive communication strategy is pivotal in managing operations smoothly during major events. For internal communication, ensuring that all employees are fully informed about potential disruptions and understand the contingency plans is crucial. Utilizing multiple channels such as emails, team meetings, and the company intranet allows for consistent and clear messaging, ensuring all staff members are on the same page and can adapt to changes swiftly. Externally, keeping clients, suppliers, and stakeholders apprised of any operational changes is equally important. Regular updates can help manage expectations and maintain trust by transparently communicating how potential disruptions could impact service delivery or product availability. Together, robust internal and external communications safeguard against misunderstandings and help in maintaining operational continuity.

Security Measures

Enhancing physical security measures at your business premises during the major event is crucial to safeguard against potential threats and ensure the safety of employees, clients, and assets. This may involve increasing the presence of security personnel, installing additional surveillance cameras, and implementing stricter access controls to monitor and manage entry points. Regular security audits and drills can help identify vulnerabilities and ensure that all protocols are effective and up to date. Additionally, coordinating with local law enforcement and security agencies can provide valuable support and resources. By proactively enhancing physical security, businesses can create a secure environment, reducing the risk of incidents and maintaining safety and stability during the event.

Flexible Work Arrangements

Implementing flexible work arrangements is crucial to navigating the disruptions caused by the major event. Encouraging employees to work from home, when possible, helps them avoid commuting challenges and ensures continuity in their tasks. This approach reduces the strain on public transportation and enhances productivity by allowing employees to work in a comfortable environment. Additionally, flexible working hours enable employees to travel during off-peak times, minimizing delays and stress associated with congested traffic. By adapting to these flexible work arrangements, businesses can maintain operational efficiency, support employee well-being, and effectively manage the unique challenges posed by major events.

Technology

Robust IT support is essential to ensure that your infrastructure can handle remote work and increased online activity during the event. This involves assessing and upgrading your network capacity and ensuring reliable and secure access to company systems for remote employees. Implementing cloud-based solutions and scalable resources can help manage the heightened demand for online services. Additionally, providing comprehensive IT support to troubleshoot any technical issues quickly will minimize downtime and maintain productivity. Regularly updating cybersecurity measures is also crucial to protect against potential threats that may increase during this period. By strengthening IT support, businesses can provide a seamless and efficient remote working experience, ensuring continuity and security.

During a major event, heightened global attention can lead to increased cyber threats, making it crucial for businesses to be vigilant about their cybersecurity. Ensuring all systems are up to date with the latest security patches is a fundamental step in protecting against vulnerabilities that cybercriminals might exploit. Implementing advanced threat detection and response solutions can help monitor suspicious activities and mitigate potential breaches swiftly. Employee training on recognizing phishing attempts and other common cyber threats is also essential to strengthen the overall security posture. By maintaining rigorous cybersecurity practices and staying alert to potential risks, businesses can safeguard their digital assets and ensure the uninterrupted operation of their online activities during this high-profile event.

Training & Exercises

Implementing thorough training and regular crisis exercises are essential to a robust business continuity strategy, especially in preparation for major events. Organizing dedicated training sessions ensures that all employees are well-versed in the continuity plan and clearly understand their specific roles and responsibilities. This familiarity boosts confidence and efficiency, enabling staff to respond effectively under different scenarios. Moreover, running simulations provides a practical framework for testing the viability and effectiveness of these plans. These exercises help identify gaps or weaknesses in the response strategies and allow for real-time adjustments and enhancements. Regularly practicing these scenarios ensures that the entire team is prepared, reflexive, and capable of executing the plan smoothly when actual disruptions occur, thereby minimizing impact and maintaining operational integrity.

Conclusion

In conclusion, successfully navigating the challenges presented by major events requires a holistic and strategic approach that encompasses various critical areas of business operations. By fostering effective collaborations and partnerships, businesses gain the agility and support needed to adapt to dynamic conditions. Comprehensive risk assessments prepare them to handle potential disruptions smoothly, while a well-structured communication strategy ensures that all stakeholders remain informed and engaged. Additionally, implementing security measures, flexible work arrangements, and robust technology support further secures and stabilizes operations. Through these concerted efforts, businesses overcome the immediate hurdles presented by such events and enhance their overall resilience and operational efficiency, positioning themselves for continued success in an ever-evolving global landscape.

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About Marie Strawser

Marie Strawser brings more than two decades of experience in business continuity, disaster recovery, and crisis management to her role as a Principal at Bryghtpath.

Prior to joining Bryghtpath, Marie spent more than twenty years in various business continuity leadership roles for companies like Ameriprise Financial, Target, and US Bank. She began her career at Ernst & Young, where she served as a Senior Advisor on their risk practice team designing and implementing business continuity and crisis management programs.

Marie is the co-founder of the Upper Midwest Security Alliance (UMSA) and presently serves as their managing director. UMSA is a non-profit organization that holds the Secure 360 conference, a regional multi-disciplinary security conference spanning information security, physical security, business continuity, and audit. Secure 360 has been held annually in the Twin Cities since 2006.