H1N1 is probably going to hit your office one of these days, so there are a few things you need to do to keep things running smoothly

Dr. Gaynor Watson-Creed, medical officer of health for the Capital District Health Authority in Halifax, opened a recent panel discussion on H1N1 pandemic preparations by speaking of the extraordinary collaboration she's seen among health organizations since the first wave arrived in Nova Scotia in April.

It's crucial that all businesses, no matter their size, make plans for how they can continue operations during an expected second wave, said Valerie Payn, president of the Halifax Chamber of Commerce. In doing so, planners should think carefully about how their activities depend on what other businesses and agencies do and how their own operations support others.

Some tips that emerged from the discussion among health, education, business, public service, and non-profit representatives were:

• Unlike natural disasters, which cause mainly physical damage and are relatively short in duration, a flu pandemic's biggest effect may be significant staff absenteeism over a prolonged period.

• It will be difficult or impossible to continue "business as usual" if the pandemic is severe. Identify what aspects of your business are essential to continue, not only in the services you provide, but internally as well. For example, could you continue to operate if your payroll department was unable to function?

• Plans should not focus on preventing the arrival of H1N1 in your workplace but on minimizing its impact on your business, your customers, the economy, and the community.

• Staff members may miss work because they are ill. They may also be absent to care for a child or loved one who is ill, because they are needed in a volunteer role elsewhere, or because they fear exposure to the flu at work.

• Plan for the worst-case scenario-30% or more of staff affected at once.

• Consider whether some employees might be able to work from home to limit exposure to the virus. Educate staff on how to take care of their own health through frequent hand washing and good cough hygiene.

• Stress that those who are ill stay home while their symptoms persist in order to protect co-workers. Consider ways you can support non-salaried staff members who may come to work when ill for fear of losing income.

• Identify employees who might be able to shift into different roles during a pandemic and provide them the training they need now.

• Encourage employees to get immunized against H1N1 when the vaccine becomes available in November.

• H1N1 will be everywhere, so planning should take into account not only its impact on your business but also how it may affect your partners. Service from suppliers could be disrupted, access to financial services may be limited, even information technology could be affected if the people who maintain it are ill.

• Develop a way to monitor absenteeism from day-to-day. Phase in your business continuity plan as illnesses increase rather than making major, abrupt operational changes.

• Look at plans that have been prepared by other businesses and share yours to assist others and seek feedback.

The pandemic plan prepared by the Halifax Chamber of Commerce and other H1N1 resources can be found on the Chamber website.

John Gillis is the media relations advisor for the Capital District Health Authority in Halifax.