1. Purpose
The purpose of this document is to outline Speak AI Inc.'s contingency plans for pandemics or infectious disease outbreaks to ensure business continuity, protect employee health, and maintain service availability.
2. Scope
This plan applies to all employees, contractors, and stakeholders of Speak AI Inc., including remote and in-office personnel.
3. Governance & Responsibilities
The Executive Team is responsible for activating and overseeing the response plan.
HR & Operations will manage employee well-being and remote work arrangements.
IT & Security will ensure secure and continued operations of Speak AI's services.
4. Risk Assessment & Preparedness
Monitoring global health advisories (e.g., WHO, CDC, Health Canada).
Maintaining a remote work infrastructure to support seamless transitions.
Ensuring robust cybersecurity and secure data handling for remote operations.
Identifying critical dependencies on third-party vendors and ensuring redundancy where possible.
5. Workplace Policies
Remote Work Enablement: Employees may work remotely in case of an outbreak.
Flexible Leave Policies: Employees experiencing symptoms should take paid sick leave.
Hygiene & Sanitation: Office spaces will be cleaned and disinfected regularly.
Employee Support: Mental health resources and support will be provided.
6. Business Continuity Strategy
Ensuring critical business operations continue remotely.
Leveraging cloud-based systems to facilitate communication and collaboration.
Establishing clear communication channels with customers regarding service availability.
Implementing a tiered response plan based on severity levels.
7. Communication Plan
Regular updates to employees via internal channels (Slack, email, meetings).
Customer communications via email, website, and support channels.
Designated response team to handle inquiries related to operational changes.
8. Incident Response & Recovery
Activation of the crisis response team during a pandemic outbreak.
Clear protocol for managing infected individuals in the workplace.
Phased reintegration plan for returning to normal operations post-crisis.
9. Review & Maintenance
This plan will be reviewed and updated annually or as needed.
Simulated pandemic response drills will be conducted periodically to ensure preparedness.