Every Fixinc program begins with an Engagement Meeting. This one-hour session, led by your Program Manager, ensures alignment on scope, priorities, and expectations before any work begins.

The meeting is held virtually via Teams, Zoom, or Google Meet, though in-person sessions can be arranged where feasible. Attendees should include yourself and any key program sponsors who will be closely involved in the rollout. Some clients also invite an executive sponsor to build early buy-in and confidence in the implementation plan.

The agenda covers:

• Scope of Work: Confirming the program scope and ensuring mutual understanding.
• Priorities and Responsibilities: Assigning ownership and agreeing on workflow.
• Timescales: Reviewing tentative milestones and deliverables.
• Client Portal Setup: A walkthrough of the portal, its features, and setting up your accounts.
• Outcomes and Objectives: Aligning on what success looks like.
• Next Steps: Defining immediate actions to maintain momentum.

The meeting is scheduled within seven days of accepting your proposal. Minutes and a recording are shared via the Client Portal for future reference.

A clear understanding of your key priorities and dependencies is essential to build effective business continuity strategies. Fixinc will develop a Business Impact Analysis (BIA) through consultative interviews with business unit representatives, giving you a complete picture of what matters most and what it takes to keep it running.

For each area of the business that undertakes the BIA, the outcomes will include:

• Mission-critical functions: Identification and prioritisation of the processes your organisation cannot afford to lose.
• Recovery timeframes: Allowable outages and Maximum Tolerable Period of Disruption (MTPD) for each critical function.
• Resource requirements: The people, technology, facilities, and information needed to maintain or restore operations.
• Critical dependencies: Internal and external dependencies that could impact recovery.

Depending on your scope and program maturity, the BIA may be conducted at multiple levels, including an initial high-level analysis, product and service prioritisation, process mapping, and activity-level resource identification. This layered approach ensures the analysis is proportionate to your organisation's complexity.

• Where included in your program, Fixinc will also facilitate a Threat Assessment using our proprietary AI-powered threat intelligence tool. This assesses relevant vulnerabilities and plausible disruption scenarios based on your location, industry, and organisational structure, helping you understand not just what is critical, but what could realistically disrupt it.

A Business Continuity Plan gives your organisation a clear, practical response when disruption hits. Fixinc will develop a plan built on our proven structure and methodology, designed to be simple to use under pressure and aligned to ISO standards.

The plan is delivered as a single document, available digitally for easy access and printing, with an interactive version accessible via your Client Portal. It integrates with your existing crisis management, emergency management, and IT recovery measures to ensure a coordinated response across the organisation.

The plan will include:

• Command and control structures: Defined roles, responsibilities, and escalation pathways.
• Incident and impact assessment tools: Practical methods to measure severity and operational damage.
• Communication strategies: Templates and protocols for internal and external stakeholders.
• Checklists and decision aids: Immediate actions, escalation triggers, and operational tasks.
• Staff and resource management: Plans for relocation, work priorities, and coordinating recovery efforts.
• Alternate arrangements: Identification of backup accommodation and process workarounds.
• Recovery and resumption strategies: Step-by-step actions to restore operations and return to business as usual.
• Once complete, Fixinc will walk your team through the plan, ensuring they understand how to use it and are confident in its application. The plan is reviewed and refined over time, embedding it into your organisational culture.

An Emergency Management Plan provides your facility teams with clear, practical guidance for responding to emergencies. This plan is designed for Chief Wardens and Wardens to use when preparing for and managing incidents at the site level.

Fixinc develops Emergency Management Plans aligned to AS3745 (Planning for Emergencies in Facilities), widely regarded as the benchmark standard for facility-based emergency planning. While New Zealand's Fire and Emergency New Zealand (Fire Safety, Evacuation Procedures, and Evacuation Schemes) Regulations 2018 set baseline requirements, AS3745 provides a more comprehensive framework that we apply across all regions.

The plan includes practical procedures tailored to your site's specific risks, covering scenarios such as:

• Fire
• Earthquake
• Chemical spill
• Gas leak
• Bomb threat
• Medical emergencies
• Civil disorder
• Explosion
• Flooding

The plan also includes evacuation processes, shelter-in-place procedures, communication protocols, and emergency control structures. You will receive the plan in soft copy format, accompanied by editable templates for contacts, emergency details, checklists, logs, and warden details.

For organisations with multiple facilities, the plan can be structured to cover all sites while allowing for site-specific variations where required.

Exercise Planning

Validating an Emergency Response Plan and its supporting procedures is essential to:

• Confirm emergency response procedures are accurate, practical, and able to be followed under pressure.
• Confirm the Emergency Control Organisation's ability to assess, escalate, and manage a facility-level emergency.
• Build familiarisation with warden roles, evacuation procedures, communication protocols, and emergency control structures.
• Identify practical improvements to emergency response procedures and coordination.
• Provide a high level of stakeholder confidence in the organisation's ability to protect life and safety during an emergency.

Exercise Plan

After the planning meeting, Fixinc will draft an exercise plan that outlines all necessary information for the exercise program, including:

• Exercise objectives
• Exercise methodology
• Exercise scope and scale
• Communications
• Roles and responsibilities
• Resource requirements
• Timeframes and timescales
• Internal exercise participants
• Performance criteria

Exercise Development

Fixinc will establish and arrange all necessary components for the organisation's exercise program, including:

• Selection and development of the preferred exercise scenario, focused on a realistic facility-level emergency requiring activation of the Emergency Response Plan.
• Creation of exercise schedules that outline all inputs and interactions during the exercise.
• Involvement of both internal and external participants in the exercise.
• Selection and briefing of exercise volunteers.
• Conducting briefings for participants in the exercise.

Exercise Delivery

Fixinc will design a live, scenario-based exercise delivered across Queensgate, Chartwell and Northwest shopping centre's.

This session will focus on building shared understanding of the Emergency Response Plan, reinforcing warden roles and evacuation procedures, and guiding participants through key decision points with active facilitation and discussion.

The Emergency Control Organisation will respond to an evolving emergency with minimal facilitator guidance, working independently as they would during a real event. Dynamic injects will be introduced to test emergency assessment, evacuation coordination, communication with emergency services, and the practical application of emergency procedures within a managed exercise environment.

On the day of the exercise, Fixinc will have a lead facilitator oversee the program, with support from additional Fixinc staff, in coordination with representatives from the organisation and other relevant parties. The role of Fixinc during the exercise will be to:

• Manage the flow of information and inputs related to the exercise scenario.
• Provide structure and formality to the exercise process, ensuring teams remain focused and on task.
• Monitor and record the efficacy of the organisation's emergency response and evacuation procedures.
• Document all relevant issues as they arise during the exercise.
• Discover any discrepancies or gaps in the organisation's emergency management processes.
• Conduct immediate debriefings with participants in the exercise.

Post Exercise Activity

After the conclusion of the exercise program, Fixinc will deliver:

• A full exercise report that details the key activities conducted, evaluations against established criteria, and recognition of crucial shortcomings to be addressed.
• Advice on ways to enhance the emergency management program even further.
• Follow-up and implementation assistance as necessary.