With the summer season comes the threat of hurricanes, wildfires, flooding and other potential natural disasters. For many small businesses, being out of commission for a week or more also could spell economic disaster. How can small businesses prepare for the worst while hoping for the best?
Create a preparedness plan
With so many demands on small business owners, it’s easy to put off creation of a solid emergency preparedness plan. But taking the time to create this vital document could pay off big if disaster does strike. Consider including the following:
- Evacuation plans and routes.
- Emergency phone numbers and contact information.
- An emergency chain of command, including responsibilities of all staff members.
- Survival kits including plastic sheeting, bottled water, flashlights, disposable cameras for taking insurance photos, and other needed items.
- Copies of insurance policies, with contact information.
- Contingency plans for temporarily moving operations if needed.
Protect your critical data
In the event of flooding or other disaster, you’ll need critical files like financial records and client databases to reestablish operations. Set up a system for redundant backups of important data — including the last few years of tax returns — by maintaining at least two copies, American Express advises. Store one copy in a waterproof container in your office and other offsite.
In addition, consider using one of the various cloud-based disaster recovery solutions now available. These modern systems are extending business continuity tools — like Voice over Internet Protocol business phone systems, automated data backup and more — to smaller operations without the significant capital expenditures required a few years ago, Forbes notes.
Communicate well
Don’t wait until business operations are interrupted to determine how to communicate with your staff, customers and the public. Consider using an all-in-one solution like RocketResponder to quickly get the word out to staff and clients.
Make sure key staff members understand their responsibilities for communicating in an emergency. Determine who is authorized to speak to the press and who can serve as backup, and designate several employees with good writing skills to be available to work on press releases and written statements. Ensure that several staff members who know how to update your website — and have appropriate access — are designated as part of your communications team.
Set up testing and drills
Once your continuity plan and team are in place, the Federal Emergency Management Agency’s Ready.gov advises scheduling drills to evaluate the effectiveness of your plan and recovery strategies. Use your drills to train staff members, ensure that you’re complying with any local laws and regulations, and uncover any weaknesses that need to be addressed.
Make use of resources
To continue to hone your preparedness plan, consult the vast array of information available through the following resources:
- Ready.gov: “Preparedness Planning for Your Business.”
- National Fire Protection Organization.
- The Disaster Recovery Institute.
- Federal Emergency Management Agency.
Be prepared when disaster strikes
Emergency preparedness takes time and effort, but it can mean survival for a small business. Fires, floods, storms and other natural disasters can strike at any time. Planning ahead gives you peace of mind that if the worst does happen, your business is ready.
