As circumstances surrounding the incidence of Coronavirus COVID-19 evolve across the world, INTRASOFT International has activated its Business Continuity (BC) Plan, steadily tracking the recommendations of government agencies and international organizations, placing as its focal point the health, safety and wellbeing of our people, clients and communities. We have put several precautionary measures in place, consulting our existing BC certified management system against ISO 22301, to ensure not only the maximum possible protection for all parties concerned, but also business continuity and long-term viability, in order to keep offering our quality services in a secure manner to our clients.

More specifically, our COVID-19 BCP embraces proactive measures and actions as follows:

Human Resources measures:

  • Remote work policy for employees; as of March 15th, 2020, 95% of staff across Athens, Patras, Thessaloniki, Brussels, Bucharest, Copenhagen and Luxembourg were working remotely
  • Review job roles to ensure key processes, operations and services can be carried out by skeleton staff
  • Review staff absence policy to make it consistent with public health/government guidance and regulations
  • Staff has a dedicated contact point to share personal concerns about COVID-19
  • Formulated plan in case if a staff member is diagnosed with COVID symptoms at office premises

Health and Hygiene measures:

  • Provision of hand sanitizers in office spaces
  • New hygiene instructions posted in all bathrooms across company offices
  • Adopted new intensified cleaning regime for office spaces
  • Internal communications regarding medical advice and company procedures provided to staff
  • Perform precautionary disinfections to all our premises

Travel measures:

  • All business travel banned (domestic and international) unless special permission has been granted. In case of travel, upon return staff is requested to work from home for 14 days

Collaboration and communication measures:

  • All meetings and interviews with external visitors, clients or candidates are happening virtually
  • All internal meetings and trainings are being implemented virtually
  • Extensive usage of corporate collaboration tools as means for communication at all levels and for all coordination and management levels (corporate operations, delivery and service provision)
  • Establish communication channel and information feedback with governmental local authorities and EU and international organizations responsible for health diseases treatments and pandemics

Technology and Cyber Security measures:

  • Ensure remote working has acceptable cyber security measures in place
  • Review cyber security measures in place to ensure that all systems and services provided will remain secure in case of mass-staff absences
  • Ensure that IT capabilities support remote work to cover peak and non-peak times
  • Ensure that the communication strategy is efficient and effective for staff to be contacted in an emergency

Supply Chain measures:

  • Identify critical and key suppliers and review their business continuity plans to ensure continuity of services and goods
  • Mapping suppliers and identifying those known to be located in high-risk geographies, in order to understand the extent of the potential problem as well as possible shortages of supplies
  • Prioritizing the sourcing of protective equipment for employees, such as masks, gloves, cleaning or antiseptic supplies
  • Understanding which items being sourced are likely to be delayed or impacted and planning for worst-case scenarios
  • Accelerating the introduction of alternative suppliers
  • Increasing safety stock levels for the hot parts
  • Re-establish our contingency supply chain plan

Business Continuity Governance measures:

  • Activate a dedicated Business Continuity strategic management team to manage the COVID-19 crisis to oversee potential strategic business challenges
  • Activate the incident response and crisis management procedure
  • Re-evaluate the critical and non-critical operations and services and reprioritize them in the event of business impact
  • Conduct specific business impact analysis (BIA), Risk Assessment (RA) and risk treatment plans under the scope of the COVID-19 affect
  • Continuously monitor the risks levels and the efficiency of the risk treatment plans
  • Ensure that service and business continuity plans are in place and are being tested
  • Review and draw up recovery plans to assess how the business will be recovered from business continuity response stage to recovery stage

We remain in direct contact with government officials in all the countries we operate, proactively taking steps to ensure the safety of our people and our clients and to follow all new directives as instructed by national authorities, EU and international organisations.