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Canadian Red Cross Charity Registration Number: 119219814RR0001

Preparedness Calendar Tool

This document serves as a tool to manage and schedule recommended activities related to your organization’s preparedness and resiliency. It includes assessment, maintenance, and training activities related to emergency response and business continuity. The activities and recommended frequency can be adapted according to the size and needs of your organization. Hyperlinks to Ready Rating resources that support these activities have been included where applicable.

An ‘X’ indicates the recommended frequency for each activity. If there are significant changes to the business or personnel, plans should be reviewed at that time.

# Activity Description Monthly Quarterly Bi-Annually Annually Date(s) Completed Comments
Assessment and Reporting
1 Management Briefing Report Provide executive briefing on preparedness status. Write your report using the Next Steps Report from Ready Rating and all associated activities (meetings, reviews, drills/exercises, and actual incidents).
2 Ready Rating Assessment Complete the Red Cross Ready Rating assessment to measure your current level of preparedness. Document changes and create action items based on the Next Steps Report.
3 Emergency Action Plan

(EAP)

Review of your EAP. Document action items to address improvements and changes.
4 Business

Recovery Plan(s)

Review your recovery plans and procedures.

Document action items to address improvements and changes.

5 Dependency

Mapping

Validate dependency lists. Reach out to each dependency to confirm whether they have contingency plans; determine if they address your dependency needs; and ensure they can follow through on their commitments.
6 Succession

Plans and

Back-up of Key

Personnel

Review plans. Validate roles and responsibilities. Address any pending personnel changes.
Exercise and Training
7 Building

Security

Review

Review all aspects of building security. Conduct testing and maintenance of alarms, notification systems, and safety equipment.
8 Communication

Lists

Validate all contact information in your plans (personnel, vendors/suppliers, community agencies, business partners, etc.).
9 Drills Conduct evacuation and shelter-in-place drills.
10 Exercises Conduct exercise(s) to validate your emergency response and business recovery plans. Frequent tabletop exercises that address various disruptions or focus on specific parts of plans are very effective for increasing awareness and building experience.
11 Emergency

Response

Team Training

 

Coordinate and schedule training. Reassign roles and responsibilities as necessary.
12 Warden

Training

 

Coordinate and schedule training. Reassign roles and responsibilities as necessary.
Awareness and Community Engagement
13 Engagement

with First

Responders

Get to know your local police, fire department, and first responders. If your organization has any specific concerns in an emergency, use this as an opportunity to discuss them with the appropriate agencies.
 

Additional Resources