Preparing your organization in the event of an emergency should be a priority for all of the region’s nonprofits, however it is often pushed aside or ignored for initiatives that are more mission centered. The problem, as usual, is capacity. What many nonprofits fail to realize is that when you are not prepared prior to an emergency you guarantee your organization’s inability to carry out its mission during an actual event.

Ensure your ability to operate in the event of a disaster:

The best way to make sure that your organization survives an emergency is to have an up to date Continuity of Operations Plan (COOP). A good COOP should include:

Mission Essential Functions- mission essential functions are the foundation of your COOP plan. If any function is not essential to the carrying out of your mission it should be put on hold during a disaster until additional personnel and/or resources are available. 

Authority & Order of Succession-  Who will be in charge?  Your organization needs to determine a chain of leadership and succession should key leaders become incapacitated.  It is also a good idea that you ensure those identified are prepared to perform emergency duties.

Communications- How do I get in touch with co-workers, clients, and the community?  Communications capabilities should be consistent with operations and provide access to other data and systems required for mission essential functions. Consider al avenues of communication: landlines, cellular, satellite, wireless, e-mail, radios, etc….

Vital Records and Databases- Where is our essential information?  The plan should cover both the identification and protection of vital records and databases at the primary and alternate facilities. Consider some form of off-site storage, even if it is only Xerox copies at the Executive Director’s house.
 
Personnel Issues and Coordination- How do we take care of ourselves? A plan should address a means of disseminating information to personnel, preparedness training for staff, leave  and paid time off, as well as special needs and medical issues.

Funding Continuity of Programs- Where is the money? The plan should identify a current inventory of resources, possible shortfalls, possible means to overcome the shortfalls,  and costs.  Consider how to make sure that cash or credit will be made available for operations and services during the emergency period? 

Alternate Facilities – Organizations should designate an alternate operating facility with sufficient space, equipment, infrastructure, and logistical support to maintain operations for up to 1 month. Consider cooperative or mutual aid agreements with other organizations and/or work from home options.

Role of Agency in Time of Disaster – What will your organization do during an emergency? The plan should outline the rough perimeters of your organizations role in the event of a disaster in your community. Consider setting specific limits on: additional/essential services available, time frame when additional services will be offered, etc…. Before making determinations you should attempt to discover what may already be available in your community during a disaster.

Maintaining your COOP- Once you create a COOP, don’t let it sit on a shelf for years. You should be practicing and updating the plan every year. Make sure the entire staff understands the plan and then spend a couple of hours discussing a hypothetical event using the COOP as a guide to reactions. Better yet, if you have the ability designate a day COOP training day and carry out your operations that day as if a disaster has occurred, your ED is incapacitated, your office is no longer habitable, etc….

Do you already have a COOP? We encourage you to share your stories below about how you developed it, or how it has helped your organization during an emergency.

For those of you without a COOP, here are a couple of resources to help you create one:

Continuity of Operations Template

COOP Overview for Nonprofits