Are you prepared for Power Outages and Blackouts?

Businesses and employees are facing many challenges at present. There is now the added threat of power outages this winter. In the UK as well as much of western Europe, supplies of oil and natural gas are being strained by the effects of the war in Ukraine. In its Winter Outlook Report, the National Grid Electricity System Operator has warned that in the unlikely event that insufficient gas supply coincides with reduced electricity imports from continental Europe, it could be forced to implement planned, temporary blackouts to manage demand.

What does this mean for businesses and other consumers?

According to the Electricity Supply Emergency Code (ESE Code), these are expected to take the form of rolling, three-hour power outages or disconnections, during which consumers in particular localities would be given one day’s notice that they would lose power. It should be considered that the length and frequency of any blackouts and the amount of notice that will be given to consumers is likely to be unpredictable.

Are there any exemptions?

Yes, there are, but most businesses will not be eligible. Under the ESE Code, businesses can apply in advance to their regional network operators to be designated as “Protected Sites”. Such sites would continue to receive power supply during planned blackouts. To qualify as a Protected Site, a particular site must be used for the provision of an “approved designated service” (such as critical transport or telecommunications infrastructure) and must satisfy certain conditions about its grid connectivity.

This means that most employers will not be able to meet these tests and so may be affected by the planned blackouts.

What to do in a power cut? Plan ahead (and soon)

Some businesses will be affected more and others less by such planned blackouts. Dust off the Business Continuity plans and other similar arrangements that you may have but have never needed to until now.

• Communicate with staff – Set up simple and effective systems to communicate messages to staff.
• Plan for your (potential) outages – Don’t be caught by surprise. If you need to shut down the plant and equipment, ensure that this is completed before the lights go out and things stop turning and moving. Don’t let materials solidify in the plant and equipment (such as resins, plastics, paints, etc.). Monitor the operation of your emergency lighting and ensure that the system recharges properly – be vigilant for failing batteries and lamps (these may not have been challenged in recent years).
• Servers – If you have onsite servers, ensure that these are allowed to shut down properly and avoid data loss.
• Site security – Consider the effects of power cuts on on-site security systems (such as intruder alarms, CCTV, Maglock systems on doors, etc.). Be aware that there may be multiple false alarms due to power cuts that may delay responses.
• Working time – It may be possible to reduce the disruption by changing your working hours, though this may be at short notice (such as only one day). Power outages may be focussed at times such as between 4 pm and 7 pm, so something to consider is whether you can adjust working hours shift patterns, or opening times around this.
• Emergency Generators – if you have such plant and equipment, make sure that it is in good working condition, that you have sufficient fuel for your needs, and test the operation and switchover of your systems.
• Provide support for employees – it is not only businesses that will be affected, but also their workers. Try to provide reassurance, support, and information to your staff. This may be an opportunity to show that you care (even if you cannot control everything). You may wish to allow homeworkers to come to the site if their homes are affected and the main workplace is not.
• Continuing to work during these conditions? – Think through the health and safety implications and ensure that you have appropriate risk assessments in place.
• Open to the public? – Many retailers will not be able to trade without power, even if they wished to stay open. It is essential to make your plans and arrangements early and to involve staff in the process. Ensure that you have thought through the risks and that they are being managed appropriately.

Be aware of the challenges ahead, assess the risks, and plan and manage the situation. Monitor the news and be prepared to adapt to changing circumstances.