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From Hurricane Katrina to a Tsunami in the Far East, there is a potential for disaster in every part of the world where your business operates. And even if you don’t operate where there is a natural disaster, chances are you have other employees, customers and a wide variety of different stakeholders in affected areas. Simply put, it is important to be prepared for any kind of business disruption. It’s always a good idea to refer to a disaster recovery handbook
UnderstandingMarketing.com is headquartered in South Florida where each year there is great risk for potentially catastrophic hurricanes. As such, we take all kinds of precautions so that the business will have limited disruption in the event of an oncoming hurricane or the ensuing flooding and power outages that sometimes occur. Proper planning is necessary for any type of disaster that could affect you or your business locations. And in today’s Web-based world, it is critical to have a reliable and secure Web hosting provider to stay up and running during and in the aftermath of any disaster.
Wildfires: Make sure your structure has flame-resistant building materials. Clear the surrounding area of any unwanted debris. Remove trees and combustible materials and keep grass cut short at all times.
Tornado: The Internet makes it super easy to monitor for breaking news and weather alerts in real-time. You’ll want to check these alerts daily since a tornado can form rather quickly. Have special locations for employees to gather. Keep a surplus of blankets in a shelter area.
Hurricane: Build a process where employees can notify each other after hours since hurricanes have a strong tendency to shift as they get closer to making landfall. Either board up any windows or put up hurricane-force shutters. Consider evacuating vehicles and secure outside furniture, decorations and promotional signage. Unplug all equipment and turn off the gas, electricity and water.
Flooding: Always check to make sure your location has separate flooding insurance as many insurance providers today require separate policies. Make sure your building or structure has flood-resistant materials (work with a properly licensed HVAC contractor to make any necessary structural upgrades). Keep computers, electronics and important files raised off the ground floor.
Earthquake: Check with your local building officials to ensure your structure is up to code. Use natural gas lines with flexible connections and automatic shut-off valves. Secure equipment to prevent tipping and secure any loose furniture, desks and filing cabinets from falling over.
Health Pandemic: As we recently saw with the threat of the “Swine Flu” situation, companies need to take health-related emergencies very seriously. Implement company-wide employee health standards and make sure all associates wash their hands frequently.
Important elements of a disaster plan for any business:
–Employees: Train all employees on proper emergency procedures as well as business protocol. Create a “phone tree” to help everyone stay abreast of all the latest information pertinent to running the business. Decide who is in charge when department heads and management may not be available (it is also necessary to review any crisis communications plans – or have one developed – in the event you will need to designate an alternate spokesperson to handle public relations and media duties). Have well-documented emergency and after hours contact information for each employee.
–Customers: Establish an alternate work site where your employees can communicate with all customers. If your customers are also located in your area, try to establish an area where they can also conduct business in the event their physical operations are not available due to damage or any other utilities issues. Keep a copy of all important customer information and files at an off-site, secure location. Always assume that your customers will remain open and need you to continue your operations even in the event of a disaster (continuous customer support at a time of disaster will go along way towards a lasting and reliable relationship).
–Suppliers: Have records of all your suppliers in a secure, off-site location. Always have a list of alternate suppliers in the event your regular suppliers are inoperable due to a disaster. Make sure your suppliers have a way to make deliveries even if the roads are not available or if there are any other logistical issues. Consider using drop-shipment direct to customers in the event your suppliers cannot make deliveries to your location.
–Keep a record of all critical inventory at your business. It’s a good idea to get a digital camera
–Keep records of all maintenance performed on your equipment.
–Always make sure your building or facility is up to code, with proper insurance.
–Have a battery backup power supply
–Have all critical data and finances backed up regularly and located in a secure, off-site location.
–Make sure your Web site and hosting services are backed up and accessible from an off-site location.
–Have proper insurance coverage in place at all times, including separate flood policies, and review them periodically so that you are aware of your coverage.
Please leave a comment and share additional ideas on how to prepare your business for a disruption.
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