A business must prepare particular procedures for employees to follow in the event of a hailstorm, whether the employer decides to close the facility or turn on backup generators. Consider how operations will change when the facility is shut down, temporarily unreachable, and when it reopens after a storm. It is essential to have a timely response for continuing key business functions even when the storm causes complications.
When the business facility is operational, but travel may be unsafe during the storm, an organization may need to evaluate the risk of employees driving to work. Hailstorms and flooding roads can damage vehicles and even lead to employee injuries. One way to address the problem of employee access is to prepare a pre-selected team that can provide on-site support at the facility throughout the storm’s duration. With employees staying overnight in the office, transportation is no longer a concern for employers planning to keep a facility operational during the storm.
If the business requires an immediate shutdown, it may be essential to have an established plan for remote work. Critical business functions will need to be maintained even when the business facility isn’t available. Today, many organizations have an emergency response plan for completing operations remotely. Companies may choose to temporarily relocate employees to areas outside the hailstorm’s strike zone. Other organizations may already have employees stationed far away from the office headquarters who can access remote equipment.
As a result, hailstorms could significantly impact some workers more than others. Ensure each person understands their responsibilities and has access to the right resources and equipment needed to perform their job effectively. When the storm has passed and the facility is operational once again, post procedures to facilitate a return to on-site operations are just as essential. While remote workers may be a new normal for many businesses, it can still be necessary to have a dedicated on-site crew that will need a plan for their quick and efficient return to the office.
Communication is necessary for implementing the contingency and recovery plan. Whether a hailstorm affects the business headquarters or an employee’s home office, there must be a designated procedure for reporting and receiving updates. When hailstorms approach, employers need a specific communication plan to ensure the appropriate actions are being taken.
When an emergency is declared, the company must be prepared to give timely updates to its employees, customers, and suppliers. Consider how employees will receive updates about relocation and alternate work plans and how an oncoming hailstorm may impact a supplier’s ability to perform key functions.
Effective communication is needed to:
- Coordinate emergency activities and response teams.
- Warn employees of impending danger and ideal travel routes.
- Maintain contact with customers, suppliers, and vendors.
- Update families about what’s happening on-site.
- Inform off-duty personnel of alternate work plans.
- Provide ongoing, reliable information to the media.
Organizations must communicate effectively to keep their people safe and ensure their operations run smoothly as the storm progresses. Email may not be quick enough to serve as a suitable emergency communication system during a disaster. Ensure employees receive the information they need even faster by utilizing multiple channels with two-way communication capabilities, such as phone calls, text messages, and mobile push notifications.
Consider also creating a resource page where employees can access updates in real-time. Remote workers, on-site teams, and off-duty personnel can all receive the same information about office closures, alternate schedules, and changes to operations throughout the storm. Establish backup communication methods to ensure placement procedures are followed successfully.
