Architect’s guide to business continuity 27
Prepare office space
We spend more than one-third of our time at work. Designing or retrofitting—and maintaining—your physical office space
with these tips in mind can enhance your business continuity during a disaster, an attack, a pandemic, or other hazard event.
Preparations if you own or lease your facility
If you own—prepare a list of service and repair providers to contact
in case of disaster. If you lease—prepare a contact list (landlord or
management company) of who to reach out to that will take care
of services and repairs in case of disaster. If your firm depends on
leased space, then reviewing the lease terms related to the aftermath
of a disaster is extremely important. Most lease agreements give the
landlord an extended period of time to make a decision on what to
do and how to proceed to deal with the damage. This may include a
waiting period until the insurance company has disbursed funds for the
repair of the building. This period may take as long as 60 to 120 days,
during which access to the building may be denied and as such create
disastrous results for firms that rely on their leased space. These terms
can be renegotiated to provide immediate access at the firm’s own risk
and expense in order to get equipment, files, or other vital information
out of the building or, if conditions are right, to make repairs and then
negotiate the payments at a later date after insurance determination
has been made. Whether your office is owned or leased, learn what
insurance you should carry and get a policy.
Appropriately address issues identified in the building
vulnerability assessment
Varies
Does the design and organization of your physical office space support
business continuity? How can the design or retrofit of your office space
reduce your vulnerability? Understand your building’s anticipated
performance level by conducting a building vulnerability assessment.
Learn more with AIAU.
Locate office in a building near public transit, amenities, and
emergency service facilities, or know where these are in an
existing building
Where are the nearest public transit stations? Where are secondary
locations? What will employees do if there is NO public transit
available within reasonable walking distance after a crisis?
Know the intended performance level of your facility
What is the performance level of your building (type, age, and capacity
of mechanical, electrical, fire protection, and plumbing systems)? Is
there redundancy of mechanical, electrical, fire protection, and plumbing
systems? Upgrade systems to achieve desired performance capacity.
Clearly emphasize safe exit routes
Does the design and organization of your physical office space
support business continuity and safety? Straightforward design and/
or clear signage as well as employee training and testing support swift
and safe escape.
Require landlord documentation that all systems are regularly
tested and any deficiencies are promptly addressed
Include this requirement in your lease if you lease or have an
authorized memorandum from the landlord showing compliance.
Plan for shelter in place
Document location, amount, and expiration date of emergency
supplies. FEMA recommends enough non-perishable food, blankets,
communication equipment (such as flashlights, radios, and batteries),
alternate power sources, first-aid supplies, necessary medications,
and durable medical equipment (e.g., hearing aid batteries, catheters)
to allow self-sustainment in that location for a minimum of 72 hours.
For a detailed list, see Ready.gov. Keep in mind, not all facilities will be
suitable for shelter in place. If shelter in place is not appropriate, it is
recommended to have a comprehensive evacuation plan in place.
Provide fire extinguishers, AEDs, first-aid kits, evac chairs, or
stretchers, and communicate storage location to staff
The safety/protection of human life is a critical component to business
continuity planning. Test, plan, and do drills regularly.
= low time commitment; = high time commitment
Step 4: Implement