Is BCP troublesome? What is the formulation of a BCP that makes it easy to start general affairs?

There are various tasks that general affairs staff are involved in in many fields.
For example, not only internal coordinators but also facility management are required.
And what is even more needed is BCP knowledge.

If you have little experience in general affairs, you may think like this.
"What is BCP?"

In this article, we will explain BCP and introduce how to formulate a BCP that makes it easy to start general affairs.
We will also introduce features that are useful for Colorkrew Biz's BCP.

What is BCP?

BCP is a business continuity plan that summarizes action guidelines in the event of an emergency such as an earthquake or natural disaster.
This is an acronym for Business Continuity Plan.

Due to the impact of the Great East Japan Earthquake on domestic and international economic activities in 2011, companies have become strongly aware of the formulation.
Currently, it is not only for earthquakes and natural disasters, but also for preparing for infectious diseases such as the new coronavirus.
The benefits of BCP are as follows.

• Prevent corporate bankruptcy and business downsizing
• This is a good opportunity to think about the strengths and weaknesses of your company's management strategy.
• Evaluated as a reliable company by the domestic market, leading to business expansion
• Prevent the Japanese economy from losing confidence in foreign countries in an emergency

In one survey, about 90% of companies with more than 5,000 employees answered that they were formulating or in the process of formulating a BCP, while about 40% of companies with 99 or fewer employees said they had not yet formulated or had no plans to formulate a BCP.
Companies that have not yet formulated it need to formulate it as soon as possible for business continuity and prepare for emergency risks.

However, if you are not familiar with BCP,
"Even if it's a BCP, I don't know where to start."
Isn't it a question?

Next, we will introduce how to formulate a specific BCP.

What is the formulation of a BCP that makes it easy for general affairs to get started?

Even if you try to formulate a BCP, if you try to do it properly from the beginning, you may be frustrated and end up ending without anything touched.

First of all, it is important to make a rough one.

The general formulation items are as follows.

1. Determination of the basic policy of the business plan and the business that is particularly prioritized in the management of the company
2. Assumption of the time it will take to restore important projects in an emergency
3. Predict how much service you can provide in an emergency
4. Alternative measures when business bases such as offices, production plants, suppliers, etc. are no longer available.
5. Who is responsible for commanding employees in an emergency?
6. Formulation of an emergency business continuity policy for all employees
7. Create a booklet that summarizes emergency actions and contact information for employees

Think about these general items and proceed with BCP formulation without setbacks.

If there are any items to add, you can correct them each time.

Antivirus is also necessary for BCP!

It is also necessary to formulate BCPs for infectious diseases such as the new coronavirus.

In a survey of a general affairs survey, the BCP measures that were considered necessary in the spread of the new coronavirus infection were mainly

Approximately 70% of telework systems are in place.

Approximately 60% of information is paperless

Approximately 40% of business systems are cloud-based.

Approximately 40% of the need for manual creation and training in emergencies

The establishment of a chain of command in an emergency is about 40%

The results are such as this.

Among them, let's take a closer look at the development of the telework system and the paperless information that were listed at the top.

First of all, it is the maintenance of telework.

Continuing to work in the office in a situation where people infected with the new coronavirus is occurring will increase the risk of infection for other employees.

It will be difficult to continue the business due to the spread of infection, and it will be difficult if it goes bankrupt.

It is important to have a telework environment in place so that such a situation does not occur.

Telework is also effective when transportation is stopped due to an earthquake or typhoon.
Even if you cannot come to the office, let's establish a telework system to carry out work and continue business.

Next, let's talk about paperless business.

For example, it is helpful to digitize the materials necessary for work because you can check them online even when you cannot have a meeting with the person in charge of the business partner in the office.

I was freed from the problem of having to go to the office and stamp documents.

You can also avoid the risk of losing or damaging important contracts due to earthquakes or disasters.

Going paperless leads to BCP in these respects.

In addition, stockpiling masks and disinfectants as anti-virus measures, spacing seats, and installing acrylic to prevent droplets will also lead to BCP.

Two features of Colorkrew Biz contribute to BCP!

Colorkrew Biz has a function for BCPs that allows you to continue your business without stopping operations even in the event of a natural disaster or the spread of the new coronavirus infection.

Colorkrew Biz's Microsoft Teams presence integration function solves the lack of communication when teleworking!

Unlike when you are in the office, telework makes it difficult to communicate directly or does not know if you can contact them at the moment.

In such cases, Colorkrew Biz's Microsoft Teams presence integration function can be used.

Methodology

First, check the list of users from the seating chart list function.

Next, narrow down the target person to understand the situation such as whether the person is currently available or away.
If you have an urgent need to talk about something or don't understand something at work, you can immediately start a video or audio call in Microsoft Teams chat.

This will solve the lack of communication when teleworking!

Take the first step towards going paperless with Colorkrew Biz's digital mail function!

Digitizing documents is important to achieve paperlessness.
However, it is also true that it takes time to go digital, such as the introduction of equipment, security measures, and notification to all stakeholders.

Why don't you start with paperless mail, which can be done quickly?

Colorkrew Biz has the ability to make digital mail paperless.

It is a function that works with Japan Post's web letter and sends mail like an email.

Just enter the sender and addressee and send it, and Japan Post Co., Ltd. will do everything from text and address printing, envelope packing, stamping, shipping, and delivery.

Colorkrew Biz Digital Mail Shipping

Log in to the Colorkrew Biz user portal.

Next, upload the PDF file you want to mail.

Select the sender and recipient.

Check the payment price and other details, press the submit button to complete.

With this function, even when you cannot go to the office due to the spread of the virus, you can send documents to business partners without stopping work.

Conclusion

In this article, we introduced two functions of Colorkrew Biz, which explains BCP and how to formulate a BCP that makes it easy to start general affairs.

Ladies and gentlemen in charge of general affairs, why don't you introduce the functions of Colorkrew Biz to promote your company's BCP measures?

Colorkrew Biz also offers these other features, so if you are interested in the company's general affairs manager, please contact us!

We will respond to any consultation.