1. Procedure Title
Name of the Process: Managing Work During Power Outages
2. Purpose
Brief Description: To establish a standardized process for maintaining productivity and communication during unexpected or scheduled power outages while working remotely.
3. Scope
Involved Areas: All remote-working employees of Authority Solutions.
4. Responsibilities
Roles and Responsibilities:
- All Employees: Must follow the outlined procedures for managing work during power outages.
- Project Managers (PMs): Oversee the implementation of the procedure, provide support, and maintain communication with the team.
5. Definitions and Key Terms
Glossary:
- Power Outage: A loss of electric power to an area, which can disrupt remote work.
- Backup Power Solutions: Alternative sources of power such as power banks, small generators, or solar generators.
6. Procedure Details
6.1. Preparation and Prerequisites
- Ensure all employees have access to a fully charged laptop power bank or have a small generator or solar panel setup ready.
- Maintain a mobile phone with an active LTE/5G plan for backup internet connectivity.
6.2. Step-by-Step Procedure
Step 1: Inform the PM immediately via text or chat if a power outage occurs or is scheduled.
Step 2: Use backup power solutions (laptop power banks, generators, solar panels) to maintain the laptop’s charge.
Step 3: Switch to LTE/5G mobile internet if the regular broadband connection is disrupted.
Step 4: If battery resources are depleted, locate a nearby cafe or public space with power backup to continue working.
Step 5: Once the power is restored, notify the PM promptly and resume normal work procedures.
Step 6: In cases where no backup options are viable, and work cannot be continued, report the situation to the PM and follow procedures for recording an absence.
6.3. Tools and Resources
- Personal laptop and power banks.
- Personal mobile devices with LTE/5G connectivity.
- Local listings of cafes or public spaces with power backup facilities.
7. Safety and Compliance Measures
Applicable Regulations: Follow local safety guidelines when using generators or other electrical devices to prevent accidents.
8. Quality Control and Evaluation Metrics
Performance Indicators:
- Reduced downtime during power outages.
- Effective communication during outages.
- Compliance with the backup power usage guidelines.
9. Exception and Problem Handling
If unable to work despite all efforts, communicate this to the PM to arrange for task reallocation or rescheduling.
10. Documentation and Record Keeping
Documentation Requirements: Maintain logs of power outage incidents, duration, impact on work, and measures taken. And record all communications related to power outages in the project management tool (ClickUp).
11. Procedure Review and Update
Review Frequency: Review and update annually or as needed based on the frequency and impact of power outages, or when changes to backup technology or resources occur.