The recent push of Winter
Storm Leon toward the Gulf of Mexico dumped ice and snow across much of the
south and reminded small business owners in our region that hurricanes are not
the only disaster for which they need to be prepared. Decision
making in a crisis rarely yields the most effective solutions. So if the recent storm caught you unprepared,
consider that while inconvenient and disruptive, serious weather events provide
an excellent time to work on your emergency planning.
During a crisis
communication is vital. A company’s website
and other social media channels are the face of the company to the world. Even though the company may be closed, the
Internet is still open. It is important
to use the available media channels to let the public know whether you are open
or closed, if customers can expect delays in shipment, and how to contact the
company for emergencies during the storm.
Don’t forget to update the company’s voicemail with a brief status of
the business and whether or not voicemail will be checked.
Communication with employees
in a timely manner is not only critical to the operation of the business, but
also sends signals to employees about their value to the business and the
firm’s commitment to their safety. This
is an excellent opportunity to update contact information with all employees
for future events.
Although many businesses
close during a severe weather event, not everyone shuts down and goes
home. Check the emergency supply cabinet
to provide essentials for staff members who stay on-site. Water, one gallon per person per day, is
recommended by FEMA as is a 3-day supply of non-perishable food and don’t
forget the can opener. Also consider the need for personal hygiene needs
along with a flashlight, radio, and extra batteries. It is a good idea to have some cash on hand
as well. In our modern society, debit
and credit cards are common place.
However, when the power goes out and the communication lines go down,
cash may be the only means at your disposal to purchase essential goods or
services.
Make sure your computer
data backup is current and accessible. The
accumulation of ice and snow can bring down power lines and communication
lines. During an extended outage you
might need to relocate your business in order to get started again. Having a usable backup will make that process
much smoother and complete. Remember
too that not all data is computer based.
Be sure you have a way to retrieve paper based files, checks, and work
in progress if you must relocate.
Examine your insurance
policies and be sure you understand what is covered. For example, do you have business
interruption insurance and do you know what will trigger the coverage to start
and end. You should know what your
deductible is and how it will be applied when you have a claim. If you have coinsurance how does it work? You
should also know what types of losses are excluded under your policy. Know also your policy limits and how they
apply. Certainly, this is not an
exhaustive list of the questions you should consider. Insurance coverage can be
a complex topic which should be reviewed with your agent on a regular basis.
Do you have a written plan
for how to recover from this disaster or is it all stored as institutional
knowledge in the recesses of your memory? Take the time to organize your thoughts,
assess the process of recovering from events which stop your business, and put
them down in an organized written document.
Your customers, employees, and vendors are counting on you to keep the
doors open when a disaster strikes. Make
it a priority to do so.
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