Office Closure Plan Presence

Overview

The Office Closure Plan for Presence provides a structured approach for safely shutting down physical office locations when circumstances demand, while preserving business continuity, employee wellbeing, and compliance with local regulations. The plan is intended for all teams that normally work onsite and outlines clear triggers, communication protocols, responsibilities, and stepbystep actions to execute a temporary or prolonged closure.

Trigger Events

Closure may be initiated when any of the following events occur:

• Public health emergencies e.g., pandemic outbreaks, severe influenza seasons, or local disease alerts.
• Severe weather hurricanes, blizzards, floods, or any conditions that make the building unsafe.
• Infrastructure failures power outages longer than 4hours, water main breaks, or critical IT system failures.
• Security threats credible bomb threats, active shooter alerts, or civil unrest in the vicinity of the office.
• Regulatory orders government or municipal directives that require businesses to close.

Each trigger has an associated decisionmaking matrix (see the Resources section) that helps leadership determine the appropriate level of response.

Communication Strategy

Effective communication is the backbone of a successful closure. The plan defines three communication tiers:

1. Immediate Alerts

Sent within 30minutes of a trigger being confirmed. Channels: SMS push, email blast, and the internal emergency app. Content includes:

• Nature of the event
• Initial decision (open, partial closure, full closure)
• Expected timeline for updates

2. Ongoing Updates

Issued every 24hours, or as new information becomes available. These updates provide:

• Status of the situation
• Resources for employee support (e.g., counseling hotlines)

3. PostClosure Summary

Delivered after the office reopens. It recaps the event, outlines lessons learned, and details any policy adjustments.

Roles & Responsibilities

Clear accountability prevents confusion. Key roles include:

• Executive Sponsor Makes final closure decision; coordinates with legal and compliance.
• Business Continuity Manager (BCM) Activates the plan, maintains the incident log, and oversees the restoration timeline.
• Facilities Lead Secures the physical site, arranges cleaning, and verifies utilities.
• IT Operations Lead Ensures remote access, VPN capacity, and data security for offsite workers.
• HR & Employee Services Communicates policies, manages leave balances, and provides employee assistance.
• Department Heads Adjust team workloads, approve remote work arrangements, and keep their teams informed.

All roles are documented in the Roles & Contacts Matrix, which is stored on the intranet for instant reference.

Operational Steps

PreClosure Checklist

1. Validate the trigger using official sources (e.g., NOAA, CDC, local authorities).
2. Notify the Executive Sponsor and BCM.
3. Activate the Office Closure channel in the emergency app.
4. Confirm that remotework tools (VPN, collaboration suites) are fully functional.
5. Secure physical assets: lock doors, shut down nonessential equipment, and protect confidential documents.

During Closure

6. Monitor the situation continuously and update employees.
7. Track attendance and verify that staff are safely working from home.
8. Maintain a 24/7 IT helpdesk for remoteaccess issues.
9. Provide daily healthcheck surveys if the trigger is healthrelated.
10. Document all decisions and actions in the incident log.

PostClosure Activities

11. Conduct a visual inspection of the office space before reentry.
12. Confirm that utilities and safety systems (fire alarms, HVAC) are operational.
13. Restore normal building access and communicate the reopening schedule.
14. Run a debrief with all role owners; capture lessons learned.
15. Update the Closure Plan based on feedback.

Reopening Protocol

Reopening is treated as a phased process to ensure safety and confidence:

• Phase1 Limited Access: Essential staff return on a staggered schedule; health screenings are mandatory.
• Phase2 Partial Capacity: Up to 50% of workstations are occupied; spacing guidelines are enforced.
• Phase3 Full Capacity: Normal operations resume once official clearance is received and all safety measures are verified.

Each phase requires signoff from the Facilities Lead and the Health & Safety Officer.

Resources & Templates