Did last week’s winter weather catch you
off guard or were you safe at home with all your supplies before a single
flake fell from the sky? When Mother Nature throws us a curveball, there are many different details to be
considered; in addition to physical safety, businesses must consider
how to get the word out about schedule or service changes and how to
fulfill commitments.
Still, it is not just
weather-related issues that can be emergencies for you and your company… An
emergency is any situation posing immediate risk to life, health, property or
environment, which can include computer crashes or viruses, contagious
diseases, earthquakes, fires, floods, hurricanes, ice storms, random power
outages, shootings, terror alerts, theft, tornadoes, tsunamis and, even, death.
While the thought of
something bad happening might be too difficult to consider, it’s vital to take simple steps to protect yourself, your team and
your overall business. Here are steps to get started.
First, make a plan. What types of disasters are possible for your area? If you must
evacuate, who makes that decision, what should be the exit plan and who do
folks contact to check-in that they’ve made it to safety? What essential
equipment must be taken from the premises as you are evacuating? How do you
turn off water, gas and electricity at the main switches or valves? Where is
your fire extinguisher and how do you operate it? From where can employees
obtain important updates, especially when and where to return to work,
particularly if there is a back-up location or if team members will be working
remotely? How will you facilitate payroll in an emergency situation? Might it
be helpful to keep some cash in the office, just in case you can’t get to the
bank? Engage your entire team in this planning as each employee will have a
different perspective and bring new ideas to the process. Further, it is
important to keep these business policies and procedures in writing.
Second, prepare for communication gaps. There are many groups of individuals who will want to
know what your company is doing in various circumstances. Where should employees
look for necessary directives? Which team members will need to know what? What
questions will arise from vendors about how business will
continue? How will you notify your customers of operating plans and ways to
interact with you? Will you continue to offer customers support via
email, phone, online chat, eFax, snail mail or what? How soon will customers’
experiences with your company return to normal, and what should be expected in
the interim? Is a press release necessary to alert the public of your business’
plans? An excellent example from this past week is how local florists were
impacted by winter weather over the days leading into the Valentine’s Day
holiday… If your business depends on certain dates, it may be even more
important to alert consumers of your plans related to those dates. How can you
utilize your website and marketing materials to communicate your emergency game
plan?
Fourth, prepare your personal and company’s property
to withstand disaster. Taking into
account what hazards are likely to hit your property in each type of
disaster, like flooding, extreme wind, piles of snow on your roof and electrical blackouts, what can you do
to safeguard your essential business equipment? Do you utilize hosted email
exchange server, hosted VoIP and cloud storage to backup messages as well as
secure vital documents should your physical location be impacted by natural
disasters? Further, does your building meet current safety standards to survive
what disasters might strike? Should you earth or elevate equipment for its
protection? If there is advance notice for any emergency, how early do you take
proactive steps to prepare property?
Fifth, keep important paperwork ready for your
business, just as you would for your family or yourself. Do you have your insurance policies and related
contact options easily accessible? Have you scanned business licenses,
permits and property deeds into the cloud so they’ll be available if you must
relocate? Is there an easily accessible list of your company’s service
contracts with applicable contact information as well as financial account
details and their associated contacts’ details? What should be stored in the
cloud? What should be stored in fire- and flood-proof safes? Are there needs
specific to your industry or your location?
Sixth, keep all contact records up-to-date. While I always recommend utilizing a Customer
Relationship Management Tool, in the instance of an emergency, where you are
storing the information is not nearly as important as having accurate and
up-to-date contact information. You’ll need to notify customers, vendors and
employees alike of your plans to continue operating as usual or re-open on a
specific date as well as how to communicate / interact with you during every
step of the recovery process. If you don’t have their contact preferences, you
cannot convey this necessary information, and that may delay getting back to
normal.
Maintenance is important! Once you’ve established a solid foundation, be
certain to review your plans and supplies at least every 6 months. Train each
new hire immediately as he / she joins your team. Conduct fire and emergency
drills regularly, scheduling regular reviews of how to operate fire
extinguishers, changing smoke alarms’ batteries and conducting regular training
for team members on First Aid, CPR and AED. Finally, to support ongoing
success, when disaster strikes, document what worked or didn’t for future
planning.
On a related note, I am a
huge fan of Evernote as a tool for helping me “remember everything”. It’s not
just about making notes or keeping information available in the cloud so that
it’s easily accessible everywhere; it’s also about finding what I need quickly
when I need it. Emergencies are an
excellent example of where Evernote is useful. Whenever an emergency
strikes, it’s easy to slip into a panic. Well, checklists are helpful in
panic-prone situations, and Evernote is an excellent location to store those
necessary checklists. Beyond that, though, many details related to your company’s
tech tools, products, service contracts and accounts could be easily stored in
Evernote.
Take action today… Think about all the possible issues that might face your company.
Create a contingency plan so your business operates with continuity regardless
of the situation and circumstances that you and your team shall face. Will you
be prepared when Mother Nature strikes next or when we are faced with a terror
attack? What is your game plan for your business when facing various
emergencies?
1 comment:
Nice article about emergency survival.
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