September is National Preparedness Month. It's a reminder that emergencies can happen at any time. For business owners, a natural disaster or unexpected event can destroy physical property, disrupt operations, put employees at risk, and lead to financial loss. Taking time to prepare before disaster strikes can make the difference between a temporary setback and a long-term shutdown.
These practical disaster preparedness tips can help you protect your people, your property, and your livelihood.
Create a Comprehensive Emergency Plan
Every business should have a clear emergency plan in place. A comprehensive plan will outline evacuation routes, safe meeting points, and communication protocols. Assign roles so your team knows what to do during a crisis. Review your plan with your team regularly. Emergency planning for businesses gives employees confidence and can reduce confusion and risks in stressful moments.
Review and Update Your Insurance Coverage
Insurance is the safety net that helps businesses recover after an unexpected event, disaster, or emergency. Conduct an annual review of your commercial coverage and update your policies as needed.
Commercial property insurance, liability policies, business interruption coverage, key person life and disability insurance, commercial auto, workers' compensation, and umbrella coverage could all play a role in protecting your business assets and people in the event of a disaster.
Talk to an insurance professional about the best policies for your business.
Safeguard Critical Business Documents
You'll need to access critical information quickly in the event of a disaster. Keep copies of important documents such as insurance policies, contracts, and financial records in multiple locations.
- Cloud storage is an excellent option because it is accessible anywhere
- Keep hard copies in a waterproof and fireproof safe at your workplace
- Back up digital assets and data
Protect Physical Property
Take steps to make your property more resilient in the event of an emergency. This may include weather-proofing your office, warehouse, or property. Consider installing storm shutters, reinforcing the roof, or securing outdoor equipment. If your business is in a flood-prone area, elevate electrical systems and consider barriers to protect against water damage. In wildfire-prone areas, focus on creating defensible spaces around your commercial property.
Small upgrades today can prevent major losses later.
Have a Data Recovery Plan in Place
Whether it's connected to a disaster event or to a cyber attack, a data loss could be detrimental to your business. A data recovery plan is a documented strategy detailing how you will restore lost, damaged, or inaccessible data.
Loss or corruption of data could significantly disrupt your business. Data can be lost, corrupted, compromised, or stolen through hardware failure, human error, hacking, and malware.
According to the Department of Homeland Security's Ready.gov campaign, your recovery strategies should anticipate the loss of one or more of the following:
- Computer room environments: secure computer rooms with climate control, conditioned air, and backup power supply, etc.
- Hardware: networks, servers, desktop and laptop computers, wireless devices, and peripherals
- Connectivity to a service provider: fiber, cable, wireless, etc.
- Software applications: electronic data interchange, electronic mail, enterprise resource management, office productivity, etc.
- Data and restoration
Establish a Communication System
Clear communication can save lives and speed recovery. Maintain updated employee contact lists and establish a system for sending out alerts. Text messages, email updates, or emergency communication apps work well. Let employees know how you will reach them in an emergency so they can stay informed and connected.
Train Employees
Prepared employees are your first line of defense in an emergency situation. You may have training requirements based on your state, industry, or business size. Even if you're not required to train employees on disaster preparedness, emergencies, occupational hazards, or workplace violence prevention, establishing a training program can provide peace of mind for you and your employees. Training builds confidence and ensures that employees know what to do when every minute matters.
- Offer training on first aid, fire safety, and evacuation procedures
- Hold drills at least once a year so staff can practice
Build an Emergency Supply Kit
Stock essential supplies such as flashlights, radios, bottled water, and first-aid kits. Keep non-perishable food and basic tools available. Personal protective equipment and sanitation supplies should also be included. Having these items on hand helps employees stay safe and comfortable until conditions stabilize.
Disaster preparedness protects the people and processes that keep your business alive. By taking these steps, you reduce risk, protect your employees, and increase your chances of a fast recovery.
This National Preparedness Month, take the time to review your plans, check your coverage, and strengthen your readiness. If you are unsure whether your insurance is up to date, talk with a trusted agent about commercial insurance coverage and what protections make sense for your business.