A motor carrier’s emergency preparedness plan is created to protect employees, customers and the general public from injury during a crisis. A business continuity plan is a piece of this plan, and it has the primary objective of maintaining and restoring operations during a crisis. Its role is to keep trucks or busses moving.

Your plan should consider the following topics:

AVAILABILITY OF GOODS AND SERVICES

• Are your customers (shippers and receivers) and their vendors able to continue operation?
• What would the demand for your customers’ products or services (pharmaceutical vs. appliances vs. toys, etc.) be during an emergency?
• Can essential materials and supplies be safely, legally and practically stored at regional distribution centers or dispersed at sites along likely traveled routes?
• What is the availability of fuel and lubricants? How long can you operate if a shortage occurs?
• Could there be a shortage of repair parts or supplies for vehicles and equipment?
• Are open warehouses or storage containers available locally on short notice if you need to stockpile supplies temporarily?
• Do you have pre-established contracts with multiple vendors for essential supplies? If your supply chain is disrupted, how long can you operate?
• Are there specialty support operations available during a pandemic, such as tank wash stations and cleaning supplies for bulk hazardous materials?

EMPLOYEE AVAILABILITY

• Are you able to re-assign cross-trained employees to fill in the gaps?
  • Is a mechanic licensed with a CDL able to take loads?
  • Can a dispatcher or supervisor fill in as a driver if qualified?
  • Can someone assist in dispatching?
• Are there enough available certified maintenance technicians in-house if your third-party fleet maintenance service is unable to service your equipment?
• How will you address drivers who are unwilling to transports goods or passengers in areas designated as “hot spots” for the emergency or crisis?
• Do you offer a work-from-home option for administrative personnel?
• Have you modified your policy on absenteeism (making it less stringent) during times of crisis?

If the crisis is a pandemic:

• Are there procedures in place for vehicles, including trucks, trailers and buses, to be adequately cleaned and disinfected between shifts and load changes?
• Are you cleaning (daily) frequently touched surfaces on busses?
• What procedures are in place in the event a driver becomes ill while on the road?

ROLES AND RESPONSIBILITIES

• Have you designated someone to oversee your emergency prevention initiative?

If the crisis is a pandemic:

• Do dispatchers have a checklist of symptoms of the disease/virus in order to refer drivers to treatment?
• Are dispatchers trained that regulations prohibit a driver from operating a CMV when ill?
• Have drivers been trained on your pandemic policy? They should have:
  • Educational materials (information about signs and symptoms, company procedures)
  • A point of contact for questions.

Source: Truckload Carriers Association (TCA)