Emergency Preparedness: Guideposts for Navigating Expatriate Programs

Within moments, the effects of unforeseen occurrences such as natural disasters, acts of terrorism and the spread of infectious diseases can play havoc with an organization’s productivity and force companies to swiftly react and re-evaluate their emergency preparedness plans. Due to the infrequency of events like these, companies often place the development of a strategic corporate plan on the back burner and only dust it off once a situation occurs. However, where emergency readiness is concerned, it is better to be prepared and not need a plan, than to need a plan and be unprepared. Despite some companies’ hesitations, a plan can be implemented fairly easily and with minimal investment, regardless of the expatriate volume or experience level.

With the myriad of activities that go into planning, selecting and relocating international employees, it is surprising that many global programs are devoid of emergency preparedness and evacuation plans. A global assignment can easily cost a company three to five times an employee’s base salary – including training and precautions which are developed to secure the success of an assignment. However, emergency preparedness, though considered a precaution, is rarely formalized into a global program. As a result, factors such as the expense of lost productivity in the host country by the assignee, unpreparedness and reactive measures by Human Resources (HR) in the home country, and the family’s lost confidence in the company’s assistance can cost a company considerably more if a process is not implemented.

In the past five years, we have experienced disasters on many levels, most notably the Sumatra tsunami in 2004, China’s Sichuan Province earthquake in 2008 and the recent H1N1 swine flu virus pandemic. As disasters of this magnitude are not only devastating, but also dangerous and life-threatening, it is critical that organizations emphasize care and concern for their employees. Developing an emergency contingency plan will ensure the safety and security of their expats. There is no one-size-fits-all program to address all emergency situations, but organizations can still implement simple, economical and efficient methods of preparedness for any eventuality.

To begin developing an emergency preparedness plan, a company may consider a few basic steps. The first step is to review any existing corporate programs and processes, which may include the following:

Risk Management – identify existing relationships with vendors and services.

Corporate Travel – available security awareness programs for travelers.

Corporate Benefits – emergency travel programs such as International SOS.

Local Country Practices – identify local emergency evacuation plans.

Corporate HR Database – storage of emergency contact information.

Examining existing programs will save the staff hours in new process development, reduce cash outlay, avoid duplication of efforts and streamline departmental support.

Next, communication should be designed similar to the HR global assignment policy and tax briefing. Various countries are more prone to certain types of natural disasters and political unrest, but companies should keep in mind that no country is immune; therefore, awareness, precautions and preparedness should be reviewed with all assignees prior to relocation. Briefings should define the type of disasters common to the host country, primary and secondary evacuation plans, and what to include in a personal emergency kit.

In concert with communication efforts, emergency contact information for all family members in the host country should be obtained, tracked in a centralized database, and updated frequently. In addition, emergency contact for the assignee’s family in the home country should be retained for additional reference, as necessary. Maintaining accurate records will ensure disaster relief and support can be disseminated immediately when appropriate.

Finally, a phased approach to emergency readiness could be examined, based on the situation. Phases may include the following:

Alert Phase – company communicates situation to assignee, monitors situation and takes certain precautions.

Readiness Phase – assignee ensures personal affairs are in order; company prepares for appropriate evacuation method

Movement Phase – advance to primary evacuation route (with secondary route planned, as necessary) and pre-determined staging area for exit.

Transit Phase – embarkation from exit site.

Arrival/Settlement Phase – arrival at safe area.

Again, an organization can implement a satisfactory emergency preparedness program with marginal effort and investment. By utilizing existing company programs, incorporating communication methods in combination with assignment counseling, establishing a tracking mechanism for emergency contacts, and developing a phased execution of emergency procedures, a company will strengthen its ability to secure the most valuable asset – its employees.