It’s early spring, the time of year when severe storms and hazardous weather can develop across large regions of the country. But spring isn’t the only time when catastrophe can strike. Whether it’s a hurricane, tornado, flood, or severe thunderstorm, natural disasters can be a year-round threat and leave businesses vulnerable to significant operational disruptions and financial losses.
Preparing in advance can help mitigate risks and ensure a smoother recovery process. This month, SmartTips brings business owners a comprehensive approach to storm safety and disaster recovery.
Pre-Storm Preparation: Safeguarding Your Business
1. Develop an Emergency Response Plan
A well-structured emergency response plan is essential for protecting employees, customers, and business assets. Your plan should include:
- Designated contacts and communication protocols such as a contact tree—a prearranged system for keeping your staff updated by phone, text, or email during an emergency. One person initiates communication with a few, who then contact others and so on, until the entire staff is updated.
- Detailed descriptions of employee roles and responsibilities during a crisis.
- Procedures for securing equipment and important documents.
- Evacuation routes and shelter locations.
Conduct regular drills to ensure all employees are familiar with the plan and know what to do in an emergency.
2. Protect Critical Business Data
Data loss can be catastrophic for businesses, making it crucial to have a robust data protection strategy. Steps include:
- Backing up digital records to cloud storage or offsite servers.
- Ensuring security measures are in place to prevent breaches during disruptions, including phone calls. You may wish to issue a special code word to verify all voice communications in an emergency and prevent bad actors from impersonating staff members to gain access to networks and sensitive information.
- Maintaining physical copies of important documents in a secure, waterproof, and fireproof location, ideally in a different location than your primary center of operations.
3. Secure Your Physical Workplace
Take measures to fortify your physical space and minimize potential damage to property and essential materials. Consult your local building codes for specific requirements.
- Install storm shutters or impact-resistant windows, especially if you’re located in regions subject to hurricanes.
- Reinforce doors and roofs to withstand high winds.
- Be sure electrical service and critical equipment are elevated to prevent water damage.
- Anchor large furniture and shelving to walls to prevent tipping.
4. Review Insurance Coverage
Conduct a review of your insurance policies to ensure your business is covered for natural disaster-related damages, including:
- Property damage from wind, flooding, and hail.
- Business interruption coverage to offset lost income during recovery.
- Coverage for damaged inventory and equipment.
Work with an insurance professional to understand policy limitations and consider additional coverage if necessary.
5. Establish Customer Communication Plans
We’ve already covered employee communications, but customers are impacted as well. Any interruption to your operation may also cause significant disruption and financial impact on your customers. Depending on the scope of your business, you may have important customers many miles from your operational center who wouldn’t immediately be aware of any natural disaster impacting your area. For that reason, maintaining clear communication before, during, and after a storm is essential. Consider these steps:
- Implement a mass notification system to alert customers. This could include website postings, email, text messaging, and social media posts. Include a variety of communication channels in case some are knocked out of service by the disaster.
- Create a post-storm customer service strategy to inform clients of your operational status and projected return to normal service.
During the Storm: Ensuring Safety
1. Monitor Weather Updates
Stay informed by following reliable sources like the National Weather Service (NWS) or local emergency management agencies. Mobile alerts and weather apps can provide real-time updates.
2. Prioritize Employee Safety
Be sure employees know emergency procedures and that information is posted as required by federal, state, and local laws. In addition, ensure all required emergency equipment, such as fire extinguishers and first aid kits, is kept in serviceable condition and placed properly in the workplace. If employees are on-site during an emergency, actuate your published procedure to move them to designated safe areas and follow local authorities’ guidance regarding sheltering in place or evacuating.
3. Secure Business Premises
If it’s safe to do so, take last-minute precautions such as:
- Powering down non-essential equipment.
- Unplugging electronics to prevent power surges.
- Boarding up vulnerable areas to reduce damage from flying debris.
Post-Storm Recovery: Getting Back to Business
1. Assess Damage and Document Losses
Once conditions are safe, inspect the business premises for damage:
- Take photos and videos of affected areas for insurance claims.
- List damaged equipment, inventory, and property with estimated values.
- Contact your insurance provider promptly to begin the claims process.
2. Restore Operations in Phases
Prioritize your recovery efforts based on severity and impact:
- Restore essential services such as electricity, internet, and security systems first.
- Conduct safety inspections before allowing employees back into the workspace.
- Coordinate with suppliers, vendors, and logistics providers to replenish any damaged or unsalvageable inventory.
3. Keep Communication Flowing
Keep employees, customers, and partners informed about the ongoing recovery process:
- Update your website and social media with reopening plans and temporary changes in business hours.
- Notify customers of potential delays in services or product availability.
- Provide employees with updates on work schedules and safety procedures.
4. Seek Financial Assistance if Needed
If the storm has caused significant financial strain, explore available relief options:
- Government disaster relief such as FEMA assistance or SBA disaster loans.
- Local grants and financial aid offered by business organizations.
- Negotiating payment plans with creditors and suppliers to ease financial burdens.
5. Conduct a Post-Event Review and Improve Preparedness
If you have the misfortune to endure a natural disaster or disruption, use the experience as a learning opportunity and devote post-recovery time to strengthening your preventive measures and future preparedness:
- Identify gaps in the emergency response plan and update it accordingly.
- Invest in better protective measures, such as upgraded storm-resistant infrastructure.
- Identify improvements to employee training and safety protocols and ensure they are implemented for future preparedness.
Put Yourself in a Position To Weather the Storm
Storms and natural disasters can be devastating, but proactive planning and swift action can make all the difference. By prioritizing safety, securing critical assets, and maintaining clear communication, business owners can minimize disruptions and emerge stronger from the aftermath. Preparation today can safeguard your business’s future resilience, ensuring continuity no matter what challenges arise.
