Minimize the risk of damage in advance of an emergency by:
- Training employees in fire safety, particularly those responsible
for storage areas, housekeeping, maintenance and operations where
open flames or flammable substances are used.
- Modernizing the electrical system since faulty wiring causes a
large percentage of nonresidential fires.
- Situating your business in a fire-resistant building - a structure
made of non-combustible materials with firewalls that create
barriers to the spread of fires - and in a building with a fire
alarm system connected to the local fire department. It is also a
good idea to have a sprinkler system to douse fires.
- Limiting storm-related damage by making sure the building conforms to damage-resistant building codes.
- Keeping up-to-date duplicate records of both computerized and
written records. Under federal law, if companies fail to maintain
and safeguard accurate business records, the company may still be
held liable.
- Identifying the critical business activities and the resources
needed to support them in order to maintain customer service while
your business is closed for repairs.
- Planning for the worst possible scenario. Do research before a
disaster strikes by finding alternative facilities, equipment and
supplies, and locating qualified contractors to repair your
facility.
- Setting up an emergency response plan and training employees how
to execute it.
- Considering the resources you may need to activate during an
emergency such as back-up sources of power and communications
systems. Also, stockpiling the supplies you may need such as
first-aid kits and flashlights.
- Compiling a list of important phone numbers (including cell phone
numbers) and addresses, including local and state emergency
management agencies, major clients, contractors, suppliers,
realtors, financial institutions, insurance agents and claims
representatives. The list should also include employees and company
officials. Keep copies off the premises in case the disaster is
widespread.
- Deciding on a communications strategy to prevent loss of your
customers. Clients must know how to contact your company at its new
location. Among the possibilities to explore, depending on the
circumstances, are posting notices outside the original premises;
contacting clients by phone, e-mail or regular mail; placing a
notice or advertisement in local newspapers; and asking friends and
acquaintances in the local business community to help disseminate
the information.
- Review your plan on a regular basis and communicate changes to key employees.