Business Continuity Plans Specific to COVID-19

Overview of Pitney Bowes Business Continuity plans as well as FAQs

Our Business Continuity (BC) plans are designed to address various threats and vulnerabilities, including a response to the pandemic and high absenteeism. Strategies for responding to a pandemic are embedded within our BC plan and emergency response methodology. We have detailed plans in place to protect our personnel and limit the spread of disease. We are continuously monitoring the impact of the coronavirus and we are guided by the recommendations from the Centers for Disease Control and Prevention (CDC) and the World Health Organization (WHO). We will continue to take the necessary and required steps to ensure our work environment and employees are safe and healthy.

Here is an overview of our policies and procedures related to COVID-19:

  • Should there be an employee with COVID-19 symptoms or who has tested positive, our COVID management plans will be followed, which are robust and tailored to a specific site or situation. Assessment includes the potential work area exposure to determine any additional actions as well as contract tracing.
  • We have reviewed and re-socialized the enterprise-wide response plan.
  • All employees who can work from home are doing so and meetings are being held virtually.
  • The need to follow local authority guidelines and recommendations has been enforced.
  • Meetings are conducted via web-based services such as Microsoft Teams.
  • Our technology systems are all cloud-hosted and are supported by a globally distributed team that can develop and operate the platforms remotely.
  • Many of our sales and services teams are working remotely and equipped with the tools to handle the majority of your needs virtually. Where an onsite visit is essential, they will call ahead to adhere with your visitation policies and specifically for service calls they will not require a signature using iPads.
  • The diverse geographic operational footprint of Presort Services group allows the company to shift processing of client mail from one operating center to another. Our Presort Services drivers continue to pick-up mail.
  • Employees who are sick have been instructed to stay home and seek medical guidance.
  • We encourage everyone who can to be vaccinated against COVID-19 to do so. Additionally, Pitney Bowes has a process in place to track the vaccination status of its employees, including those who may perform services at a client location.
  • Effective Monday, November 1, everyone who plans to enter our Austin, Shelton and Stamford corporate offices must be fully vaccinated. Only limited, pre-approved exceptions such as for disability/medical or religious reasons, or other exceptions required by local law, are permitted.
  • As a federal contractor, Pitney Bowes Inc. is required under a recently issued federal Executive Order to ensure that that employees working on or in connection with covered federal contracts are fully vaccinated against COVID-19 by December 8, 2021, unless legally entitled to an accommodation due to a disability/medical condition or religious belief, practice, or observance.

To date we have not witnessed significant impact to operations or supply chain due to COVID-19. Should we witness a business disruption, Pitney Bowes has contingency plans in place within our supply chain to address product/service flow in the event of a disruption. The majority of our supply chain critical suppliers have Business Continuity and Pandemic Plans in place. For our mid-volume suppliers being affected by state shutdowns, we continue to closely partner with and stock up on the parts that we can.

The US government’s Department of Homeland Security has designated what we do to be an essential service. As an “Essential Critical Infrastructure” provider, we understand that the sending of mail and packages is critical to our economy and vital to your business.

We believe that by taking these steps, as well as staying informed, we are well prepared to handle potential interferences that may prevent us from serving your needs. Please visit our website, www.pb.com, where we will post updates on any additional contingency measures or action plans in the future. If you have further questions, please reach out to your Account Manager.

 

Frequently Asked Questions for Pitney Bowes Clients

1. Does your company have a pandemic response plan (that includes business continuity procedures)?
Yes, we have published our response on www.pb.com and will continue to update with any relevant information.

2. Does your company have written procedures on how to modify work activities during a pandemic based on threat levels?
Yes, our Business Continuity (BC) plans are designed to address various threats and vulnerabilities, including a response to pandemic and high absenteeism. Strategies for responding to a pandemic are embedded within our BC and emergency response methodology.

3. Has your company issued communications or conducted training regarding COVID-19 as well as your pandemic response procedures?
Yes, we have an enterprise-wide Crisis Management Team. Our communications and escalation processes are documented and deployed during any incident or pandemic. During a Pandemic, we also communicate to our employees’ health and safety guidelines in accordance with the Centers for Disease Control (CDC) and the World Health Organization (WHO).

4. Has your company taken actions to respond to the virus (e.g., limiting air travel, cancelling meetings, asking employees to work from home)?
Yes, we have taken action to limit travel and deploy work from home strategies.

5. Have you had any impact to your work due to the COVID-19 outbreak?
Pitney Bowes, most of our offices and operating centers around the world remain open for business, but we are taking measures to reduce unnecessary exposure and population density.

6. What policies or guidance have you provided to employees that are required to visit client sites?
We are asking our sales and service teams who are visiting client sites to confirm that the client is receiving visitors at their location. They should comply with entrance requirements (e.g., completion of relevant forms or pre-screening activities). If the employee needs to meet in person, consider using large meeting spaces and small groups. Practice social distancing habits, meaning avoid mass gatherings, and maintain distance (approximately 6 feet or 2 meters) from others when possible. If they are sick or feel unwell, they should not come to work and check with a healthcare professional. As a recommendation, we’ve advised that all meetings should be virtual if possible.

7. Are you experiencing or expect to experience impacts to the supply of your products (finished goods and spare parts)?

  • Pitney Bowes has contingency plans in place within our supply chain to address product/service flow in the event of a disruption or a pandemic.
  • Our supply chain critical suppliers do have Business Continuity and Pandemic Plans in place. 
  • Pitney Bowes continues to monitor the COVID 19 situation, we have documented continuity plans in place, and we are prepared to mitigate risks to our supply chain as a result of the COVID Pandemic Situation.

8. Are you experiencing or expect to experience impacts to service levels, account support?
We are currently not experiencing any impacts to our service levels. Our BC plans consider the ability for remote working which has been deployed across technical, account and sales support. Clients can reach us as usual through the normal channels.

9. Is there a way to mail letters or ship packages if my employees are working remotely? For example, employees are not at the work location where the meter is located?
All Pitney Bowes meter clients have access to SendPro Online which enables the ability to print stamps and shipping labels remotely. You can log in to SendPro through the Your Account portal. You can also speak with your Account Manager to explore other disaster recovery/backup options.

Please also check out our tips page.