This article was first published on 6 June 2024.

The global situation with pandemics and wars in Europe has shown that businesses can no longer turn a blind eye to even the most frightening scenarios.

Preparing businesses for a state of emergency is an essential part of risk management and continuity planning. A state of emergency can include natural disasters, pandemics, cyber-attacks, political crises, or other unexpected events that can significantly impact business operations.

Personnel reservations for crisis-time organisation

When we are no longer living in peacetime but move to emergency conditions, such as war, there may be a situation where the company’s staff is transferred entirely or partially to tasks assigned by the defence forces.

An employer can reserve members of their staff for critical tasks even in emergency conditions. In this case, the employee’s wartime task is to serve their employer in securing vital societal functions.

Consider which tasks in your company are so critical that the person performing them can be reserved to continue these tasks even in exceptional circumstances. Personnel reservations are sought for the crisis-time organisation.

• Read more about personnel reservations (in Finnish)

Business preparedness checklist

Anticipation is crucial for overall security to prepare for various risks and threats. A company or organisation must identify exposure to internal and external threats and ensure the continuity of operations in all situations.

1. Risk analysis and assessment
   Mapping all possible emergency situations and their impacts on business operations. Assessing the likelihood and impact of each risk on the business.
2. Business continuity plans
   Operational continuity plan: A plan on how to keep the company’s critical functions running in a state of emergency.
3. Communication plan: How to inform staff, customers, suppliers, and other stakeholders in an emergency.
4. Personnel preparedness
   Regular training and exercises for exceptional circumstances.
5. Backup staff and substitutes: A plan on how operations will continue if key personnel are unavailable.
6. Technological preparedness
   Data security and cyber preparedness: Ensuring that information systems and networks are protected against cyber-attacks. Regular backups of critical data and systems.
7. Logistics and supply chain
   Ensuring that the supply chain is flexible and can operate in a state of emergency. Preparing to use alternative suppliers if the main suppliers cannot deliver the necessary products or services.
8. Financial preparedness
   Sufficient cash reserves and insurance to cover losses caused by exceptional circumstances. Plans for arranging financing in a crisis.
9. Facilities and infrastructure preparedness
   Ensuring that the company’s facilities are safe and operational in exceptional circumstances.
10. Backup generators and other resources: Preparing for power outages and other infrastructure disruptions.
11. Exercises and testing
    Regular exercises to test the functionality of continuity plans in practice.
12. Identifying and correcting any deficiencies in the plans based on the exercises.

Vaasan Yrittäjät, in cooperation with the Defence Forces, Vaasan Maanpuolustusnaiset, and Vaasan Yrittäjänaiset, organised an event on 28 May 2024 with the theme of security, preparedness, and readiness from the perspective of businesses. The Ostrobothnian ELY Centre also participated in the event.

Another event with a similar theme was organised on 11 November 2024 in cooperation with Vaasan Yrittäjät, the Defence Forces, the Ostrobothnian ELY Centre, Vaasan Yrittäjänaiset, Vaasan Maanpuolustusnaiset, Vaasanseudun Kehitys Oy VASEK and Yrityskummmit.