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The Scoop: Business Emergency Planning - Preparing for Spring Storms
 | Key Points - Threatening weather conditions in spring include tornadoes, thunderstorms, and flooding.
- By planning ahead, you can keep your staff safe and minimize damage to your facility.
- Backup power and continuity planning can keep operations going during an outage or after facility damage.
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Preparing for Spring Storms 
Spring is a time of renewal, but it can also bring extreme weather changes and sudden storms. Thunderstorms, tornadoes, and floods can be devastating in terms of facility damage and lost revenues. While employee safety is the first order of business, care should be taken to reduce the impact of a storm on business operations. Is your facility ready? Storm preparedness should include emergency action procedures to ensure the safety of your staff and facility, as well as adequate backup power to keep your critical equipment functioning in case of an outage.
Storm Safety ProceduresThe following steps should help keep your staff and facility safe from harm in the event of a spring storm.
- Create an emergency action plan that includes evacuation procedures, contact information for local first responders, and emergency contact information for all employees.
- Keep supplies in an emergency preparedness kit. Suggested items include water bottles, non-perishable food, blankets, first-aid supplies, flashlights, and a battery-powered radio.
- Contact your state emergency management office for information about local shelters, evacuation plans, emergency exit routes, and so on.
- Make sure the grounds around your facility are free of heavy debris that could be tossed around in the wind, and trim trees to prevent limbs from falling on buildings.
- Choose a safe area in your facility where occupants can gather if a storm or tornado warning is issued. This area should be located in a basement if available, or a ground-level room with no windows.
Preventing Damage from Spring FloodsSevere flooding can cause devastating harm to businesses. In addition to damaging building structures, flooding can destroy critical equipment and valuable records. The following measures can help keep your staff safe and reduce the risk of damage to your facility:
- Develop a Flood Emergency Plan. Write procedures about what to do in the event of a flood emergency. Features of the plan should include flood-proofing measures, emergency contacts, evacuation procedures, and so on.
- Coordinate an Emergency Response Team. Assign responsibilities to specific employees for carrying out different aspects of the flood emergency plan.
- Create an evacuation plan. Outline transportation procedures to avoid confusion among employees. Make sure all employees are familiar with the evacuation procedures and practice them on a regular basis.
- Prioritize equipment and records. Keep a detailed listing of the equipment and records that must be moved to a higher elevation or removed from the premises.
- Consider flood proofing. Depending on the risk of flooding in your area, permanent flood-proofing measures may be a good investment. These measures include reinforcing walls, building flood walls, and installing watertight doors, and drainage measures to control the flow of water.
While flooding can occur almost anywhere, some areas are at higher risk. To determine if you are in a flood-prone area, contact your local building official or your state emergency management office. Flood insurance should be a part of every facility's flood prevention strategy, particularly for those located in areas are at high risk of flooding. For more information, contact your insurance carrier or the National Flood Insurance Program.Keeping Outdoor Workers SafeOutdoor workers are exposed to a variety of weather conditions, but lightning poses a particular threat. Businesses with fleet vehicles or outdoor work crews should have a plan in place to keep workers safe in case of a lightning storm. The following are some general safety tips:
- Monitor weather conditions for reports of severe weather conditions in your area.
- Make sure workers understand the safety procedures that are to be followed in case of severe weather, including what shelter is available to them.
- Safe shelter areas include substantial buildings, enclosed metal vehicles, or low ground. Inform employees to avoid metal objects, open areas, or water.
- Make sure workers wait until at least 30 minutes after the last lightning strike before returning to work.
After the StormWhile your electric power is very reliable, outages do happen. Facility damage can also result in long-term downtime. By planning ahead, you can get back to business quickly and minimize the damage to your bottom line.
Backup Power—Dependable back-up power is necessary to maintain mission-critical equipment during an outage. Diesel and natural gas generators are the most commonly used. Diesel systems are the most widely used and typically have the lowest initial costs. However, diesel generators use large onsite storage tanks that require refilling and must meet strict environmental regulations. Natural gas units often cost more to install, but offer a continuous source of fuel. Operate generators according to manufacturer's recommendations, and never connect generators to your electrical system; they can back feed and endanger line workers.
Continuity Planning—A business continuity plan is a comprehensive statement of actions to be taken during (and after) a spring storm or any other emergency that interrupts business. The objective is to continue operations and return to full capacity as quickly as possible. When creating a plan, ask yourself a few simple questions. What processes are essential in order to stay in business? What can be set aside? How would you accomplish critical functions and where would you get the necessary resources? Carefully evaluate your organization to identify which staff, procedures, material, and equipment are essential to remain in operation.
Good luck often is a result of good planning.