Safety & Compliance

Mitigate Risks with a Crisis Plan

September 16, 2024

By Shelly Otenbaker, president, WayPoint Marketing Communications

“An ounce of prevention is worth a pound of cure.” Many are aware of this phrase, but few follow it. In manufacturing, taking small, proactive steps to prevent a problem is far more effective and less costly than dealing with the consequences once the problem occurs – especially when managing a crisis.

A business crisis is a situation that negatively impacts customers, employees and/or a company’s reputation. They come in all shapes and sizes, including organizational (e.g., acquisitions, cybersecurity, reorganizations), natural disasters, accidents and work stoppages.

The best way to mitigate the risk and minimize the negative impact of a crisis is to be prepared. Many manufacturers have people in environmental, health and safety roles who have developed a plan for the facility to manage a crisis, but few have established a communication plan.

A crisis communication plan helps ensure clear and consistent messages are conveyed during times of uncertainty or emergency. A well-structured plan helps to manage information flow, minimizing misinformation and reducing panic. It outlines the roles and responsibilities of key personnel, ensuring everyone knows their tasks and can swiftly act. This preparation helps maintain trust and credibility with stakeholders, including employees, customers, investors and the public.

Developing a crisis communication plan does not have to be overly complicated. But it does need to be a living plan that adjusts as the business changes, and it must define processes and action steps. Here are a few steps companies can take when developing an effective crisis communication plan.

Identify the Team

It is important to identify the employees that will support the plan because this will be the team responsible for managing and communicating during a crisis. When developing a team, think about the entire organization and the people who could be impacted by a crisis. It should include facility people – EHS, HR, plant leadership – as well as communications, legal and, potentially, the business owner.

If a company has multiple facilities, the team may need to expand to a head of the region or the corporate team. Having a pre-identified and trained team ensures all members know their roles and will help improve response time and effectiveness.

Create a Response Protocol

The response protocol is a step-by-step guide to guide the organization through a crisis and should contain several key tools.

First, the crisis team should brainstorm the type of crises the organization could face. This should be realistic but include scenarios that are not highly likely – before 2020, it is doubtful an organization had a pandemic in its crisis plan.

Additionally, the team should create crisis levels and the criteria that define each level. For example:

Level 1 – controlled, minimal impact on employees or business, no injuries
Level 2 – temporary, confined to facility, minor injury
Level 3 – significant business impact, multiple or severe injury, community impact
Level 4 – significant business impact (e.g., multiple facilities), death, regional impact

The levels should include general categories, align specifically to the business, cover all facets of the organization and increase in severity.

The next important tool is an incident report or some sort of mechanism to collect important data related to the crisis, such as what happened or is happening, who is involved and impacted, whether it’s an isolated/one-time incident or ongoing and any details related to the situation. Having access to correct information will be critical to an organization’s crisis response team’s ability to make informed decisions.

Next, an organization must define how to respond to different types of crises. An organization should ask: How will communication happen? Who initiates it and when does it start? What are the appropriate action steps based on the crisis levels and timing – immediate, first 12 hours, 24 hours and beyond? What communication tools will be used and what are the expected milestones?

Develop Communication Materials

During a crisis, every second counts so it is helpful to have materials or templates created and easily accessible to be utilized by the crisis team as needed.

Key messages: Predefined messages about what the company does, what makes it unique and its values and priorities.
Facility statistics: Information about all facilities – size, number of employees, products produced, etc.
Scenario-specific messaging: Established messaging targeted at high-priority stakeholders (e.g., employees, customers) for specific scenarios that could occur within the facility.
Contact lists: Create a list of names, emails and phone numbers for key stakeholders – employees (and emergency contacts), customers, emergency services and local media outlets.
Spokespeople: Identify and train a small group of people who are tasked to communicate with employees, customers and media during a crisis.
Communication tools: Identify and prepare tools that will be utilized to communicate during a crisis. Remember crisis teams may not always be able to utilize their facilities or traditional communication tools for all crises (e.g., loss of power, cell service).

Practice Makes Perfect

Although there is no perfect outcome when it comes to a crisis, companies regularly should conduct drills and simulation exercises to test the effectiveness of their crisis communication plan. Creating different scenarios and running through them allows a team to practice roles and refine the plan based on lessons learned.

Finally, a crisis communication plan should be dynamic and responsive to changes in the organization and its environment. Regularly review and update the plan to reflect new employees, risks, stakeholders and communication technologies.

A crisis communication plan can significantly impact the overall outcome of a crisis. Anyone who has endured a crisis without a plan will share that it often can be chaotic and extremely stressful.

By having predetermined strategies and communication channels, organizations can address concerns, provide necessary updates and demonstrate control over the situation. This proactive approach not only protects the organization’s reputation but also reassures stakeholders the organization is competent and prepared to handle adverse situations.

Shelly Otenbaker is the president of WayPoint Marketing Communications, a leading business-to-business marketing communications agency focused on helping manufacturers attract and retain talent and acquire new business. The company specializes in building customized, strategic programs tailored to meet the unique needs of each client.

More information: www.waypointmc.com

Are Your Corporate Cell Phone Policies Up to Date?

March 15, 2023

By Ralph G. Martinez, Esq. and Ed Rigsbee, CAE, CSP

If employees are punching in a telephone number or raising a cell phone to their ears while driving, their employers might be liable. A growing number of states in the US and several foreign countries are making it a crime to use a cell phone while driving unless one’s cell phone operates “hands-free” or is a “hands-free” device. Employees should know their company’s current, written policy on cell phone use while driving on the job.

Productivity and connectedness

Technological advances improve productivity and connectedness. Drivers across the US redeem some of their driving time each day by staying connected with parents, children and friends during their commute. Many also conduct business by telephone during these long commutes or travel times. In decades past, drivers would have to pull over to the side of the highway when they found a telephone booth or a pay telephone. This may return as the preferred way to stay connected en route, particularly for driving minors.

Technology may give us advantages, but they sometimes bring unexpected changes in our lifestyle. The law all over the world is responding to the increased number of accidents that involve drivers being distracted on cell phones. The law is merely catching up to the new risk introduced by new technology that has been embraced and exploited.

Higher potential liability for employers

The protection of new safety laws also creates new risks for business owners and leaders. In most areas of the US, if employees violate a safety law while involved in a car accident on the job, they and their employer may be held negligent, even if they are otherwise driving well. Generally, the concept is referred to as negligence per se. Lawyers use the principle of negligence per se as a shortcut to establish liability in lawsuits to win damages for people injured in accidents. The new wave of cell phone laws are safety laws designed to eliminate distractions and prevent accidents. Depending on the extent of the injuries, this financial risk to an employer could be very substantial. If the cited employee driver has violated the cell phone law before, significant punitive damages could be assessed against the employer. Negligence per se as a principle will be used more frequently in personal injury cases when a driver was using a cell phone.

Employee handbook and written policy

Employers should adopt a written policy and/or amend the employee handbook to require strict compliance by employees with the hands-free cell phone law that is adopted by their country, state, city, county or township. Many businesses may instruct their employees not to use cell phones while driving and to let incoming calls go to voicemail, to be returned outside of the car in a safe area.

If a business issues cell phones to its employees, or necessarily requires the use of a cell phone by its employees, make sure that the cell phones can be used hands free. Note that a cell phone that has a speaker phone function will not necessarily comply with the law. Employers that hire employees under the age of 18 should prohibit their use of a cell phone in a car. The policy should be acknowledged by employees in writing and enforced by the company. An attorney can help businesses assess the specific risk and how to protect against that risk with an appropriate policy and implemented management practice. The authors have developed a policy and are helping many businesses protect against this new risk from this safety law. Adjusting to these developments not only will allow employees to drive more safely on the highways but also continue with their business efforts – in both cases, undistracted.

Ed Rigsbee is the founder and CEO of the 501(c)(3) non-profit public charity Cigar PEG Philanthropy through Fun and president at Rigsbee Research, which conducts qualitative member ROI research and consulting for associations and societies. He holds the Certified Association Executive (CAE) and Certified Speaking Professional (CSP) accreditation. Rigsbee is the author of the The ROI of Membership – Today’s Missing Link for Explosive Growth, PartnerShift, Developing Strategic Alliances and The Art of Partnering. Resources are available at www.rigsbee.com.

Managed Service Providers are Critical to Securing Smart Factory

December 13, 2022

By Lauren Middleton, content writer and web designer, River Valley Digital

Industry 4.0 has significantly transformed the manufacturing industry. Manufacturing companies that integrate Industry 4.0 or “Smart Factory” experience better efficiency, improved data insights, better quality control, reduced labor and reductions in cost. However, the associated interconnectedness comes with a cost.

Smart Factory environments have experienced a significant increase in cyberattacks. According to Statista, manufacturing accounted for 23% of cyberattacks in 2021 alone. In fact, manufacturing knocked down the financial services industry from being the most attacked industry by ransomware in 2021. The average loss from a major cyber breach was $1.7 million.

Additional costs also arise related to customer service disruptions, productivity losses and compliance fines. Surprisingly, despite the existential risk to the business, many manufacturers still believe that “this will never happen to my company.” Recovery from a cyber-crime event may not be possible, so what are some of the solutions to the problem? A proven solution is cooperation with a managed service provider.

A managed service provider (MSP) is a third-party company that in cooperation with a company’s internal IT staff remotely co-manages all facets of the corporate information technology infrastructure, OT and IT, including data networks of all devices, office and plant. These services include 24/7 systems management, monitoring and comprehensive security.

Cyberattack risks

The biggest cyber threats to manufacturers originate from ransomware via phishing attacks or other security impairments. Such attacks are malicious and can cause loss of revenue, business downtime and money extortion. Ransomware is the most common type of malware. It allows a hacker to access and cripple computer systems, and keeps systems inoperable and data inaccessible until the affected company pays a ransom.

Chris Scallan, converting superintendent at Delmarva Corrugated Packaging (Dover, Delaware) said cyberattacks are a significant concern in its Delaware facility, and the company has partnered with an IT-managed services provider. “It is a very large concern to make sure attacks do not happen and that the provider makes sure it does not happen,” he said. “And knock-on-wood, since being at the new manufacturing facility in Delaware, there have been no issues.”

The main reasons manufacturers are targeted for cyberattacks frequently are related to their high-value data and significant revenue basis. Hackers know that they have great leverage because the attack can cause extensive damage and the manufacturer has the revenue to pay for the ransom.

Phishing

Chris Scallan, converting superintendent at Delmarva, said cyberattacks are a significant concern in its Delaware facility.

Phishing often is the means of the cyberattack: The attacker disguises themselves as a legitimate source to convince the target. In most cases, a malware or ransomware attack needs the victim to click a link or download an email attachment. So, attackers often embed malware or ransomware code into a phishing email. An unsuspecting, unfamiliar and not sufficiently trained workforce is the most common reason manufacturing facilities fall victim to phishing attacks.

Roughly 26% of manufacturers report that employee errors and omissions are one of the biggest cyber threats faced. Common threats that stem from employee error are falling for phishing attacks, incorrect use of company data on mobile devices, direct abuse of IT systems and machine errors. Manufacturers need to create organization-wide cybersecurity policies and protocols. Managed services providers are ideally positioned to provide guidance in creating these security systems, helping to implement and monitor them.

Remote work

The increase of a remote workforce has led to a significant rise of cybercrime incidences in the manufacturing sector. The main threat to OT systems (plant operational technology) occurred through employees who have had direct access to OT networks while working remotely. The need for remote direct online access to production automation equipment increased suddenly with the arrival of the pandemic.

Not only employees have required this access, but vendors of automation machinery also needed to remote in as travel was restricted or outright not possible. Digital transformation on the factory floor has allowed once isolated operational technology networks to be connected with the rest of the devices of the company’s IT infrastructure. Scallan explained the advantages of having interconnected machines: “Anytime there’s an issue with one of the machines, an employee is able to call the vendor and the vendor can dial into the machine and troubleshoot directly with the employee and that makes it a lot easier than trying to speak over the phone.” Yet this infrastructure requires a whole new network and security configurations with around-the-clock monitoring as threats can surface indiscriminately at any time.

ERP systems

Environmental resource planning systems (ERP systems) are one of the top targets for cyberattacks. ERP systems contain company financial data and other sensitive information that is valuable to hackers. When this data becomes compromised, the factory’s critical infrastructure is in danger of shutting down. It is crucial for manufacturers to have cybersecurity measures in place for all ERP systems.

“The company has two ERP systems, two of them working in conjunction. One is further along than the other – it is a special system for the industry – and it is cloud-based,” explained Scallan. “Nothing is local here in Delaware. Instead, the provider takes care of it offsite. If anything happens within the building, the cloud-based disaster recovery kicks in, and the system can be run from anywhere.”

Mergers and acquisitions

Manufacturing experienced a revival after the pandemic slowed down and with it came several mergers and acquisitions. With more mergers and acquisitions occurring, comes the need for M&A cybersecurity strategy and due diligence. Cybersecurity due diligence is especially important in the context of M&A because all parties involved in it must have strong security protocols in place.

Following an acquisition, plant machinery will likely become interconnected at different plant sites. Before an acquisition takes place M&A due diligence assessments should include all its network systems and digital assets. Overlooking and underestimating cyber risks leaves a facility open to potential cyber incidents. There were cases where these risks had gone unnoticed for several years after the merger and acquisition had been completed. These incidents are reported to have cost organizations millions of dollars.

Cyber due diligence

Cyber due diligence involves the following:

Leadership support for cybersecurity due diligence;
data mapping;
quick assessment of cybersecurity practices; and
a risk scoring tool that identifies and prioritizes risks.

By understanding all of the sources of data in an organization, how the data is collected and where the risks of unauthorized access may be, an organization has taken the first step in understanding how to protect itself from cyberattacks.

Organizational leadership must not rely on an IT individual or small team who may be preoccupied with ensuring daily operational technology works properly. Instead, identify the risk, prioritize the needs of the organization and then develop a plan to address those needs … before ransomware halts activity on the production floor.

Tekscape, Inc. is an industry leader in advanced and tailored IT technology solutions. Its mission is to provide a result-driven and business-minded approach to technology services with ease and agility. Tekscape specializes in designing, implementing and managing solutions to help companies in their digital transformation path, enabling effective infrastructure solutions, workforce productivity and implementing a comprehensive cybersecurity strategy.

Lauren Middleton’s firm, River Valley Digital, specializes in working with managed service providers and manufacturers all over the United States.

More information: www.tekscape.com/manufacturing

UV Surface and Air Disinfection Devices: Let the Buyer Beware!

December 10, 2020

By Castine A. Bernardy, Nicola M. Elardo, Alexa M. Trautz, and James P. Malley, Jr., Ph.D., Environmental Engineers, University of New Hampshire, Durham, NH

Worldwide concern over the risk of contracting or spreading COVID-19 has sparked widespread interest in using UV devices for air and surface disinfection. The purpose of this article is to provide tips to the consumers and users of UV devices intended to inactivate air and surface pathogens. That market contains thousands of different products, with over 50 million UV products sold to consumers since March 2020. Unfortunately, these products lack uniform validation protocols, manufacturing specification, or guidelines. Therefore, consumers need to be informed before purchasing or using UV devices.

There are three types of UV light commonly discussed in disinfection. UV-A and B wavelengths come from the sun and reach the Earth. UV-C wavelengths vary from 200 to 280 nm and are emitted from these purchased UV devices.

Generally, the lower the wavelength, the greater the photon energy of the light that is being emitted by the device. This is important to note when discussing disinfection due to the sun, as UV-A and UV-B have longer wavelengths. While disinfection from the sun may be possible, the time required to achieve adequate disinfection from the sun is excessive and often results in desiccation of the pathogen before it is inactivated by the UV ray.

What you should know

Often the information provided by advertisements and many very brief user manuals for UV devices simplifies operations to talking about time, instead of dose. Dose is the measurement that is recommended by all UV professionals because time is not the most important factor. The effectiveness of any UV device or application depends upon at least four key factors: a) the irradiance or fluence rate of the light source at specific wavelength(s) emitted (some refer to this as intensity or strength of light, but those are vague, non-technical terms), b) the optical geometry of the UV device, or how it is to be applied, c) the type of organisms to be targeted, including their action spectra and what percent removal (or log inactivation), is desired and d) contact time. Of these lamp characteristics, optical geometry and organism characteristics are far more important than time.

UV device geometry and optics matter when placing an object in it for disinfection, as shown in Figure 1. Figure 1 is a UV intensity “heat map” of a typical device disinfecting a KN95 mask (black). The heat map measures the sum of all optical factors that affect delivered UV dose, as confirmed by UV radiometer readings. The figure demonstrates that many regions of a typical UV device (blue) deliver a very low UV dose and will produce poor disinfection.

One way to determine if the UV device is effective at inactivating the pathogen of interest is by using UV dosimeter badges. UV dosimeter badges are reusable or single-use labels that change color as they receive UV radiation. When purchased, a pack of dosimeter badges will come with a color scale that matches each color to a UV dose. With this tool, the user visually can see if the required dose for disinfection has been achieved by matching their badge to the corresponding color on the scale after dosing. Thus, UV dosimeter badges offer consumers an easy way to confirm a UV device has done its job.

Safety concerns

Virtually all UV devices come with warnings about the potential electrical hazards and about the fact that UV light is known to cause harm to skin and eyes.

Dosing human and animal tissues with any forms of UV energy should not be done by the buyers and users of these UV devices. Special cases performed by experienced medical professionals under very tightly controlled conditions for very specific medical problems may be found in internet searches, but “do not do this at home” is the message for buyers and users of UV devices.

The current US and international guidelines set limits on maximum exposure to UV and highly recommend that living tissue should not be exposed to any forms of UV light unless it is prescribed and monitored by healthcare professionals.

Users must be vigilant to protect themselves from all direct, reflected or otherwise stray UV light when using any UV device, especially items such as UV wands.

In addition, ozone production is another potential hazard when operating enclosed UV devices. Normal use of UV devices for applying lower doses (0 to 100 mJ/cm²) to surfaces or air is being increased 10- to 20-fold (e.g., 2,000 mJ/cm²) to ensure PPE is adequately disinfected before reuse. The elevated doses may result in the unwanted generation of low levels of airborne ozone. Such ozone levels can cause minor irritation to the eyes, nose and throat, as well as low-grade headaches if people use these devices for extended periods of time.

In addition, the effectiveness of using UV wands is doubtful. Normal human limitations and error make it unlikely that consumers will hold the wand an appropriate distance from a surface, use the correct sweeping motion to cover the whole surface or expose the pathogen to a high enough UV dose to cause adequate inactivation.

Finally, it is extremely important to verify that you have purchased a quality UV device. Generally, the better-quality devices are hundreds to thousands of dollars and come with independent third-party testing data. However, price is not the only determinant for UV device excellence, and it is crucial to confirm that the UV device delivers the specified dose from the lamp by use of dosimeter badges. Finally, UV devices cannot replace the multiple barriers recommended by health experts to prevent the spread of diseases like COVID-19.

Castine A. Bernardy and Nicola M. Elardo are Graduate Research Assistants and Alexa M. Trautz is an Undergraduate Research Assistant in the MalleyCATS group at the University of New Hampshire, Department of Civil and Environmental Engineering, Durham, NH 03824. This article written under the supervision of Jim Malley, jim.malley@unh.edu. For more information on UV disinfection technologies, visit www.uvsolutionsmag.com.

Fact Sheet Released by Keep Me Posted: COVID-19 and Paper Product Safety

August 19, 2020

Two Sides North America, Chicago, Illinois, an initiative that promotes the sustainability of the graphics communications industry and dispels common environmental misconceptions, has announced that Keep Me Posted North America, a key Two Sides campaign, has compiled the latest available science and guidance related to COVID-19 and the safe use of paper products.

The COVID-19 pandemic has raised questions about the lifespan of the virus on a variety of surfaces, including paper and paper-based packaging products. Some service providers are capitalizing on consumer uncertainty by suggesting or requiring that their customers go paperless for safety reasons. Such a change is not welcomed by many and can be especially challenging for those who have difficulty using electronic technologies or who simply need paper communications, including older adults, people with disabilities, low-income earners and those with no home internet or computers.

For more information, visit www.twosidesna.org. To read more and download the fact sheet, visit https://bit.ly/34cuffU.

US Department of Labor Adopts Revised Enforcement Policies for Coronavirus

June 15, 2020

The US Department of Labor’s Occupational Safety and Health Administration (OSHA), Washington, DC, has adopted revised policies for enforcing OSHA’s requirements with respect to coronavirus as economies reopen in states throughout the country.

Throughout the course of the pandemic, understanding about the transmission and prevention of infection has improved. The government and the private sector have taken rapid and evolving measures to slow the virus’s spread, protect employees and adapt to new ways of doing business.

Now, as states begin reopening their economies, OSHA has issued two revised enforcement policies to ensure employers are taking action to protect their employees.

First, OSHA is increasing in-person inspections at all types of workplaces. The new enforcement guidance reflects changing circumstances in which many noncritical businesses have begun to reopen in areas of lower community spread. The risk of transmission is lower in specific categories of workplaces, and personal protective equipment potentially needed for inspections is more widely available. OSHA staff will continue to prioritize COVID-19 inspections and will utilize all enforcement tools as OSHA has historically done.

Second, OSHA is revising its previous enforcement policy for recording cases of coronavirus. Under OSHA’s recordkeeping requirements, coronavirus is a recordable illness, and employers are responsible for recording cases of the coronavirus, if the case:

Is confirmed as a coronavirus illness;
Is work-related as defined by 29 CFR 1904.5; and
Involves one or more of the general recording criteria in 29 CFR 1904.7, such as medical treatment beyond first aid or days away from work.

Under the new policy issued in mid-May, OSHA will enforce the recordkeeping requirements of 29 CFR 1904 for employee coronavirus illnesses for all employers. Given the nature of the disease and community spread, however, in many instances it remains difficult to determine whether a coronavirus illness is work-related, especially when an employee has experienced potential exposure both in and out of the workplace. OSHA’s guidance emphasizes that employers must make reasonable efforts, based on the evidence available to the employer, to ascertain whether a particular case of coronavirus is work-related.

Recording a coronavirus illness does not mean the employer has violated any OSHA standard. Following existing regulations, employers with 10 or fewer employees and certain employers in low hazard industries have no recording obligations; they need only report work-related coronavirus illnesses that result in a fatality or an employee’s in-patient hospitalization, amputation or loss of an eye.

For further information and resources about the coronavirus disease, please visit OSHA’s coronavirus webpage at https://www.osha.gov/SLTC/covid-19/.

Under the Occupational Safety and Health Act of 1970, employers are responsible for providing safe and healthful workplaces for their employees. OSHA’s role is to help ensure these conditions for America’s working men and women by setting and enforcing standards, and providing training, education and assistance.

The mission of the Department of Labor is to foster, promote and develop the welfare of the wage earners, job seekers and retirees of the US; improve working conditions; advance opportunities for profitable employment; and ensure work-related benefits and rights.

For more information, visit www.osha.gov.

The Finishing Industry Works Through COVID-19

June 5, 2020

By Hallie Forcinio, contributing writer, PostPress

Whether reopening, working at reduced capacity or running full out as the COVID-19 pandemic continues, businesses are striving to make work environments safer for personnel and customers and to maintain positive cash flow.

During a webinar on April 22, 2020, “Working Through COVID-19,” executives from MCD, Inc.; BrightMARKS LLC; SunDance; and Datagraphic + Spectragraphic described how their print finishing and printing businesses have been affected by the pandemic and how they are preparing for the future.

Sales have plummeted, but many projects have been put on hold rather than canceled. JohnHenry Ruggieri, managing director of SunDance, an Orlando, Florida-based full-service printer and finisher, which serves many tourist-related businesses, believes most jobs now on hold will go forward eventually. Sean Hurley, vice president of Sales at MCD in Madison, Wisconsin, a full-service print finishing operation, also feels optimistic. Despite a 50% slide in sales in April 2020 and a similar downturn expected for May, he said, “We feel sales will come back in June and get better after that as confidence builds.”

Located on Long Island in Commack, New York, Datagraphic + Spectragraphic, offering commercial printing and finishing solutions, has been shut down as a non-essential business but was hoping to reopen in mid-May to supply customers that are classified as essential. “Everything has come to a grinding halt,” reported Glenn Schuster, president of Datagraphic + Spectragraphic. Meanwhile, the company has been operating on a limited basis to produce face shields to protect healthcare workers and first responders. A customer that is assembling the face shields knew Datagraphic + Spectragraphic works with plastics and asked for help.

“Within the hour, we were testing the material,” recalled Schuster. “We quickly learned that we needed a special knife called a Viking blade, which is extra hard and sharp, to cut through the 30-mil Lexan [polycarbonate sheet],” he explained. Once that challenge was solved, it simply was a matter of adjusting the knife cutting height on the press. “We’ve stamped out close to 200,000 shields,” said Schuster, noting it is a way to give back. He added, “It’s been a feel-good type of project. That’s the silver lining if there is one in all of this.”

David Hutchison, chief executive officer/managing member of BrightMARKS in Lenexa, Kansas, which offers print finishing and decorating services, reported the company’s direct mail business is down about 50% and, “There is virtually no activity at the moment in greeting cards and social stationery.” Fortunately, he said, “Our packaging business is not off as much.” With packaging serving essential business categories, “We are seeing volume come in there,” he explained.

In direct mail, he noted, “Customers are starting to realize people who are quarantined are excited to get mail. We are quoting some very large projects that will go as soon as the retail environment opens up. We are hopeful that will come about in late June or mid-July.”

Schuster agreed on the trajectory for direct mail and predicted it will bounce back quicker than some other segments. “When the switch is turned back on, people are going to need to communicate with their customers,” he explained.

The outlook for greeting cards also looks positive. Webinar Moderator Jeff Peterson, FSEA executive director and editor-in-chief of PostPress, noted people who won’t be attending spring/summer gatherings like weddings and graduations in person still will send a card. “If people are unable to attend gatherings, such as graduations and weddings, they are more likely to choose a more expensive, foil and embossed card to mail,” stated Peterson.

Staying safe

Face-Shields — Employees at MCD wear face shields as a protective measure.

Every business – whether open, partially open or preparing to open – is implementing changes to keep personnel safe in the plant and office. Common practices include employee education about the risks associated with the virus and the steps being taken to maximize employee safety, working from home if possible – particularly for more vulnerable employees, temperature checks at the start of each shift, enhanced cleaning regimens and maintaining social distancing by closing common areas, installing barriers and staggering shifts. Visitors, if allowed at all, are required to wear a mask and perhaps gloves.

Ruggieri of Sundance reported, “The first thing we did was to implement a quick and effective method of delivering information to all employees, because a lot of employees didn’t have company email.” The next step was reducing the population in the building. He explained, “People who can work from home do so, and the rest work either a Monday/Wednesday/Friday shift or a Tuesday/Thursday/Saturday shift. The headcount in the building is about one-third at any one time.”

At BrightMARKS, operators wipe down equipment at the beginning and end of each shift, and other cleaning and sanitation tasks are done more often. In addition, every Sunday the offices and production facility are treated by Jan-Pro with the EnviroShield system, a disinfectant mist that eliminates more than 99.99% of bacteria and viruses.

Practices vary somewhat to meet state requirements. In Pennsylvania, where a face covering must be worn when entering any place of business, Menasha Packaging Company, a folding carton manufacturer based in York, Pennsylvania, provided employees with cloth masks or bandanas with instructions on how to wear and launder their masks.

“We did not mandate they wear the supplied masks as long as they had the required face covering, so we have a variety of face coverings,” explained Perry Whittaker, graphic finishing area manager at the York facility, who was an attendee of the “Working Through COVID-19” webinar audience. The company also instituted a temperature check for all associates entering the building. He stated, “This was very well received, and the associates are more at ease since we started doing this.” In addition to sanitizing machines twice each shift, he said, “We also have an extra crew cleaning all common areas throughout the day.”

Supply chain challenges

As of April 22, 2020, the day the webinar was recorded, supply chain disruptions were minimal. The only item in short supply was wide-format plastics. “All the extruders are doing clear material for face shields,” explained Hurley of MCD.

“We’ve been fortunate,” said Ruggieri. “We had some delays in flexo dies and label stock but now have a 60-day supply.”

Schuster added, “We’ve been in touch with our suppliers. They have been helpful in extending terms and will be ready to supply us with whatever we need to print.” Maintaining contact with suppliers will be especially important as projects currently on hold receive green lights. As demand ramps up, supplies are likely to tighten, so it is important to plan ahead and place orders as soon as possible.

Meanwhile, Hutchison stresses the importance of communication from suppliers. “We heard from a few, but I expected to hear from a number of others,” he said.

Customer contact

Keeping in touch with customers is equally important even if no projects are active. “It’s a sensitive time right now to ask for business, but it’s okay to let your customer know you’ll be ready when they need you,” said Schuster, explaining that Datagraphic + Spectragraphic has been sending e-blasts. He noted, “The face shield effort was a good [e-blast] message to send. It actually pushed traffic to the GoFundMe page of the vendor assembling the shields.”

Hurley advocates being proactive and is using Constant Contact or Zoom to stay in touch with customers. “It’s a good time for old-school relationship building,” added Hutchison. He explained, “People want to talk about more than a specific estimate, job or project detail. We are finding it a good opportunity to learn more about our customers. We’re surveying 100% of our customers to see who is operational and letting them know we can support them as needed.”

Maintaining positive cash flow

With drastically diminished sales, cash flow can turn negative, and it becomes difficult to pay vendors and meet payroll. To prevent layoffs and help preserve positive cash flow, the four firms represented on the webinar panel promptly applied for a Payroll Protection Program (PPP) loan and have received funds.

Hutchison said, even if the slowdown gets worse before it gets better, the PPP, “gives us the opportunity to retain all of our people.” Schuster agrees the PPP is a godsend but is concerned its eight-week timeframe could expire prematurely if the company is not able to resume full operation soon.

All four firms are encountering slower collection of trade receivables. Collection tactics include extending terms, negotiating a payment schedule or forgiving a portion of the bill. “Each case should be handled on its own merit,” recommended Hutchison. “Goodwill is important,” concluded Hurley.

Prepare for Coronavirus Impacts on Your Business

March 17, 2020

Updated April 1, 2020

The COVID-19 (novel coronavirus) situation is changing daily. While uncertainty is always difficult in the business world, it’s important to look to the experts for guidance in these unusual times. Links are provided here to give you easy access to resources from the CDC, OSHA, US Chamber of Commerce and the White House.

From the latest information on coronavirus to safety guidelines, travel advice and workplace preparation strategies, these websites can help your business prepare for potential impacts of the disease.

For updated information on coronavirus:

Centers for Disease Control (CDC): https://www.cdc.gov/coronavirus/2019-ncov/index.html
World Health Organization (WHO): https://www.who.int/emergencies/diseases/novel-coronavirus-2019
Guidelines from the White House:
https://www.whitehouse.gov/wp-content/uploads/2020/03/03.16.20_coronavirus-guidance_8.5x11_315PM.pdf

Safety guidelines:

Occupational Safety and Health Administration (OSHA): https://www.osha.gov/SLTC/covid-19
Key OSHA Safety Standards for COVID-19: https://www.osha.gov/SLTC/covid-19/standards.html

Top Five Internet Resources for Workplace Health and Safety

November 19, 2019

Health and safety for workers is top-of-mind for today’s manufacturers. Use these US government resources to help protect and safeguard the workforce.

Create a safer work environment

The Occupational Safety and Health Administration addresses especially harmful hazards via its national and local emphasis programs.

National Emphasis Programs are temporary programs that focus on particular hazards and high-hazard industries. To learn about OSHA’s current National Emphasis Programs, visit www.osha.gov/enforcement/directives/nep.

Local Emphasis Programs are enforcement strategies designed and implemented at the regional office and/or area office levels. These programs address hazards or industries that pose a particular risk to workers in the office’s jurisdiction. To identify OSHA’s 10 regions and their Local Emphasis Programs, visit www.osha.gov/enforcement/directives/lep.

Address the opioid crisis

The National Safety Council offers a free “Opioids at Work Employer Toolkit” to explain the opioid crisis and help businesses support workers who may be affected by it.

Understand opioids and how they impact the workplace
Learn about opioid misuse and opioid use disorder
Recognize signs of impairment
Educate employees on the risks of opioid use
Incorporate the right elements into drug-related HR policies and procedures
Support employees who are struggling with opioid misuse or opioid use disorder

The toolkit includes sample policies, fact sheets, presentations, five-minute safety talks, posters, white papers, reports and videos for implementing a workplace program on opioids. Request a toolkit at https://safety.nsc.org/rxemployerkit.

Promote a drug-free workplace

The Department of Health and Human Services offers a comprehensive “Drug-Free Workplace Toolkit” to help manufacturers tackle substance misuse and abuse.

Businesses can use this toolkit to support workplace health and safety by creating and maintaining drug-free workplace policies and programs. These policies and programs may include preventing the misuse and abuse of alcohol, tobacco and other drugs; addressing substance misuse within the context of workplace health and wellness programs; and providing intervention services for employees. The toolkit, available at www.samhsa.gov/workplace/toolkit, includes resources to:

Use workplace prevention basics to identify and prevent substance misuse in the workplace
Build a team to develop a drug-free policy and program
Assess the workplace to determine what kind of program is appropriate
Develop a policy for a drug-free workplace program
Plan and implement a drug-free workplace program
Evaluate one’s program to assess how well it meets its objectives
Provide education, training and support for employees

Create an active threat response plan

Manufacturers can be proactive with help from the Department of Homeland Security’s 12-page Emergency Action Plan Guide on Active Shooter Preparedness.

Organizations are encouraged to use this guide to document the initial steps toward creating an active shooter preparedness plan. This guide is not meant to replace an organization’s Emergency Action Plan. Rather, it is a tool that begins the plan development process.

Download the guide at www.dhs.gov/sites/default/files/publications/active-shooter-emergency-action-plan-112017-508v2.pdf.

Learn about active threat defenses against workplace violence

Consider Run, Hide, Fight as described on the Department of Homeland Security’s ready.gov website.

RUN and escape, if possible.

Getting away from the shooter or shooters is the top priority
Leave your belongings behind and get away
Help others escape, if possible, but evacuate regardless of whether others agree to follow
Warn and prevent individuals from entering an area where the active shooter may be
Call 911 when you are safe, and describe the shooter, location and weapons

HIDE, if escape is not possible.

Get out of the shooter’s view and stay very quiet
Silence all electronic devices and make sure they won’t vibrate
Lock and block doors, close blinds and turn off lights
Don’t hide in groups – spread out along walls or hide separately to make it more difficult for the shooter
Try to communicate with police silently. Use text messages or social media to tag your location, or put a sign in a window
Stay in place until law enforcement gives you the all clear
Your hiding place should be out of the shooter’s view and provide protection if shots are fired in your direction

FIGHT as an absolute last resort.

Commit to your actions and act as aggressively as possible against the shooter
Recruit others to ambush the shooter with makeshift weapons like chairs, fire extinguishers, scissors, books, etc.
Be prepared to cause severe or lethal injury to the shooter
Throw items and improvise weapons to distract and disarm the shooter

“Run, Hide, Fight” – an active threat defense video – is available in multiple languages at www.youtube.com/playlist?list=PLUra6uw6CXK9SNLZeddcLIufDY5OfnMpU.

Be proactive, be prepared and take action to improve safety at the workplace and support a healthy workforce.

SGIA Introduces Safety Recognition Program

January 15, 2019

SGIA, based in Fairfax, Virginia, has announced a Safety Recognition Program to help keep companies in the printing industry from being caught off-guard and subject to hefty fines.

The printing industry is designated as a high-hazard industry for amputations, and businesses are at risk for thousands of dollars in Occupational Safety and Health Administration (OSHA) fines if certain requirements are not met. In 2017, OSHA issued more that $1 million in fines for violations in the printing industry.

The program came about as a way to acknowledge the necessity of maintaining a safe working environment. Through it, SGIA helps its members stay out in front of OSHA with an easy-to-implement process and resources. Enrolling in the SGIA Safety Recognition program can give companies and employees tools and processes needed to keep them safe while building a path of compliance.

For more information, visit www.sgia.org.