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Halo Media Covid-19 Business continuity plan

1. Background

 

1.1 This document outlines Halo’s proposed approach to ensure business continuity in the event of the current COVID-19 outbreak escalating further in the UK whereby it may affect the ability of Halo’s staff to work in central London.  Business Continuity Plan (“BCP”)

 

1.2 As a small company we are agile and nimble. We are well set up and prepared to ensure disruption to our business, and our clients’ business operations, is avoided or minimised.

 

1.3 Currently, we are operating as normal and a considerable amount of work has been undertaken to review our business continuity plan to ensure that it will cope with the possibility of an escalation of the COVID-19 outbreak.

 

1.4 If the BCP is fully invoked, it will be actively implemented and monitored by Halo’s crisis management team (CMT) made up of our directors and managers. The function of the CMT is to provide clarity for business continuity in the event of an escalation of the outbreak. Appendix B names the members of the CMT.

 

1.5 There is no threat to our current operations, and we believe that we have taken all necessary steps at this stage to mitigate the impact on our business and therefore the impact on our clients’ businesses. We will continue to monitor developments closely, and check, modify and update our plans in accordance with Government advice and keep clients informed via regular contact from the Halo team.

 

1.6 Our tech partner’s service delivery platform is hosted in a Tier 1 data centre and any global office closure will not diminish our ability to support our clients.

 

1.7 Should you have any further, specific questions now or at any time, please do not hesitate to contact adam@halo.media in the first instance.

 

2. Risks to the business

 

2.1 Under the current WHO guidance, the main risks to our business, going from the most immediate to the longer term are:

 

2.1.1  Contagion: one or more of our staff falls ill and inadvertently spreads the virus in the workplace, or to people who we’re interfacing with.

2.1.2  Availability: some of our staff fall ill, are exposed to the virus, or otherwise can’t come to work due to changes in their domestic circumstances (e.g. school or childcare closed).

2.1.3  Lockdown: compulsory lockdowns or adherence to voluntary health recommendations from health authorities prevents us from being able to access our workplaces.

2.1.4  Inputs: we can’t complete projects because we can’t get the required client or third-party inputs.

 

2.2 A mitigation table is included in Appendix A.

 

3. Remote working

 

3.1 Halo are well set up for remote working given that all staff have laptops with remote access to our servers and to our cloud services. All services that we use are linked to cloud services.

 

3.2 Halo has a remote working policy that offers guidelines to staff to ensure continuous, uninterrupted service for our clients.

 

3.3 We are currently advising staff to take their laptops home each night so they will still be able to work if they cannot get into London on any given day.

 

3.4 If we have to work remotely we will have the following conference calls:

-  Weekly team meeting – all staff to dial into.

-  Daily management meeting with the CMT to discuss the BCP activation and future plans.

-  Daily sales meeting – sales team to dial into.

-  Daily account management meeting – account management team to dial into.

-  Daily call between sales and AM leads, per campaign.

-  We will also use the cloud-based campaign tracker and circulate to everyone on a daily basis.

 

3.5 If there are any issues with staff levels in the London offices, we have a team that can pick up activity seamlessly.

 

4. Communications

 

4.1 Our communications coordinator Adam Hopkinson, will ensure that employees have a clear understanding of their roles and responsibilities before any virus outbreak occurs. For example, employees should be informed of the BCP measures that will impact them and be kept updated on the policies and progress on the measures to be implemented by Halo in the event of a virus outbreak.

 

4.2 We have set up a remote working policy that allows for daily communication between all staff at Halo. This also includes daily check-ins for specific teams within Halo. We use web-based services for remote communication including email, mobile phone messaging, WhatsApp, Slack and conferencing facilities including Zoom and Google Hangouts.

 

4.3 Halo currently operates a clear audit log of all activity, live and ended, that is available to all members of staff. This will be shared with the CMT with an accompanying conference call every morning in the event of a virus outbreak.

 

4.4 We have a backup member of staff for every campaign that is planned, live or complete. In the event of this back up person becoming the new primary lead, all clients will be informed with 24 hours.

 

4.5 We have identified our relevant stakeholders including suppliers, agencies, direct clients and third-party vendors and have key channels to communicate with each. As and when necessary we will begin a dialogue with them on potential contingency measures during a virus outbreak.

 

4.6 Should a member of staff be infected with the virus; we have a designated person responsible for liaising with Public Health England (PHE) during activation of any potential contact tracing processes at the workplace.

 

4.7 Should a member of staff be infected while the remote working policy is in place, and we cannot contact them for any reason, we will try email, mobile phone and landline phone contact before activating a client back up to become the new primary lead.

 

5. Activation of campaigns

 

5.1 All campaigns will be activated as normal, via our cloud services.

 

5.2 We use the following cloud-based and web-based services to operate and activate campaigns:

 

-  Salesforce - Pipeline tool, revenue tracking and creation of draft invoicing

-  Google ‘office’ - filing system

-  Email - individual and third-party reporting

-  Salesforce - Campaign set up

-  Tag testers - rendering and firing check

-  DSP - campaign trafficking and performance/delivery optimisation and management and campaign reporting.

-  Adserve - Invoicing

-  Flashtalking - rich media building and ad serving

-  Photoshop/ Illustrator - creation of mock-up and screen grabs

 

5.3 Our campaign activation is run on cloud-based DSP via Avocet. We have a copy of their contingency plans in the event of a COVID-19 outbreak. And our audit logs are updated daily

 

5.4 Should any of our staff’s WIFI go down, we expect them to be able to tether from their mobiles. Halo provides all staff with either a mobile phone or a mobile phone allowance for their existing mobile phone.

 

6. Summary

 

6.1 Halo is, by its very nature, an agile company that can adapt to remote working immediately with no impact on the daily operations of our client’s businesses. We have a remote working policy that is ready to be activated should it be needed.

 

6.2 We have a mitigation plan for expected worst-case scenarios in the event of an escalation of the COVID-19 outbreak and we are confident that we have the plans in place to ensure disruption to our business, and our clients’ business operations, is avoided or minimised.

 

Appendix A – Risks and mitigation

 

Risk

Implication

Actions and mitigation

Contagion

One or more of our staff falls ill and inadvertently spreads the virus in the workplace, or to people who we’re interfacing with.

a)  Staff member sent home and office closed.

b)  All other staff to work from home.

c)  Update sent to all clients informing them of the office closure.

d)  Staff and clients in contact with our designated Halo PHE contact to begin contact tracing.

e)  A member of the CMT will update any out of office replies in order to minimise disruption to our clients’ businesses and inform clients who their new point of contact is at Halo.

f)   Activation of remote working policy with associated daily communication plan.

g)  Back up staff members informed when they are the new primary lead for their clients and clients then informed of this.

 

Availability

 

Some of our staff fall ill, are exposed to the virus, or otherwise can’t come to work due to changes in their domestic circumstances (e.g. school or childcare closed).

a)  Staff member sent home and office closed.

b)  All other staff to work from home.

c)  Update sent to all clients informing them of the office closure.

d)  Staff and clients in contact with our designated Halo PHE contact to begin contact tracing.

e)  A member of the CMT will update any out of office replies in order to minimise disruption to our clients’ businesses and inform clients who their new point of contact is at Halo.

f)   Activation of remote working policy with associated daily communication plan.

g)  Back up staff members informed when they are the new primary lead for their clients and clients then informed of this.

Lockdown

 

Compulsory lockdowns or adherence to voluntary health recommendations from health authorities prevents us from being able to access our workplaces.

a)  All staff to work from home.

b)  Update sent to all clients informing them of the office closure.

c)  Activation of remote working policy with associated daily communication plan.

 

Inputs

 

We can’t complete projects because we can’t get the required client or third-party inputs.

a)  We will work in line with our clients’ needs, should this occur, and will take the lead from our clients.

 

 

Appendix B – the crisis management team (CMT)

 

The CMT consists of:

-  Adam Hopkinson

- Rob Lynam

 

For continuity of leadership, in the event of absence of a key decision maker, the remaining members of the CMT will designate a new business lead during the BCP activation period.

 

Appendix 3 – good personal hygiene advice

 

Halo’s staff will adopt the following precautions at all times:

 

-  Avoid crowded places and close contact with people who are unwell or showing symptoms of illness.

-  Practice frequent hand washing with soap (e.g. before handling food or eating, after going to the toilet, or after coughing or sneezing).

-  Cover your mouth with a tissue paper when coughing or sneezing, and dispose the tissue paper in the rubbish bin immediately.

-  Seek medical attention promptly if you feeling unwell.

-  Maintain good indoor ventilation.

-  Avoid sharing food, cutlery, crockery, utensils and other personal hygiene items.

-  Avoid physical contact such as shaking hands and avoid touching your face or rubbing your eyes.

Copyright (c) 2021 Halo Media Enterprises Limited

Company Number 12498627

Registered in England and Wales at 147a High Street, Waltham Cross, Hertfordshire, England, EN8 7AP

VAT Certificate Number - 344395290

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