Hurricane season is the season of unpredictability, but an established emergency response ensuresĀ small business owners a level of control. We may be in hurricane season now, but itās not too late toĀ begin your preparations. If you are in an area frequented by storms, a plan can prevent financial loss,Ā facility damage and organizational shutdowns.
An emergency response plan catered to a hurricane considers everything that could go wrong if yourĀ business is in an evacuation zone for a storm. Power outages, facility damage, supply chain shortage,Ā employee loss and lack of access to your finances are all possible occurrences and should be addressedĀ in your plan.
Every small businessās emergency response plan should include:Ā
- A business continuity plan ā Maintaining operational services is the main goal for any smallĀ business during a natural disaster. A business continuity plan establishes a process forĀ continuing operations and identifies a disaster-recovery team of employees that know yourĀ business best. Those team members are assigned specific tasks and responsibilities to handleĀ before and when disaster strikes. This plan includes a business impact analysis identifying theĀ potential fiscal effects to the business if operational services cease.
Testing this plan is just as important as the development. Conduct quarterly walkthroughs andĀ encourage employees to give feedback, ensuring all gaps are identified and remedied. TryĀ randomly conducting these tests by not giving employees notice to see the rapidness of teamĀ members response and the understanding of their role in the operation.
Define your expectations for team performance before conducting random tests of yourĀ emergency response plan. What elements of the plan do you want to see performed first?Ā Where do you want to see improvement during the hypothetical scenario? These expectationsĀ should be communicated continuously, especially when testing is random. Thorough testingĀ involves leadership giving a clear, detailed scenario to operate under. Define where the storm is,Ā the category of the storm, and projected path and damages.
- Alternative operational location ā A back-up site should be determined. This location will beĀ utilized to continue operations during the disaster. The facility should be 50 ā 100 miles awayĀ from the current organizationās location to lower the chances of both locations being affected.Ā This location should, ideally, have a generator, computers and other necessary technologies.Ā Back up your data to this locationās database to ensure all necessary information is available toĀ continue operations. A copy of the plan should be accessible to all employees.
Understanding what your alternative location needs requires operation managers to walkĀ through fully operational facilities and identify necessities for every location. The same managers should visit the alternative location and ensure every necessity has a place well beforeĀ the storm season.
- Employee communication plan ā Establishing a tested plan for reliable methods and channelsĀ for employee communication is essential during a natural disaster. Know where your employeesĀ are located and if they are in an evacuation zone. Communicate your evacuation expectationsĀ beforehand so employees know exactly what is expected of them if they are forced to relocate.
Like everything in your emergency response plan, these communication methods need to beĀ tested. Encourage employees to regularly check these channels and include instructions inĀ onboarding materials for how to access.
- Vendor agreements ā Communicating with your vendors before a storm removes any needlessĀ worry on both sides during hurricane season. Develop a document that includes all vendors andĀ their emergency contact information. Set expectations ahead of time with customers so theyĀ are aware of what your emergency response plan includes. Contact all vendors as soon as theĀ emergency plan is initiated and keep them updated on business operations.
The key to an effective emergency response plan for small businesses is to ingrain all factors into theĀ culture and onboarding for the organization. Familiarizing employees with the plan on day one removesĀ the worry of your team forgetting them when the plan is needed most. Be transparent with your teamĀ and emphasize the importance of this plan being successfully implemented in an emergency.
First Horizon Bank offers financial services that allow small businesses to brave any storm. We haveĀ products and services to prepare you for the potential financial impact of natural disasters. PreparationĀ is key to coming out of this hurricane season stronger than ever. Ensure your business is protected byĀ acting proactively.
Lawrence Hatch is the Central Florida market president for First Horizon Bank. Hatch and his team utilizeĀ and introduce a comprehensive suite of private wealth management and commercial banking solutions.Ā He has worked in the financial services industry since 1999 as a Portfolio Manager, Wealth Advisor andĀ Market president covering commercial, retail, private client, and music, sports and entertainment.Ā