Planning for the Worst is Best
03/07/07
Is your business prepared for high wind, high water, an earthquake and other natural or manmade disasters? Many aren’t. The American Red Cross estimates that up to 40% of small businesses directly affected by disasters never reopen their doors. The best time to prepare for disaster is before it strikes.
Safety first
A well-maintained employee safety program is critical when disaster strikes. Put a responsible worker in charge of ensuring that first aid kits are fully stocked. Also, ensure some employees receive first-responder training or first aid certification.
Your facility should be a safe place to work. Make sure you identify “safe-rooms,” for example, in case of tornados, and make sure that these safe-rooms are large enough to handle the number of workers on hand.
You should also think through a possible evacuation. How will you move everyone? Are transportation assets available? How will you keep track of your people? Who will bring a company roster to the evacuation site? During hurricane Katrina, several critical New Orleans government offices needed to relocate and become functional elsewhere in a matter of hours. Is there a plan to archive or evacuate key documents, plans, and communications equipment? All these contingencies, ideally, should be rehearsed before the event.
Communication is key
Once you’ve arranged for the immediate safety of your employees, communication should be your priority. Managers should keep phone numbers of key subordinates and customers at all times. And workers should have a primary and alternative number to call to reach their supervisor. Additionally, consider establishing a company hotline offsite – a line employees can call to hear a recorded message. This will let employees know when and where they can report to work and help your company get back on its feet. You may also want to arrange for your business calls to be forwarded automatically to an alternate number.
Tip: Many European cities use text messages on cell phones and wireless devices for emergency notices. Americans don’t use text messages as often, but it still may be an effective way to get word out quickly and efficiently.
Facilities, data, and equipment
Think through what will happen if power should be interrupted. Digital phones, for instance, are useless during a blackout, without a back-up power supply. Computer data should be routinely and systematically backed up to an off-site server. Key servers and data storage facilities should be located on upper floors in flood-prone regions, or offsite entirely. Check surge protectors and battery backup systems. They should have the Underwriters Laboratories seal of approval. Purchase a generator and five days of fuel ahead of time. Waiting until you need them is too late: Generators and fuel sell out quickly during times of crisis. (Warning: Do NOT run a generator inside!)
Insurance
Lastly, keep your insurance coverage up to date. Remember, most policies don’t cover floods or earthquakes. You may need to purchase additional riders in order to provide coverage for these events.
This is just the beginning. There is always more you can do to prepare for disaster; G.Neil helps make it simple with our full line of disaster preparedness products.
Disaster Preparedness Awareness Program
Workplace Safety
October 2005