Managing Surge Through Resource Agreements

Surge can include anything from a spike in production or attendance, to crisis management. When production exceeds capacity businesses need plans in place to ramp up rapidly. Non-profits such as food banks experienced a surge when needs exceeded available resources. In January 2012 we attended an event with five thousand participants and watched as many were turned away. Yet there was a like-minded business a mile down the road which could have co-hosted the event allowing for another three thousand attendees. In fact, there was a third entity that could have handled at least three thousand more. A business continuity plan can help a business or nonprofit manage a surge related to the economy, but it can also be used to manage unforeseen conditions. For instance many nonprofits have a large base of trained volunteers. Volunteers can be called up during times of crisis. Businesses can establish trigger points to rein in finances or provide cross training to manage labor needs until additional resources arrive. Resource management agreements allow businesses, churches and nonprofits to provide mutual aid which is only limited by imagination and codes. This may range from agreements for extra parking or improved logistics to top notch event planners. Few entities have the resources to plan for every contingency, but by appointing a liaison to participate in a work group and giving them the authority to commit resources within predetermined guidelines allows for greater flexibility and reciprocity leads to better cooperation.

Simplifying Business Processes

Today we had a company meeting to discuss how to finance operations. Volunteering in a disaster warehouse last Summer aided in understanding some business processes. We've reviewed websites of businesses that started off where we are today. Both now have several employees and at least one has a government contract. Many questions and tasks remain. We have a contact that can obtain a manufacturing bid subject to our partners agreement. Bids are only good for thirty days, and we have to think through logistics and storage options. Our focus is to start with what we understand, what we can do, and to keep things simple.

Rssource Sharing. Part 2

Logistics plays a vital role for businesses and organizations. Logistics handles transportation, lodging, event signage, equipment set up and more. They are described as the people who get stuff. A resource sharing agreement might allow use of trucks to bring in more tables and chairs. It could mean requesting access to a larger or more suitable facility on short notice. Other logistics examples include setting up equipment for a conference, live concert, a street fair, parade or a ball game.  Logistic can request 2-way radios or an amateur radio team to support the safety team. Logistics can activate agreements to provide large quantities of refreshments for guests.  Before setting up a resource sharing agreement, consider what to bring to the table. Reciprocity is expected. Agreements must be in writing, and outline compensation, returning equipment in pre-use condition minus normal wear and tear, and time frame and method for returning it. The third post in this series will address resource sharing agreements for planning needs.

Flexible Organizational Structure

The following concepts are based on FEMA’s Incident Command System (ICS). It was originated by the military and adopted by FEMA. The advantage is that only those sections needed to respond need to be stood up. That allows for a flexible structure that expands and contracts to meet the needs of the organization. ICS is also used to manage large events. Here are some basic lessons that can be applied to any small business or nonprofit.

Resources refer to equipment, facilities, and personnel. A resource is virtually anything that is needed to conduct business. There are four broad categories that define the ICS structure. The operations section includes personnel that carry out the work. The logistics department supports the other sections. They obtain equipment, food, lodging and anything else required to do the job. The planning section plans the work.

The finance and administration section sets the budget, includes procurement activities and tracks hours, compensation and benefits. To learn more go to http://training.fema.gov/IS/crslist.aspx

Now that a flexible organizational structure is clear, the next series of posts will be on setting up resource sharing agreements. This concept is also from FEMA. Refer to FEMA IS 703 in the preceding link to FEMA courses for more information on this topic.

Preparing Your Small Business to Survive Unforeseen Setbacks

Business owners wear many hats. They are planners, financial managers, logistics experts, manufacturers or service providers, and employers who often hire and train their own staff. In a recent conversation with a small business owner he said he had made a couple improvements to ensure the needs of his family in the event of a natural disaster. Until we had an informal conversation about it, he hadn't really thought of making a plan for his business or considered how an unforeseen situation could affect his employees or disrupt business operations. He is very bright.

This new insight has allowed him to consider implementing small business changes that could make the difference in keeping his doors open under adverse conditions.

Planning does not have to be limited to natural or manmade disasters, but a good plan does include a simple analysis of the hazards a business could face and cost-effective plans to reduce the impact of each hazard. Some businesses have added contingeny plans to survive periods of decreased income due to lessons learned during the recent economic downturn. In addition, businesses may plan for acute unforeseen needs of employees. These needs might include a sudden catastropic diagnosis, a serious accident or unexpected property or financial loss of an employee or family member. A humane approach calls for small owners and managers to know how to support employees through a life crisis without going broke. Recently, an assistant manager employed by a popular restaurant chain was grateful for information about how a lady with cancer could receive donations to help defray medical expenses through a website that charges no fees.

Women's Retreat Topics

Code of Silence: The Power of Telling Your Story
What is this code of silence? Have you ever noticed that in group situations all the attention is on what the speaker has to say? Within each group are dozens, hundreds or thousands of stories that go untold. Now consider informal situations. Have you observed someone sitting alone in church week after week?  Instinctively we may know we should talk with the person, but we may not know what to say. In addition, we may have inaccurate perceptions. Many people falsely believe they might offend someone, when in actuality the oerson may be relieved to know someone cares. This code of silence compounds the hurt. When peoples needs aren't met, they suffer in silence or go someplace else where their story is heard and they feel valued.  This phenomenon is not limited to churches. This happens in the work place and even in familes and if left to persist it leads to isolation. You and you alone have the power to bring healing, and a sense of relational connection necessary for wholeness.

Operation Launch Pad: Using Niche Ministries to Build the Church Recent and ongoing conversations reveal that many seasoned pastors are not clear on how to grow the church. In a post modern era, where most people do not have a close walk with God, how does a church relate to those who do share their values? Many churches engage in social ministries such as feeding the homeless, or commuity serice days. These are worthwhile, but how can a church bridge effectively share their faith. Niche pad minisitries may be socially uncomfortable, but are an effective avenue to church growth. Together we'll practice ways to bridge the gap with applied learning opportunities.

The Mobile Church

Mobile has more than one meaning. First, it requires the definition of "church". A church is a group of people, not a building. Next mobile refers to technological changes. Most churches do not use technology effectively to advance ministry. Lastly, the church is on mission. Being on mission means equiping, sending and financially sustaining missionaries that are called to serve. We are all called, but may serve differently: some through teaching, giving, encouraging, logisics support and mobilizing to other locations.

Knee Pads are Mandatory

Prayer seems quite casual in churches today. How much time does your group spend in prayer. No ministry is effective without prayer. Prayer is to ministry as water is to the human body. Without prayer, ministry is destined to fail, just as without water our bodies fail. Fervent prayer is tantamount to spiritual CPR. It is the first step to breathing life into church ministries. In some churches prayer is like a lost art. A retreat setting allows attendees to break free of distractions, spend quality time learning and building relationships. A prayer focus means bringing your spiritual knee pads. Come ready to spend quality time with God and each other.

There Were No Discounts at Calvary

We live in a class society. Our biases are shaped by parents, peers, life experience, the media, religious tradition and even legislation.  The Bible tellls us Jesus associated with a prostitute, a tax collector who cheated the public and others our society shuns. Even before his death, resurrection and assension into heaven, he forgave the thief hanging on the cross next to him. Although he willingly gave his life to pay for our misdeeds, he also asked his father in heaven to forgive those who murdered him. So how do we as believers love others without justifying their behavior. This perspective is illustrated through life changing stories you will not want to miss. Come away inspired and challenged to love others as Christ does.