Are You Prepared for an Emergency or Natural Disaster? 10 Tips for Your Business' Productive Preparedness

Each September, we are reminded of the need to review how prepared we are for emergencies and natural disasters as National Preparedness Month rolls around. The need to be prepared is increasing, evidenced by how the insured losses from the 330 natural catastrophes that occurred during 2017 reached an incredible $134 billion per a report published by Impact Forecasting. This included a very active Atlantic hurricane season, severe weather events from convective storms as well as many wildfires. It can feel overwhelming to prepare for such disasters, but here are steps each of us can and should be taking to be prepared, minimizing our negative repercussions:

1. Plan for what makes most sense for your location. Whether you face hurricanes, tornadoes, snow blizzards, thunderstorms with lightening or another type of natural disaster, there are differing steps to take. Determine what types of disasters are possibilities for your area so you can customize your approach, planning for those specific risks.
2. Gather necessary supplies. Visit Ready.gov/build-a-kit for what to include in your company's disaster supplies and, then, cull those items together where they are easily accessible. Add a recurring appointment to the electronic calendar of whichever team member will be accountable for maintaining the kit so it's reviewed regularly.
3. Create your communication plan. Establish from where employees, customers and vendors can obtain updates during an emergency situation, especially when and where team members need to return to work. Decide where folks will go and with whom to connect for check-in should your team have to evacuate. Be sure to communicate the plans.
4. Address potential gaps in what tech will provide. Verify all computer programs, data and documents are being automatically updated as well as backed up from each computer to a remote location. Include a hosted exchange server, VoIP, updated apps and a cybersecurity strategy in your steps to prepare for data issues.
5. Prepare for lack of electricity. Power outages are often a by-product of disasters, particularly if there are strong winds. Be sure you have cash, back-up batteries for all mobile devices, flashlights to see without office lights and an emergency radio supporting multiple power sources. Fill gas tanks for personal and company vehicles alike.
6. Get ready for the risk of a fire. Locate all fire extinguishers, making sure there are enough to cover your entire facility, and ensure everyone learns how to operate them. Find out where your smoke alarms and carbon monoxide detectors are located; mark the calendar of whichever team member will be responsible for replacing batteries so they are alerted when that recurring commitment arises, and learn which sounds indicate what. When possible, prepare and maintain adequate firebreaks and green spaces around your property. Consider installing fire glass in windows and doors. Locate your sprinkler shut off valves so first responders can easily access them and prevent residual flooding; routinely test your sprinkler systems to keep them in good working order. Also, know the location of major HVAC, piping, gas and water lines to aid in preventing the domino effect of damage being done to your facility. Keep emergency exits clear and marked with plenty of signage to direct anyone through that area.
7. Know what to do if evacuating is required. Decide where all team members will go in an evacuation and who should be contacted should you have to evacuate. For example, will you notify senior leadership who will relay the message to their teams or will there be a mass communication sent out via email, automated calls and text messages? Make a list of what essential equipment must be taken from your business' premises at that time, and designate who will be responsible for removing each item on that list. Cull together items that you need to grab when leaving, and store them in a quick-grab bag.
8. Verify your insurance coverage. Make certain you have proper insurance and it is up-to-date. Ask your insurance agent, broker or underwriter if you are adequately covered for potential property damage as well as what business interruptions you could possibly face.
9. Consider how to continue beyond an emergency. What functions need to continue no matter what sort of craziness is happening? Decide how you will facilitate payroll if you are displaced, lose power or have intermittent Internet connectivity.
10. Have your plan documented. Keep your business' policies and procedures in writing to be accessed from anywhere at anytime. Include within this documentation how contact data for employees, customers and vendors will be kept up-to-date for facilitating the aforementioned communication plan. Upload your documentation to the cloud so folks can access the necessary information during an evacuation or relocation. Then, be sure to review your plans and supplies every 6 months; you'll want to incorporate updates as things change

Is your business prepared for what natural disasters might strike your area? If not, which of these steps can you take to boost how productive your preparedness might be?

Top Ten Tactics to Boost Preparedness

Organize for Success® Turns 10

In honor of 10 years of business for Organize for Success®, I will be posting a "top 10" list to this blog each day through Wednesday, May 31st. Each Sunday, my team will randomly select from those who commented on the prior week's "top 10" blog posts for a gift card giveaway and free download of one eBook from OrganizeForSuccess.biz/shop. The grand prize package for celebrating Organize for Success, LLC's 10 years in business will be awarded on Thursday, June 1st, randomly selecting from all those who commented on any of the month's "top 10" blog posts as well as those who have subscribed to my eNewsletter for a winner to receive downloads of all 5 eBooks, a pass for my Stress and Time Management online video course as well as a 60-minute productivity consultation via video conference.

As this is Hurricane Preparedness Week, let's cover my top ten tactics to boost preparedness:

10. Determine what types of disasters are possible for your area. Anyone is susceptible to thunderstorms with lightening, data issues or terrorism, but consider what else. What is your risk for hurricanes, tropical storms, tornadoes, geological events and winter storms? Only when you know your risks can you plan well.

9. Prepare for potential power outages. When you know a natural disaster is headed your way, fill up your gas tank, and visit your bank's ATM for extra cash. Be sure to charge your mobile devices fully and, then, try these steps for conserving battery consumption. Keep extra batteries on hand for flashlights you'll use during night-time power outages.

8. Prepare for a fire. Locate your fire extinguisher and learn how to operate it. Find out where your smoke alarms and carbon monoxide detectors are located; mark on your calendar to regularly replace their batteries and learn which sounds indicate what.

7. Prepare for an evacuation. Decide where you will go and who should be contacted should you have to evacuate. Make a list of what essential equipment must be taken from your business' premises at that time. Cull together the items from your home that you need to grab when leaving and keep them in a quick-grab bag.

6. Familiarize yourself with necessary responses. Learn and practice how to turn off the water, gas and electricity at your main switches or valves. Take training in first aid and CPR; if your office includes researchers using primary human materials, components and products, include BBP training.

5. Prepare your business for data issues. Make sure your business uses a hosted exchange server. Utilize hosted VoIP for your business' telephone needs. Download apps from the web, rather than installing them directly by CD or the manufacturer, which will more seamlessly enable updates to the latest versions. Save important information to a cloud storage solution, including the vital information listed here. Finally, be sure to create and implement a cybersecurity strategy, which will ensure your company has appropriate virus protection and is not as susceptible to hacks.

4. Prepare for your digital afterlife. List the virtual assets that should be in your digital estate plan. Update your Power of Attorney to include language specifically allowing your designated contacts to access your virtual assets. Clearly communicate how you'd like your sentimental items, financials and virtual assets with value to be handled when you die or if you are incapacitated, preferably creating a Virtual Asset Instruction Letter with your legal representation. Be strategic in communicating your desired next steps for handling your social media profiles. Create a technology toolbox to aid your heirs in facilitating your desires. If you'd like step-by-step instructions, click here to purchase my eBook entitled "Prepare for Your Digital Afterlife".

3. Pack your disaster supplies kit. If it is unsafe to go out, you might be stuck at work or your home for an extended period of time; make sure you have the necessary supplies. Click here for items to be included, and, then, start accumulating what you need, storing them somewhere easily accessible yet secure. For more about what you need, click here for a video description.

2. Sustain contact records so they are always up-to-date. Your business will need to send notifications to customers, vendors and employees alike; meanwhile, you'll want to update important friends and family members. Therefore, you will want to save time and hassles by making sure you have the most accurate phone numbers as well as email addresses to reach each of these partners in any emergency situation.

1. Create your communication plan. Establish from where employees can obtain important updates during an emergency situation, especially when and where to return to work if there is a satellite or back-up location as well as how they should expect payroll to be facilitated. Include what details need to be communicated to your clients or prospects and in what timeframe. Likewise, make sure your household is clear about how and when to provide status updates to one another.

Bonus - Have your plan documented. Keep your business' policies and procedures in writing to be accessed from anywhere at anytime. Upload them to the cloud so folks can access the necessary information during an evacuation or relocation. Then, be sure to review your plans and supplies every 6 months. Things change, and you'll want to incorporate updates as needed.

What steps do you take to prepare for emergencies? Are there any here you will or should take action to implement? 

Keep Communications in Your Preparedness Plans

Communicate With Team & Clients

When your business is impacted by an emergency, the normal and expected gets thrown off track; everyone must adapt amidst the new scenario. Team members want to know how they are expected to function, where to report and when they can expect payroll. Clients want to know how to reach you and how they'll obtain your products or services. These elements are crucial for your business to operate with continuity regardless of the circumstances, but no one knows the answers unless you communicate those details to them.

First, since you'll need to notify customers, vendors and employees alike of your operation plans as well as how to interact with you during each step of the recovery process, sustain contact records so they are always up-to-date. You will want to make sure you have the most accurate phone numbers and email addresses to reach each of these partners in any emergency.

Consider the following when creating your business' preparedness plan for any sort of emergency:

1. Your team members need to know how to respond, including when to report to what location for work. Where should employees look for necessary directives? Will these be on a website, sent via email or text, recorded on a voice mail greeting to which they can call in or communicated in an alternative fashion?

2. Different team members fulfill different functions for your company, meaning each employee might need different directives to continue their jobs in an emergency situation. Which team members will need to know what?

3. Every business partners with others to function. What questions will arise from vendors about how business will continue? How can you communicate that information to those partners beforehand as well as reminding them of the details in the emergency itself?

4. There is no business without customers, and your clients will need clarity on certain details. How will you notify them of your operating plans and the ways they can interact with you? If you have to temporarily relocate, will your contact information remain the same? How will this impact your hours of operation? Will there be a break in service or a change to how they make payments?

5. Beyond your existing customers, there are always prospects considering your company's products or services. Is a press release necessary to alert the general public of your plans?

Catch a summary video of these points by clicking here; then, as you contemplate each of the aforementioned details, engage your entire team in the planning process. Each employee will have a different perspective and bring new ideas to the process.

Plan maintenance is key... Things change and evolve; therefore, make sure to review your plans and supplies every 6 months, ensuring all updates are clearly and completely conveyed to all concerned parties. Train each new hire immediately as that person joins your team. Conduct fire and emergency drills regularly for each possible scenario, including regular reviews of how to operate your fire extinguishers. Include regular training for all team members on First Aid, CPR and AED through your Red Cross or local medical facility. Test your smoke alarms monthly, changing the batteries twice a year and replacing every 10 years. Then, when disaster does strike, document how it worked for the future.

Are you prepared with a communication plan for your customers, team members and vendor partners? What's worked well for you, and how do you maintain this plan?