Disaster Readiness and Crisis Management Guide for Teams in the Philippines

Key Philippine Policies for a Safe Workspaces

The Philippines government, through the Department of Labor and Employment (DOLE), enforces occupational health and safety standards designed to protect employees during emergencies. Key policies and agencies involved include:

• DOLE’s Occupational Safety and Health Standards (OSHS) mandate employers to maintain safe work environments, including emergency preparedness plans for natural disasters such as typhoons and earthquakes.
• The Philippine Institute of Volcanology and Seismology (PHIVOLCS) provides essential earthquake preparedness and warning information critical for workplace safety.
• The National Disaster Risk Reduction and Management Council (NDRRMC) coordinates disaster preparedness and response efforts nationwide, guiding businesses on safety protocols during calamities.
• DOLE requires workplaces to implement Emergency Response Plans (ERPs) addressing evacuation procedures, first aid readiness, and employee training on disaster response.

Philippine Government Agencies

These agencies work collaboratively to ensure that individuals, communities, and businesses are well-equipped with critical information, warning systems, and resources needed to effectively manage crises. They also develop policies, conduct training, and enforce regulations that safeguard public safety and help maintain continuity of essential services and economic activities.

• Department of Labor and Employment (DOLE)
  • Enforces Republic Act 11058 – Occupational Safety and Health Standards (OSHS) requiring employers to develop emergency response plans and conduct safety training
  • Mandates workplace registration, annual safety reports, and compliance with protective equipment requirements
  • Provides oversight through visitorial powers and can order work stoppages during imminent danger situations
• Bureau of Fire Protection (BFP)
  • Implements Republic Act 9514 – Fire Code of the Philippines, requiring fire safety inspections for business permits and occupancy permits
  • Mandates fire protection systems, emergency exits, evacuation procedures, and regular fire drills
  • Conducts annual inspections of all commercial establishments and can order closure of non-compliant facilities
• Philippine Institue of Volcanology and Seismology (PHIVOLCS)
  • Provides earthquake monitoring, early warning systems, and preparedness guidelines for workplace safety
  • Issues earthquake intensity scales and safety protocols for before, during, and after seismic events
• Philippine Atmospheric, Geophysical and Astronomical Administration (PAGASA)
  • Issues official weather forecasts, typhoon warnings, and tropical cyclone bulletins for workplace preparedness
  • Provides Public Storm Warning Signals (PSWS) that guide business operations and employee safety decisions during typhoons
  • Monitors weather patterns, rainfall, and flood risks that affect business continuity planning
  • Coordinates with NDRRMC to issue early warning advisories for severe weather events
• National Disaster Risk Reduction and Management Council (NDRRMC)
  • Coordinates national disaster response through the National Disaster Risk Reduction and Management Plan (NDRRMP) 2020-2030
  • Promotes business continuity planning aligned with government disaster management frameworks
  • Facilitates public-private partnerships in disaster preparedness and response
• Philippine Red Cross (PRC)
  • Provides comprehensive workplace disaster risk reduction and management training programs including community-based, school-based, and workplace-based DRRM
  • Occupational First Aid and Basic Life Support with CPR and AED (16-32 hours) that complies with DOLE requirements
  • Emergency Preparedness, Emergency Evacuation, and Disaster Response training

Legal Compliance Requirements

The Philippines is highly exposed to natural hazards. Earthquakes, typhoons and associated landslides regularly cause physical damage, disrupt operations and endanger your team. For technology firms, business process outsourcing (BPO) companies and enterprises managing remote teams from abroad, ensuring a safe work environment and planning for continuity are both ethical responsibilities and legal obligations.

1. Occupational Safety and Health (OSH) Law – Republic Act (RA) 11058: RA 11058 and its implementing rules (Department Order 198‑18) are the primary national laws mandating safe workplaces. Key provisions include:
   • Employer duties – Employers must provide a workplace free from dangerous conditions, conduct hazard assessments, install safety devices, provide workers with safety training and personal protective equipment (PPE) at no cost, and establish a safety and health committee. Emergency plans for disasters must form part of the company’s OSH program. Failure to implement emergency/disaster plans can lead to work stoppage orders, as happened to a Cebu BPO after an earthquake.
   • Safety officers and committees – Employers must appoint safety officers with authority to order work stoppage when imminent danger exists and establish a safety and health committee that coordinates emergency preparedness and training.
   • Right to refuse unsafe work – Workers may refuse unsafe work when there is an imminent danger, such as after an earthquake or during a typhoon. Employers cannot sanction workers who, in good faith, refuse to return to work due to hazardous conditions.
   • Training and welfare facilities – Workers must undergo an eight‑hour safety and health seminar. Employers must provide first aiders, health personnel, drinking water, sanitary facilities and shelter areas. Construction/fit‑out activities require a specific safety program approved by DOLE.
2. Disaster Risk Reduction and Management Act – RA 10121 – RA 10121 institutionalizes the national disaster risk reduction and management system. It mandates agencies and local governments to prepare disaster risk reduction and management plans and encourages public and private organizations to develop Business Continuity Plans (BCPs).
3. Telecommuting Act – RA 11165 and DOLE Department Order 202‑19 – To enable continuity during disasters, RA 11165 allows voluntary telecommuting arrangements. DO 202‑19 stipulates that:
   • Telecommuting must be mutually agreed upon, with equal pay, benefits and workload as office‑based employees.
   • Employers must ensure data protection, provide orientation on occupational safety and health at home and specify work hours, confidentiality, equipment and liability in a written telecommuting agreement.
   • Telecommuting and other flexible work arrangements must be reported to the nearest DOLE regional office.
4. DOLE Labor Advisories on Work Suspension During Calamities – Labor Advisory 17‑2022 sets wage and work‑suspension guidelines during typhoons and similar events. Under this advisory:
   • Employers may suspend work when the local government or the Philippine Atmospheric, Geophysical and Astronomical Services Administration (PAGASA) issues Tropical Cyclone Warning Signal (TCWS) 3 or higher. Employees who decline to work due to imminent danger cannot be penalized.

Best Practices and Processes for Safe Workspaces

• Develop and Maintain a Comprehensive OSH Program
  • Hazard and Risk Assessment: Identify hazards (earthquakes, typhoons, flooding, fire, landslide) and evaluate their likelihood and impact. Use multi‑hazard maps from PHIVOLCS, PAGASA or local DRRM offices.
  • Safety Committee & Officers: Establish a safety and health committee with representatives from management and workers. Appoint trained safety officers authorized to halt work in emergencies
  • Emergency and Disaster Plans: Integrate earthquake and typhoon response procedures into the OSH program. Plans should include evacuation routes, safe assembly points, clear signage, emergency contact lists and procedures for people with disabilities. Ensure drills are conducted regularly; failure to include disaster plans can result in DOLE work stoppage.
  • Training and Drills: Conduct mandatory safety seminars (minimum eight hours for workers), specialized training like first aid, fire safety and earthquake drills. Participate in the Nationwide Simultaneous Earthquake Drill (NSED) and local drills organized by the NDRRMC and local governments.
  • Personal Protective Equipment (PPE) – Provide PPE such as helmets, reflective vests and rain gear at no cost to employees and ensure proper storage. Check safety helmets and other equipment regularly.
• Comply with DOLE Advisory on Work Suspension and Employee Welfare
  • Monitor Weather and Hazard Bulletins – Track PAGASA advisories and local government announcements regarding tropical cyclone warnings or earthquake aftershocks. Plan for flexible work arrangements when TCWS 3 or higher is declared. For TCWS 1–2, evaluate risks and provide transportation or shelter if employees must report to work.
  • Implement Flexible Work Arrangements – Provide telecommuting, compressed workweeks or staggered hours. Document these arrangements in a written agreement and report them to DOLE in compliance with DO 202‑19
  • Protect Employee Rights – Respect the right to refuse unsafe work. Do not impose disciplinary actions or force employees to return to work when buildings are not certified safe after an earthquake; only the Office of the Building Official or a licensed structural engineer can certify structural integrity. Maintain pay according to Labor Advisory 17‑2022 guidelines.
  • Provide Welfare Support – Ensure first aid, potable water, toilets and emergency food supplies are available on site. Provide shuttle services or temporary accommodation when transport is unsafe
• Implement Telecommuting and Remote-Work Safety Policies
  • Safe Home Workspaces – Offer guidance for setting up ergonomic and safe home workspaces: stable desks, fire safety measures, secure power and internet connections and compliance with OSH standards. Provide allowances or equipment (chairs, UPS) where practicable.
  • Data Security and Privacy – Adopt secure VPNs, multi‑factor authentication and company policies for handling sensitive client data. Comply with the Data Privacy Act of 2012.
  • Communication and Monitoring – Use communication tools (e.g., Slack, Microsoft Teams) and project management platforms with clear response protocols. Inform employees about monitoring methods and respect privacy rights
  • Emergency Communication – Maintain updated contact lists and communication trees. During disasters, communicate instructions and provide status updates to remote workers. Encourage employees to notify supervisors of their safety and location.

Business Continuity Planning

The COVID‑19 pandemic and recent earthquakes demonstrate that continuity planning is essential. For BPO and tech firms with remote or outsourced teams, the following steps support resilience:

Conduct Business Impact Analysis (BIA)

Identify critical functions (e.g., data centers, customer support), dependencies (personnel, technology, vendors) and the potential impacts of service disruptions. Evaluate downtime tolerances and recovery time objectives.

Develop Risk-Based Strategies

• Alternative Sites and Remote Work: Pre‑arrange alternate work locations, including remote work for employees. Use cross‑training to allow staff to assume multiple roles if others are unavailable.
• Redundant Infrastructure: Invest in backup power (generators, UPS), redundant internet connections and cloud‑based systems. Use geographically diverse data centers to avoid simultaneous disruption.
• Supplier and Vendor Continuity: Work with vendors who have their own BCPs. Incorporate service-level agreements requiring contingency measures.
• Financial Preparedness: Arrange insurance coverage and emergency funds to support operations during downtime. The PDRF’s MSME Disaster Resilience Guidebook provides step‑by‑step BCP formulation and highlights loan/insurance products for post‑disaster recovery

Establish Response and Recovery Procedures

• Activation Protocols – Define triggers for activating the BCP (e.g., PAGASA TCWS 3, magnitude 6 or greater earthquake). Specify roles like command center, communication officer, IT recovery leader, and decision authorities.
• Communication Plan – Establish channels (SMS, email, apps) and templates for alerts and status updates. Provide guidance on contacting employees and stakeholders.
• Resource Management – Maintain inventories of vital resources (servers, laptops, vehicles, first aid kits). Preposition supplies in safe locations or issue go‑bags to employees. Ensure service providers (power, telecommunications) are aware of priority restoration needs.
• Documentation and Records – Keep digital and physical copies of critical documents (contracts, HR records, client data) in secure off‑site or cloud storage.

Training, Testing and Continuous Improvement

• Regular Drills and Simulations – Conduct BCP tabletop exercises and full‑scale simulations to validate assumptions and refine procedures. The PDRF emphasizes that PSCP/BCP training should include risk assessment, defined roles, communication strategies and alternate work arrangements
• Review and Update – Revisit the BCP annually or after major incidents, incorporating lessons learned and changes in operations or regulations. Consult local DRRMO or NDRRMC updates (e.g., Oplan Metro Yakal revisions) and adjust accordingly.
• Stakeholder Involvement – Involve employees, clients and suppliers in planning and testing. Encourage employees to develop personal/family emergency plans.

Calamity Preparedness Checklist and Resources

Workplace Safety and Disaster Preparedness Checklist

Area	Key Requirements/ Actions
Compliance & Documentation	Documentation • OSH program incorporating disaster plans compliant with RA 11058 & DO 198‑18. • Written safety policies and procedures Safety and health committee and safety officers appointed. • Telecommuting agreements and DOLE notification (if applicable).
Hazard Assessment	• Obtain hazard maps (earthquake, flood, landslide) from PHIVOLCS/PAGASA/local DRRM offices. • Conduct structural assessments and ensure buildings meet the latest National Building Code standards.
Emergency Plans and Drills	• Develop a Building Emergency Evacuation Plan (BEEP) and submit to local government where required. • Identify evacuation routes, assembly areas, and persons responsible for evacuation. • Conduct quarterly earthquake and fire drills and participate in national drills
Training and PPE	• Provide mandatory OSH training; first aid, fire safety, earthquake response, typhoon preparedness and basic life support. • Inspect and maintain PPE (helmets, vests, goggles). • Issue go‑bags with water, food, flashlight, whistle, medicine and first aid items
Employee Welfare	• Establish policies covering work suspension, flexible arrangements and compensation per DOLE advisories. • Provide transport or accommodation during weather disturbances. • Maintain onsite first aid kits, potable water, sanitation facilities and emergency supplies.
Communication & Reporting	• Set up an emergency communication tree with updated contacts. • Report accidents, incidents and near misses to DOLE • Coordinate with local DRRM offices for updates, drills and hazard information.

Business Continuity Planning Checklist

Area	Key Actions
Leadership and Policy	• Secure management commitment to BCP as part of corporate social responsibility • Establish a cross‑functional BCP committee with clear authority.
Analysis and Strategy	• Conduct business impact analysis (BIA) and risk assessment. • Define recovery time objectives and prioritize critical functions. • Identify backup sites and remote work capabilities. • Plan for supply chain disruptions.
Plan Development	• Document response and recovery procedures, communication protocols, resource inventories and stakeholder lists • Integrate telecommuting and alternative work arrangements • Align with client and regulatory requirements (e.g., BSP circulars for banks
Training and Testing	• Schedule regular BCP drills (tabletop and functional). • Train employees on their roles during disruptions • Test redundant systems, backups and communication tools.

Disclaimer

This guide is provided for informational and educational purposes only and does not constitute legal, regulatory, or professional advice. While every effort has been made to ensure the accuracy and relevance of the information presented, policies and regulations may change over time.

Organizations and business owners are strongly advised to refer to and verify details from official Philippine government agencies such as the Department of Labor and Employment (DOLE), the National Disaster Risk Reduction and Management Council (NDRRMC), the Department of the Interior and Local Government (DILG), and relevant local government units (LGUs) for the most updated and authoritative guidelines, advisories, and compliance requirements.