With Hurricane Season in full swing, our team of experienced claims adjusters felt that it would be beneficial to share some hurricane preparedness tips for your organization. It is always best to plan for a disaster before it happens, and paying attention to your action plans can help to minimize the hurricane-related issues your organization may face in the future. Here are three steps to take to better prepare for a potential future disaster.
Aerial view from the space of a hurricane approaching the American coast . 3D illustration
- Create a Team
Consider immediately establishing an internal team to stay current on the latest news and issues concerning disaster preparedness and to monitor your organization’s plans. This task force might include personnel from human resources, executive positions, finance and operations. A well–rounded team with members from different departments will be better informed on your business processes and the best courses of action to take.
This team should be organized and prepared to communicate throughout the duration of a potential business disruption or disaster, and multiple communication channels should be arranged so that the task force can stay in contact before, during, and after the disaster.
A central location (physical and then virtual) should be created to assemble and review all pertinent documents and data needed to make informed decisions moving forward. A cost-effective and easy to collaborate program like Microsoft’s OneNote application is a great option. You can download the software and the ability to collaborate will be pertinent to your team’s ability to create and implement an action plan.
- Create a Plan
A comprehensive plan should be created for conducting business through multiple scenarios. This plan will address operations such as dealing with reduced staff presence or even no staff presence in the event of a disaster, and what steps your business will need to take in order to minimize your potential losses. Assess the impact that a disruption in processes would have on your staff, your community and your suppliers/vendors.
Don’t forget to include the human element in your plans. Your staff members and suppliers will have to deal with the added stress of a disaster, even if you are outside the eye of a disastrous situation.
- Stay Up to Date
It is best to assess annually changes in your organization or the community that may have an effect on your hurricane response plan, and make any necessary updates. Monitor news and weather updates to stay on top of any upcoming disruptions in work.
There is no one-size-fits-all solution for governmental entities, companies, and organizations as they prepare for the potential implications of a hurricane. Your organization and staff are unique, and your hurricane preparedness plans will likely also be unique.
After you have your plan in place, reach out to staff, suppliers, and other key people to inform them of your contingency plans and appropriate contact information. Determine which ways you will reach everyone with updates on operations (newsletters, email blasts, etc.).
Below are a few additional resources to help you better equip your business for a potential disaster:
Additional Resources
Hurricane safety/preparedness tips from FEMA
Conclusion
For most companies, hurricane survival and recovery planning are simply sound business practices; for others it’s the law. Make sure that you have a plan in place, and are prepared to take action if/when the event arises.
